Data locations overview
You can add and maintain data locations for different types of Digita FileCabinet data. For example, you could maintain separate data locations for personal, firm-specific, and client-specific information.
Data storage formats
You can store Digita FileCabinet data in the default Microsoft structured storage format or the Microsoft SQL database format. We recommend that you store documents in the SQL database format for more efficient and reliable filing and retrieval of documents. Before you determine which format to use, consider the following options.
Storage option | Details |
|---|---|
Microsoft structured storage format | If you have a small amount of data and few users, this option may be appropriate for your firm. This is the default format for data in Digita FileCabinet. |
Microsoft SQL Server Express (SSE) | SSE is a free database application; therefore, Microsoft places limits on its use by enforcing a maximum database size. We recommend this solution if your firm’s Digita FileCabinet data requires less than 100 GB of storage space per data location. |
Microsoft SQL Server Paid edition | We recommend this solution if your firm requires more than 100 GB of storage space and has 15 or more Digita FileCabinet users. You can purchase SQL Server from Microsoft or from a retailer who sells Microsoft applications. Consult with your systems administrator to determine which edition of SQL Server is suitable for your firm. To store Digita FileCabinet data in the database format, you must first install the FileCabinet CS database. |
Data location statistics
Use the following procedure to view data location statistics.
- Choose Setup > System Configuration and click the Data Locations tab.
- Select the Stats button.Statistics for all data locations appear at the top of the dialog. Statistics for individual data locations appear in the list in the lower half of the dialog.
- Select OK to close the Data Location Stats dialog.
Managing data locations
When a data location is added there are actions you can take to manage it such as, Deleting a data location or Renaming a data location.
Adding, deleting, renaming, and moving data locations does not remove any data from the specified location.
Adding data locations
You can create additional data locations to organize and split up your data to improve performance in Digita FileCabinet. You can choose to create these locations in either the default standard file format (flat files) or in a Microsoft SQL Server format. Consult with your systems administrator to determine which storage format is suitable for your firm.
Moving data locations
You can move data locations depending on which data storage format is selected—either a Standard file format or Microsoft SQL Server format—when the data location is added in Digita FileCabinet.
Backing up data locations
As a best practice, we recommend that you create and retain regular backups of your SQL Server database. If you create data locations with the SQL data format option, you can schedule recurring backups of the entire database, or you can manually perform individual backups of your Digita FileCabinet Drawers.
You can create backups of individual drawer data for data locations that are created in either the Standard format or SQL database format.
Restoring data locations
The type of backup created—either a Standard file format or Microsoft SQL Server format—determines the option that you choose in the Restore dialog.