FileHold Systems

What FileHold Systems does

FileHold Systems ULC is a Canadian developer of enterprise-grade electronic document and records management (EDRM) software, founded in 2005 and headquartered in Vancouver/Burnaby, British Columbia. The platform is built entirely on Microsoft .NET Service Oriented Architecture using Visual Studio, with subsystems (Library Manager, Document Repository, User & Role Manager, ASP Layer) communicating via secure authenticated web service calls. The architecture is tested for millions of documents and thousands of users, deployable on a single server, multiple servers, or server farms, and is offered as on-premises software or cloud-hosted on Microsoft Azure and AWS. FileHold is a Microsoft Gold level partner and integrates natively with Microsoft Office, Teams, SharePoint, and Active Directory/Entra ID.

The product portfolio includes the core FileHold Document Management Software, FileHold Cloud, and FileHold InForm Portal (electronic forms), plus modular add-ons covering workflow/approval, FastFind, Print-to-FileHold, Courier secure document sharing, three-tier DocuVieware viewers, SmartSoft and SmartSoft Capture Plus OCR, Adobe Acrobat Sign and DocuSign e-signature, WebCap web-based scanning, multi-factor authentication (Duo), and a documented Web Services API. The company holds FIPS-140 compliance, ISO 27001-aligned cloud security, and supports FDA 21 CFR Part 11 for regulated industries. With over 40,000 seats in production worldwide, customers span healthcare, government, finance, manufacturing, education, legal, real estate, and non-profits.

FileHold operates a hybrid revenue model: one-time perpetual license fees priced per concurrent user seat, mandatory annual FileCare support subscription covering upgrades and support, cloud subscription via FileHold Cloud, optional modules charged separately, and billable professional services (training, migration, custom development). Distribution is split between direct enterprise sales (US-based account manager, North American toll-free lines) and a global partner network of implementation partners and authorized resellers (Image Advantage, WebFocus Inc., Telecom Fiji). In January 2025, FileHold was acquired by KeyMark Inc., a U.S.-based intelligent automation provider headquartered in South Carolina, and the company is operating under KeyMark ownership while maintaining its Vancouver, BC operations.

Name

FileHold Systems

Legal name

FileHold Systems ULC

Website

https://filehold.com

Company type

Private

Founded year

2005

Operating status

Operating

Headcount range

11–50 employees

Short description

FileHold Systems is a Canadian developer of enterprise-grade electronic document and records management software built on Microsoft .NET, serving mid-market and enterprise customers across healthcare, government, finance, and manufacturing with over 40,000 seats deployed globally.

Ownership category

akta.pro rank

Product category

Document Management Software

NAICS

Software Publishers (513210), Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services (5182)

SIC

Services-Prepackaged Software (7372)

akta.pro primary industry

Digital Asset Management (DAM) (HDAEAGAE)

Keywords

• Document management software
• Electronic records management
• Workflow automation software
• Content services platform
• Enterprise document control

Headquarters

HQ city

Burnaby

HQ country

Canada

HQ region

North America

Offices2 records

Markets served

GTM type

B2B

Offering type

Software

Cost components

Personnel, Technology or R&D, Infrastructure, Marketing or Sales, Operations

Revenue model

1. Software Licenses (On-Premise): One-time perpetual license fee for on-premise installation of FileHold Document Management Software. Pricing is based on the number of concurrent users (seats) accessing the system simultaneously. The cost per seat reduces as users are added. The software can be deployed on customer servers with no ongoing license fee beyond the FileCare support subscription.
2. FileCare Support Subscription: Annual technical support and product upgrade subscription (FileCare) providing hot-fixes, service packs, major software releases, remote tech support during upgrades, unlimited technical support via email/phone/web meetings, access to the health checker diagnostic tool, 24/7 online training, and the ability to add users or optional features. Contract runs for 12 months from installation date.
3. FileHold Cloud (Hosted): Cloud-hosted deployment where FileHold maintains all IT infrastructure, system backup, and future upgrades, ensuring customers are always on the most current release. Includes 99%+ monthly availability SLA. FileHold Cloud is fully supported by FileHold.
4. Optional Modules and Add-Ons: Modular pricing for optional features including Workflow, FastFind, Print-to-FileHold, Document Viewers (Level 2/3), Multiple Document Repositories, OCR, Limited User Accounts, Anonymous Portal, SharePoint integration, Active Directory synchronization, Semantic versioning, Document sequencing, and more. Customers pay only for features they need.
5. Professional Services: Additional billable professional services including end-user training (custom or train-the-trainer), onsite installation, migrations and data import, server health checks, general server administration, backup and disaster recovery planning/testing, custom reporting, and assistance with third-party software compatibility. Also includes custom solutions for advanced scanning and imaging.
6. Unlimited Training Package: Training packages for larger organizations with more complex deployments. Available as Fundamentals Training for essentials and Unlimited Training for long-term ongoing training needs. Training curriculum covers standard and optional features.

