Provides a business layer for classifying documents based on characteristics they have in common. Documents can be classified according to industry specific, business specific or customisable metadata schema relevant to the user and the organisation. This allows documents to convey meaning that is not conveyed by the name of the document and makes it easy to detect duplicate documents.

Users can dynamically organise the document store into a personalised view based on the user’s metadata selection. This allows users to navigate through a large document store to find documents quickly.

Users can simply drag and drop documents into a folder to automatically classify them. This dramatically reduces the time taken classify documents when compared against most present day solutions.

Document classification can be enforced throughout an organization using schema properties ensuring essential metadata elements have values.

By allowing users to dynamically organise their document hierarchy, they can navigate to documents quickly and no longer need to remember the names of documents or their storage location to find files.

Provides comprehensive keyword search functionality within document content, metadata values and metadata attributes across the entire document store. This allows users to quickly find all documents relevant to a particular keyword.

Template documents can be accessed through the Template space providing unified and quick access to an organisation’s standard templates and master documents.

Document versions are controlled automatically, with versioning automatically performed when documents are opened for editing (checked out) and returned (checked in).

Documents can be marked as finalized, once published. Comments can be added to the document and the major version is automatically updated.

Using the FileSphere PDF Add-In, files can be converted to PDF classified and added to the file repository from within any supported application.

Individual documents or groups of documents can be set to expire on a certain date. Expired documents are moved into an 'expired' section, where an administrator is responsible for their removal and archiving, once this date is reached.

Deleted documents are sent to the Shredder where they are removed from the file store. An administrator is then responsible for their ultimate removal from the system.

The migration utility allows file system folder hierarchies to be moved or copied into the repository and the documents, contained within, to be be migrated using smart classification.

Document status details, such as checked in, checked out, finalised, number of versions, are clearly displayed to all users

To facilitate document review and assist work processes, users can send other FileSphere users documents or shortcuts to documents. Shared documents include tracking, showing the sender, the time and any additional comments.

A system tray message notifies users when documents are sent or received. Documents are automatically added to the user’s In Tray when received and a log of the transaction is added to the sending user’s Out Tray.

Documents opened for editing are checked out to a user’s Workspace. A local copy of the document allows the user to disconnect from the central file store with the document available for checking in when editing is complete and once the user is back online.

Shortcuts to FileSphere documents and groups of documents can be created outside FileSphere. FileSphere Shortcuts can then be used for linking to files or for file sharing and collaboration in a similar way that standard Shortcuts operate within the file system.

Files can be automatically classified and added to FileSphere from within any supported application by using designated pickup folders on the file system.

Scanned images can be added to the file store directly from any Twain compatible device including scanners and digital cameras.

Any electronic files can be automatically classified and added to FileSphere from designated pickup folders on the file system.

Central Management
Administration, file management and information storage and is performed centrally to ensure the implementation of enterprise wide policy and security and to prevent unauthorised file access.

Supports Windows Active Directory, allowing administrators to centrally manage authentication and authorization services, assign policies and deploy software updates directly to client systems.

FileSphere’s administration interface is displayed in a Microsoft Management Console (MMC) window, providing an intuitive and familiar environment for administrators to manage FileSphere functionality.

The administration console provides access to all administrative tasks including security and access control; auditing, monitoring and activity logs; classification schemas; services; file storage settings; and management of deleted and expired documents and versions.

Similar to Windows, users and group access can be granted/denied to individual documents or groups of documents.

File access can be controlled by assigning groups or users to specified access levels and then assigning access levels to documents. Users can only see files to which they have access.

Maintains full document lifecycle and historical information for each file and its revisions. Information is kept about each document transaction including the type of access, the time and date and credentials of the user who accessed it. All activity logs are sortable and exportable with document history logs able to be exported to plain text or comma delimited CSV file.

Multiple document spaces can be used to cater for situations where separate business divisions each require a separate repository. Each file repository can be physically distributed across multiple drives to increase efficiency and capacity, appearing as one repository to the user.

FileSphere can be configured, using Windows Group Policy, to enforce saving of files to the file store from within Microsoft Office applications. This prevents users from creating and saving Microsoft Office files on their local files systems.

FileSphere maintains files in their native format, enabling administrators to restore files without having to use FileSphere.

To backup the entire file repository, including files, versions, metadata and schemas, FileSphere provides a Backup and Restore tool. Backup’s can be used to transfer a file store from one repository to another or for backing up the repository.

FileSphere maintains files in their native format, enabling administrators to restore files without having to use FileSphere.

To enhance performance and scalability, FileSphere Enterprise utilises Microsoft Internet Information Services for enhanced web services communications and Oracle or Microsoft SQL Server for enhanced file metadata management.

Allows classification and automatic addition of individual emails and attachments to the file repository from within Microsoft Outlook using email rules or folder property rules.

Allows classification and automatic addition of individual emails and attachments to the file repository directly from email servers using server rules.

FileSphere is embedded in the Microsoft Windows Explorer providing a familiar application interface for users. It is integrated with Microsoft Office and OpenOffice applications, and supports Adobe Acrobat Professional and Lotus Notes.

FileSphere API’s provide third party organisations a development interface for integrating information management into any enterprise or web application.