FileSphere is an electronic mail, document and file management system providing a solution to assist organisations with information management and e-Discovery. By providing a centrally managed platform, information from various sources is easily captured, classified and stored. The system provides both enterprise search and enterprise navigation tools to ensure information is easily accessible with several levels of access control, auditing and access history logs.
Central Management
Administration, file management and storage is performed centrally to ensure the implementation of enterprise wide policy and security and to prevent unauthorised file access.
Metadata Based Classification
Provides a layer for classifying documents based on characteristics they have in common. Information can be classified according to industry specific, business specific or customisable metadata schema relevant to an organisation. This allows information to convey meaning that is not conveyed by its name and makes it easy to search and navigate to relevant and related information.
Enterprise Search
Provides comprehensive keyword search functionality allowing users to quickly search for all information related to a particular keyword or phrase.
Enterprise Navigation
Users can organise information into personalised views based on information content, metadata and metadata values, dynamically organising their own information hierarchy and quickly navigating to related information.
Automated Document Versioning
Document versions are controlled automatically, with versioning automatically performed when documents are opened for editing (checked out) and returned (checked in).
Document Level Access Control
Similar to Windows, users and group access can be granted/denied to individual documents or groups of documents.
User and Group Access Control
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.
History and Audit Trail
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.
Comprehensive Administration
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.
Enterprise Desktop Integration
FileSphere is embedded in the Microsoft Windows Explorer providing a familiar application interface for users. It is also integrated with Microsoft Office, Microsoft Outlook and OpenOffice applications and supports Adobe Acrobat Professional and Lotus Notes for a seamless user experience.
Document Retention
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.