Pricing tiers

Go-to-market motion2 records

Distribution channels4 records

Marketing channels9 records

Core offering

FileHold develops and sells enterprise-grade electronic document and records management (EDRM) software for mid-market and enterprise organizations. The platform provides a central repository with version control, audit logging, workflow automation, full-text search, and OCR/scanning capabilities, available as on-premise software or as FileHold Cloud hosted on Microsoft Azure. The system is built on Microsoft .NET Service Oriented Architecture and integrates natively with Microsoft Office, Teams, SharePoint, and Active Directory.

Product overview

FileHold Systems offers a modular document management platform with a core DMS product available as on-premises software or cloud-hosted service, supplemented by optional add-on modules and professional services. The core FileHold Document Management Software provides enterprise-grade content services supporting thousands of users and millions of documents with features including central repository, version control, audit logging, and workflow automation. FileHold Cloud delivers the same capabilities as a managed cloud service on Microsoft Azure. The FileHold InForm Portal extends forms processing with a customizable web portal for electronic forms. Optional modules include workflow automation, electronic signatures (Adobe Acrobat Sign, DocuSign), Microsoft integrations (Teams, Office, SharePoint, Active Directory), scanning solutions (SmartSoft, WebCap), secure document sharing (Courier), and advanced viewers. Professional services cover implementation, training, migration, and custom development. The entire platform is built on Microsoft .NET technologies with a documented Web Services API for third-party integration.

Differentiator

Problem solved

Functional benefit

Brands

• FileHold Document Management Software: Core document management software product for storing, managing, and organizing documents with workflow automation capabilities.
• FileHold Cloud
• FileHold InForm Portal

Products and services

• FileHold Document Management Software Enterprise-grade electronic document and records management (EDRM) software supporting thousands of users and millions of documents with central repository, version control, audit logging, workflow automation, and full-text search built on Microsoft .NET SOA. Available as on-premises software for medium-sized and large organizations across healthcare, government, manufacturing, finance, and legal verticals.
• FileHold Cloud Cloud-hosted document management service delivering the FileHold platform with all infrastructure, backup, and upgrades managed by FileHold on Microsoft Azure and AWS. Includes 99%+ monthly availability SLA, automatic OS/service patching, seamless upgrades, encryption in transit and at rest, and ISO 27001-aligned security controls.
• FileHold InForm Portal (Customer Forms Portal) Customizable web portal for distributing and processing electronic forms, with drag-and-drop form builder, PDF form integration, custom HTML forms, metadata extraction, auto-filing, subscriptions, notifications, and workflow integration. Supports named and anonymous users for processing and approval workflows.
• FileHold DataRoom for M&A Easy-to-use document management solution designed for Merger and Acquisition transactions, providing a secure content repository for due diligence and deal documentation.
• FileCare Support Subscription Annual recurring technical support and product upgrade subscription providing hot-fixes, service packs, major software releases, remote tech support during upgrades, unlimited technical support via email/phone/web meetings, access to the health checker diagnostic tool, 24/7 online training, and the ability to add users or optional features.

Quantifiable outcome

• Reduced document search time to seconds
• +5 more outcomes

Named customers13 records

Segments10 records

Ideal customer profiles4 records

Technology focussed Yes

API detail

Has API

Yes

API docs

API detail

Core technology

AI maturity

App detail

Integration31 records

AI capability8 records

Feature11 records

Partnerships

Ten partnerships are on record, tiered core, minor and flagship.

