Monday, 17 October 2011

Multiple Document Repositories

Limitless Document Storage Capacity is Possible in Document Management Software

As the volume of electronic information grows and as organizations strive to become paperless, storage capacities of standard technology is being strained.  The typical maximum storage capability of today’s technology is 2 - 4 Terabytes.  Global organizations need much more storage capacity then that so modern document management software companies like FileHold systems have designed a way for organizations to use multiple repositories.   This scalability improves the document management software to accommodate an even greater number of documents being stored.

Limitless (Multiple Repository) Document Storage for Enterprise Installations

Document management software that limits documents to be only stored in a single location limits the size of the repository. An optional feature in FileHold document management software allows the splitting of the document repository into multiple physical locations. There is now no theoretical limitation to the number of documents that can be stored in the repository.

When the multiple document repository option is enabled, additional document repositories can be added to the Repository Locations list. There are no limits to the number of repositories that can be made available.  The screen shot below shows how an administrator can assign multiple repositories for the storage of documents.



Unlimited Document Storage - a simple feature configuration
When adding multiple repositories to the document management system, there are a few simple configuration changes that tell the software where and how the user wishes to have documents stored 

  • Give the software a  path to the repository location
  • Tell the software the storage disk size
  • Tell the software the amount of free space that is available and this will be automatically calculated by the system.
  • Set a threshold for the software. This is the amount of free space on the disk before it is considered "full". The default value is 15% of the disk capacity and cannot be set to less than 10% of the remaining free space on the disk.
  •  If the disk is not set to read-only then documents can be added to this physical location.  If the document storage location is set to read-only, then documents cannot be added to the physical location. This option can be enabled once a disk has reached its threshold.
This screen shots shows how multiple document storage locations can be configured.


Once a new document repository has been added, new documents will be added to the location immediately. Once a repository contains documents, it cannot be deleted.

The document management software will balance the load of adding and downloading documents between multiple locations and ensure that documents are distributed in a sensible way between the locations with a different level of free space.  A semi-random algorithm is used to select the location to store a new document. Repositories that have been marked as read only will not allow documents to be added to them but documents can be checked out.

For system security and safety, when all locations reach the threshold, it is not possible to add any new documents and users are given an error message. The System Administrator can immediately add a new location to the system or provide more free space on one of the storage disks.

The Multiple storage locations option is only needed by organizations that are committed to eliminating paper and improving worker productivity so it is offered as an optional feature in the document management software. To learn more about multiple storage repositories contact .

Related Article: http://quizilla.teennick.com/stories/22466831/sharepoint-and-document-management-software

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