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What is Filehold?
Filehold Is a document storage tool (EDM) and document workflow specially designed for organizations.
It is a centralized digital file cabinet that stores all files securely so that users can easily access them when needed. Filehold has a powerful search engine that allows you to quickly find all the necessary files.
Frequent searches can be saved and reused with a simple click. By using this document management system, teams will have more time to focus on other meaningful things rather than looking for documents. This software was designed with numerous features that set it apart from all other document management products, it is enterprise-grade while remaining affordable.
Features
Some of the features offered by Filehold include:
1. Centralized storage
The most obvious and useful feature of Filehold is that it provides a secure, cloud-based centralized storage system.
Everything that is put into this system is backed up in the cloud so it will never be lost. Data is available as soon as someone asks for it. All of your organization's documents are in one place, and everyone has total access to them. Filehold can easily organize everything.
Organizations need to have a centralized and secure document management system, as it ensures that their intellectual property is always protected in the best possible way. Users can drop classified documents there to keep them safe. It is possible to archive some documents so that they cannot be modified. Retention and disposal policies may be applied to them.
2- Document link
Filehold also offers the possibility of linking documents together according to a parent-child relationship. For example, all car contracts can be linked to the main document, the car showroom. This makes it easy to organize and recall documents. Linking and organizing documents can be done in a short time and with minimal effort.
3. Research
The most important feature of a document management system is a powerful search engine. If the library has thousands of items and a user wants to open one, the easiest way to find it will be to search for a keyword within that document. Having a good search system saves a lot of time. Filehold's search engine allows users to search for files in the following manner:
- Full text search for any document that has undergone optical character recognition.
- By file name
- By metadata
These options allow users to quickly search and find the document they are looking for. It is a simple but effective solution for finding a single document in a large library. Users can search for either active documents or archived documents. When looking for a document, the user will also find the different versions of that document.
4. OCR
Converting documents into readable OCR files is one of Filehold's most powerful features. For more information, see the server-side OCR (Optical Character Recognition) page.
This feature allows the user to identify the text in scanned documents and capture important metadata that allows them to be properly classified. It is also possible to improve the classification by manually adding metadata.
The OCR process can be done while documents are being scanned. If the documents have been entered and have not been OCR, it is possible to do so using Filehold's server-side OCR function. With this feature, users can index and search PDF or TIFF documents.
5. Collaboration
Numerous collaboration tools are present on Filehold and facilitate communication between teams in an effective way.
The main tool is workflow and document approval. Workflow makes it easy to share documents with other team members for them to contribute to or review a document. A good example could be a contract that needs to be signed by many people in an organization.
Everything is done electronically. Regardless of where a team member works, Filehold provides the tools needed to be effective from anywhere in the world. Filehold acts as a bridge between team members and work.
One of the strengths of these collaboration tools is the check in and out feature. It makes it possible to determine whether a person has worked on a document or not. There is an audit log that allows you to track everything you do on a document. If a person has accessed a document and made changes to it, this will be shown in the audit log, including the date and time of access.
6. Task Management
Filehold allows users to be more productive than ever. Features like the calendar remind managers to assign certain workflow tasks to teams. Managers can check if the task is still active or complete. This allows organizations to empower people who don't complete their workflow tasks.
8. Scanning and imaging
Filehold provides its users with a very good software digitizing documents that works on the desktop.
Additionally, FileScan Bridge supports all third party scanning and imaging software. Thanks to the integration of this scanning software, users can scan documents very easily and automatically capture the metadata that is embedded in the document.
Some documents can be difficult to download, but with Filehold, users can download any document from any scan source.
9. Optional features
There are lots of optional features that can be added to Filehold at any time. One of the most valuable functions is Courier (Secure email service).
Courier allows users to send a link to a document to anyone who has an email address. Once they receive the password-protected link, they can access the document directly in Filehold.
If it's a workflow document, they can approve and return it.
Pricing
Filehold offers 3 pricing plans to its customers:
1. Filehold Express
This plan is designed for small organizations with only 5 to 20 users. The entry price is affordable for smaller organizations. If the organization wants to switch to Filehold Enterprise, they can easily do so through a simple license change.
This formula is ideal for organizations that are just starting up or that only need a departmental solution for a maximum of 20 users. Users have all the features they need, but once the organization has grown or there is a need to add a new department, it's easy to upgrade to Filehold Enterprise.
2. Filehold Enterprise
Filehold Enterprise is for large organizations with more than 20 users. Just like Filehold Enterprise, there are numerous standard features. And a range of optional features to choose from optional features. The pricing is designed so that the more users added to the system, the lower the cost per user.
3. Free trial
Filehold offers free trials to anyone with a properly prepared server, on-premise or in the cloud. For those who want a solution that is fully hosted by Filehold, it can be delivered on the Microsoft Azure cloud. The software can be tested for 10 days to explore all the features and determine if they can help your organization or not.
Customer Support
Filehold offers a support package called FileCare that provides technical support and software updates. This support package is available for Express and Enterprise versions. FileCare also includes support such as:
- advice on best document management practices
- server administration, including security issues
- server check
- data archiving
- disaster recovery
- custom reports
- data integration, and
- help resolve compatibility issues with third party software and hardware.
General technical support includes email, telephone, and online support through a support portal. FileCare is optional, but note that businesses that don't have FileCare will have to pay $250 per hour for a minimum of two hours for a technical support request.
There is also a knowledge base where users can get answers and information about the software, such as product guides.
Final Verdict
Having a good document management system is necessary for organizations, especially if document compliance, like the GDPR, is required. The features of the Filehold document management system make it one of the best. An organization's documents can be secured and organized. Workflow and approval processes ensure that document work is done properly. Audit trail functions ensure a complete record of every document activity. Document scanning and ingestion features can put any organization on the path to a paperless office.
All in all, Filehold is the best document management system on the market and is suitable for both small and large businesses. If your organization wants your documents to be organized and secure, Filehold is the solution for you.
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