• WebFocus Inc.coreChannel Partner/ Reseller/ Distributor · 14 February 2020WebFocus Inc., established in 2001, was recognized as the 2019 FileHold re-seller Partner of the Year. Located in the Philippines. WebFocus provides FileHold sales, implementation, and support services in the region.
• Image AdvantagecoreChannel Partner/ Reseller/ Distributor · 3 February 2020Image Advantage, headed by President Chad Haffie, was named FileHold Partner of the Year for the third time in 2020. Located in Ontario, Canada. Image Advantage provides FileHold sales, implementation, and support services.
• Telecom FijiminorChannel Partner/ Reseller/ Distributor · 28 January 2020Telecom Fiji partnered with FileHold as an authorised reseller of their product in the Fiji region. Telecom Fiji extends FileHold's distribution reach in the Pacific.
• MicrosoftflagshipTechnology or IntegrationFileHold is a Microsoft Gold level partner, the highest level of partnership Microsoft provides. FileHold is 100% based on Microsoft platform, developed using Visual Studio and .NET technologies. The product roadmap is fully aligned with Microsoft plans including Microsoft Mobile, SharePoint, Office, and Azure platforms. FileHold participated in Microsoft's Touchdown and Ascend programs for ISVs.
• dtSearchcoreTechnology or IntegrationdtSearch text retrieval software has been embedded in FileHold as the core of the document search capability. dtSearch products have received multiple awards and hundreds of press reviews. Fortune 500 companies rely on dtSearch. dtSearch supports hundreds of international languages through Unicode and has distributors worldwide on six continents.
• DocuVieware (Orpalis)coreTechnology or IntegrationDocuVieware has been tightly integrated into FileHold software to provide customers with web and desktop document viewing, markup, and annotations. Additionally DocuVieware provides a mechanism to scan documents from anywhere with internet access (WebCap feature).
• Adobe Acrobat SigncoreTechnology or IntegrationAdobe Acrobat Sign has been certified by Adobe to connect to the FileHold workflow module. FileHold customers can initiate the signing of legal documents directly from FileHold and store the returned signed document as a new version in the FileHold repository. E-signatures are legally binding in nearly every industrialized nation.
• Microsoft AzurecoreTechnology or IntegrationFileHold Cloud is hosted on Microsoft Azure, providing enterprise-grade cloud infrastructure with automatic OS/service patching, seamless upgrades, built-in resiliency, on-demand scalability, and encryption in transit and at rest. FileHold is a Microsoft Azure Partner.
• Amazon Web Services (AWS)coreTechnology or IntegrationFileHold Cloud is also hosted on Amazon Web Services (AWS), providing additional cloud infrastructure options for enterprise-grade hosting, resiliency, and scalability alongside Microsoft Azure.
• SmartSoftcoreTechnology or IntegrationSmartSoft Capture document scanning and data capture software is included with every FileHold purchase. SmartSoft automates text capture and data extraction directly into FileHold metadata. Available in standard, Plus, and Pro versions. SmartSoft is the bundled scanning solution for moderate and high-volume document processing.

Scale indicators9 records

Recent moves6 records

Expansion highlights5 records

Direct peers

• M-Files: M-Files is a direct competitor offering metadata-driven document and information management for mid-market and enterprise customers. Like FileHold, it emphasizes integration with Microsoft 365 and targets regulated industries with compliance and workflow features.
• Laserfiche: Laserfiche offers enterprise content management and document workflow software with both cloud and on-premises deployment. It targets the same mid-market and enterprise segments as FileHold with a similar focus on workflow automation, electronic forms, and records management.
• DocuWare: DocuWare is a direct competitor providing cloud and on-premises document management and workflow automation for mid-market and enterprise. Both vendors compete in similar verticals (healthcare, government, manufacturing) with comparable modular pricing and cloud deployment models.
• Square 9: Square 9 (now part of Square 9 Softworks/GlobalSearch) provides document management and workflow automation for SMB and mid-market. It overlaps with FileHold's offering in workflow, OCR, and Microsoft 365-integrated document management.
• eFileCabinet: eFileCabinet is a direct competitor offering cloud and on-premises document management with workflow, e-forms, and OCR. It targets similar mid-market verticals including accounting, healthcare, and legal with comparable concurrent-user licensing and modular feature sets.

Broad incumbents

• Box: Box is a broad cloud content management and collaboration incumbent. While FileHold targets more workflow-heavy, on-prem-capable deployments, Box overlaps with FileHold Cloud in cloud-native document storage, secure sharing, and integration with Microsoft/Google ecosystems.
• Microsoft SharePoint: SharePoint is Microsoft's broad document management and collaboration platform included in Microsoft 365. It is a broad incumbent that overlaps with FileHold's core offering, often serving as the default DMS inside Microsoft-centric enterprises where FileHold positions as an enhanced layer or alternative.
• Hyland (Alfresco): Hyland acquired Alfresco to bolster its content services platform serving enterprise and regulated customers. It competes with FileHold in ECM/RM and intelligent document processing, with a broader portfolio including OnBase and Brainware.
• OpenText (Documentum): OpenText (which acquired Documentum) provides enterprise content management at scale, particularly for large regulated and government customers. It competes with FileHold in regulated verticals and ECM/RM deals where compliance and records management are key.

Emerging players

• DocuPhase: DocuPhase is an emerging player in intelligent document management and workflow automation focused on accounts payable and back-office automation. It competes with FileHold Workflow and InForm Portal in electronic forms and approval-driven document processes.

Market position

Strengths4 records

Weaknesses4 records

Competitive moat5 records

Key risks5 records

Key highlights6 records

Customer concentration

• Xx.com/FileHoldSystems
• YouTubeyoutube.com/user/fileholdsystems
• Facebookfacebook.com/FileHold
• LinkedInlinkedin.com/company/135681

Compliance3 records

Revenue estimate

Valuation estimate

Number of profiles

Profiles3 records

Funding overview

Funding rounds1 record

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about FileHold Systems