FileHold
by FileHold Systems · Document Management
Document and records management with workflow, available on-premise or in the cloud.
- Works with
- SAP, JD Edwards, Microsoft Dynamics GP, Sage 300, QuickBooks, Salesforce
- Deployment
- Cloud, On-premise, Hybrid
- Company size
- SMB, Mid-market, Enterprise
- Pricing
- Pay-per-user subscription, with optional/custom add-on features priced separately
- Founded
- 2005
- Headquarters
- Burnaby, British Columbia, Canada
Overview
FileHold is a document and records management system (DMS) that lets organizations capture, store, organize, secure, retrieve, and control electronic documents. It is built around a structured library (cabinets, drawers, folders, and metadata-driven schemas) rather than a flat file share, and adds version control, check-in/check-out, full-text and metadata search, audit trails, and role-based permissions on top. The product is positioned as a simpler, lower-cost alternative to large enterprise content platforms while still supporting regulated environments, including features intended to help organizations meet FDA 21 CFR Part 11 requirements for electronic records and signatures.
FileHold is offered in two deployment models that share the same feature set: FileHold Cloud, a hosted SaaS edition that the vendor runs on Microsoft Azure, and an on-premise (self-hosted) edition installed on the customer's own Windows Server infrastructure. Licensing is pay-per-user via subscription, with optional and custom add-on features (such as advanced workflow, capture/scanning connectors, and the Web Services API) priced separately. Users interact with FileHold through a Windows desktop client, a browser-based web client, a mobile app, and direct integrations into Microsoft Office, Outlook, and Teams.
The platform targets document-heavy and compliance-driven teams across industries such as manufacturing, logistics, government, healthcare/life sciences, and professional services. Common deployments cover contracts, HR records, quality and SOP documentation, accounts payable, and policy management. FileHold Courier extends document review and approval to external parties through audited secure email links without requiring those recipients to have a FileHold account, and a Web Services API plus standard connectors (Watched Folders, Print-to-FileHold, FastFind) support integration with line-of-business and ERP systems.
Screenshots & demo
Demo video from the vendor's YouTube channel. Screenshots sourced from FileHold Systems.
Features & capabilities
Document library and organization
Structured repository with metadata-driven filing.
- Hierarchical library (cabinets, drawers, folders) instead of a flat file share
- Metadata schemas and document tagging for classification
- Virtual folders and saved searches for matter-centric or cross-cutting views
- Document linking between related records
- Centralized repository maintaining current and effective versions
- Document numbering and naming standards
Version control and document control
- Check-in / check-out to prevent concurrent edit conflicts
- Automatic version and revision history
- Full audit trail of every user activity on a document
- Document control numbers for revision tracking
- Document subscription / change notifications
- Effective and superseded version handling
Search and retrieval
- Full-text and metadata search
- Server-side OCR indexing of scanned documents
- FastFind for retrieving documents from inside other applications
- Advanced and saved searches
- Filtering by metadata fields and document schema
Workflow and approvals
Review and approval routing, with optional advanced workflow.
- Review and approval workflow templates
- Manual or automatic workflow initiation on document upload
- Parallel and sequential approval routing
- Workflow status reporting and visibility
- FileHold Courier for audited external review/approval via secure email links (no account required)
- Electronic signatures via Adobe Acrobat Sign and DocuSign integration
Security, compliance and records management
- Role-based access control and user roles/permissions
- Detailed usage logging and audit trails
- Records lifecycle and retention management
- Features supporting FDA 21 CFR Part 11 electronic records compliance
- Active Directory integration for authentication (optional)
- Guest / limited and portal alias accounts for controlled external access
Capture, integration and access
- Desktop and web-based (WebCap) scanning into the DMS
- Capture connectors: ABBYY FlexiCapture, Kofax Capture, Kodak Alaris, SmartSoft
- Microsoft Office, Outlook, and Teams integration
- SharePoint web part integration
- Web Services API for custom and third-party integration
- Mobile app, web client, and Windows desktop client
Common use cases
- Contract storage, tracking, and approval routing
- HR document and employee record management
- Quality, SOP, and policy documentation in regulated environments
- Accounts payable / invoice and purchase order document management
- Records retention and lifecycle management for compliance
- Digitizing and indexing paper archives via scanning and OCR
- Secure external document review and sign-off via Courier
Strengths & considerations
Strengths
- Same feature set available either fully on-premise (self-hosted) or as Azure-hosted cloud, letting buyers avoid SaaS-only lock-in
- Structured library and metadata model aimed at controlled documents rather than ad-hoc file storage
- Built-in support for FDA 21 CFR Part 11 electronic records, used in life-sciences/regulated deployments
- Courier enables fully audited external review/approval without giving outsiders a paid account
- Positioned as a lower-cost, simpler alternative to large enterprise content management suites
Considerations
- On-premise edition runs on Windows Server, so it is tied to a Microsoft infrastructure stack
- Public pricing is not published on the vendor site; quotes require contacting sales, and many capabilities (advanced workflow, API, capture) are priced as optional add-ons
- FileHold Systems is a small company (roughly a dozen employees), which buyers may weigh against larger DMS vendors
- Interface and desktop-client model are more traditional than newer cloud-native, fully browser-based DMS products
- No vendor-published SOC 2 or ISO 27001 certification was found at time of research
ERP integrations
Listed by FileHold as a supported accounting integration.
CRM integration listed by FileHold.
Pricing
FileHold does not publish list pricing on its site; quotes are provided on request and vary by deployment (cloud vs on-premise), user count, and selected optional features. GSA and partner/reseller pricing is available. Get an independent shortlist with pricing guidance below.
Technical & security
- Hosting
- FileHold Cloud is hosted on Microsoft Azure; on-premise edition is self-hosted on Windows Server.
- Compliance
- FDA 21 CFR Part 11 (electronic records support)
- Mobile app
- Yes
About the vendor
- Founded
- 2005
- Headquarters
- Burnaby, British Columbia, Canada
- Notable customers
- Oregon Transfer Co., Premium Uniforms
Alternatives to FileHold in Document Management
FileHold — frequently asked questions
Can FileHold be deployed on-premise instead of in the cloud?
Yes. FileHold offers both an on-premise (self-hosted) edition installed on the customer's own Windows Server, and FileHold Cloud, a hosted SaaS edition the vendor runs on Microsoft Azure. Both share the same feature set.
Does FileHold support regulated electronic records?
FileHold provides audit trails, version control, electronic signatures, and access controls that the vendor positions to help organizations meet FDA 21 CFR Part 11 requirements for electronic records and signatures.
Which ERP and accounting systems does FileHold integrate with?
FileHold lists integrations with SAP, JD Edwards, Microsoft Dynamics GP, Sage 300, QuickBooks, and Salesforce, plus a Web Services API for custom integration with other line-of-business systems.
How is FileHold priced?
FileHold uses a pay-per-user subscription model with optional and custom features priced separately. List pricing is not published; quotes are provided on request based on deployment model, user count, and selected features. A free trial is available.
How do external parties review documents without a FileHold account?
FileHold Courier sends documents for viewing or approval to people inside or outside the system via secure, fully audited email links, without requiring the recipient to have a FileHold account.
Evaluating Document Management?
Tell us your ERP and requirements and we'll send an independent shortlist — including FileHold and the best-fit alternatives — with honest pros and cons.