Product Overview of FileHold
FileHold is a comprehensive document management system (DMS) designed to help enterprises transition to a paperless office environment by streamlining the storage, retrieval, and management of critical business documents.
What FileHold Does
FileHold transforms the traditional file cabinet into an organized, structured, and secure digital library. It centralizes document storage, automates workflows, and enhances collaboration among team members. This software is tailored to reduce the amount of paper managed by organizations, increase productivity, and ensure the integrity and security of documents throughout their lifecycle.
Key Features and Functionality
Storage and Version Control
- FileHold offers up to 4 TB of cloud storage capacity, or customizable storage if hosted on the organization’s servers. It includes robust version control, ensuring that no version of a document is ever overwritten, and users can revert to previous versions if needed.
Document Management
- The system features advanced document tagging or metadata capture, which facilitates efficient searching and retrieval of documents. It also includes audit logging and tracking to maintain a record of all document modifications.
Security and Permissions
- FileHold provides robust security with user roles and permissions, allowing administrators to control access to documents. Users can only see documents that administrators have authorized them to view, ensuring confidentiality and compliance.
Electronic Forms and Workflow
- FileHold supports the creation and management of electronic PDF forms, which can be filled out and submitted electronically. It also automates document workflows and approval processes, reducing the need for paper forms and manual data entry.
Integration and Accessibility
- The software integrates seamlessly with Microsoft Teams, Microsoft Office, and other applications. Users can access documents via a desktop application, web browser, or mobile device, ensuring flexibility and convenience.
Viewing and Annotation
- FileHold offers three levels of document viewers with view-anywhere technology, which helps control the dissemination of intellectual property. Users can add annotations, highlights, and other marks to documents without altering the original files. Collaboration features include a comment bar for team communication and task coordination.
Search and Retrieval
- Advanced search tools allow users to find vital documents quickly, using either simple search functions or advanced metadata-based searches. This significantly reduces the time spent searching for documents.
Optional Features
- Additional features include document workflow, Microsoft Active Directory integration, FastFind for quick document access, Print-to-FileHold for converting documents to PDF, and Adobe Electronic Signature Integration. Server-side OCR (Optical Character Recognition) and anonymous portal access are also available as optional features.
Deployment Options
- FileHold can be deployed either through a perpetual license installed on the organization’s servers or a private cloud, or via a cloud subscription hosted in Microsoft Azure, which includes licensing, hosting services, and IT support.
In summary, FileHold is a feature-rich document management system that enhances organizational efficiency by centralizing document storage, automating workflows, and ensuring the security and integrity of documents. Its extensive range of features and flexible deployment options make it an ideal solution for enterprises aiming to transition to a paperless office environment.