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Request document backups for GoFileRoom from Technical Services

Technical Services can provide an on-demand backup of documents within your GoFileRoom database for use outside the program.
This service can save your firm from having to manually backup documents using the program interface.
You may need to store documents offline or possibly share copies of documents outside of GoFileRoom.
Before requesting your document backup, your firm will need to consider:
  • Do you want data from all drawers or a specific drawer?
  • Should the data include all clients or a specific set of clients?
  • Should the documents be for all time or only a specific timeframe? For example, if you have prior backups, you may only need to request data that has been added or changed since the last backup.
  • Should the documents be specific to a set of indexes such as a File Section or Document Type?
Document backups are normally delivered on an external hard drive due to the size of the document data extracted. Smaller data backups can be sent electronically. Be sure to speak with your Account Representative to determine if electronic delivery is possible for your project.
GoFileRoom also has options for retaining ongoing backups for your document on a semi-annual basis. This link includes a form that will let you subscribe for this backup service.
  1. Submit backup information. Based on your firm’s answers to the questions, identify for Technical Services the set of documents to be backed up. Your Account Representative will assist in creating a contract based on that information and you'll be provided for your sign-off on the project.
  2. Schedule your backup date. With the signed contract, the backup date can be scheduled. The turnaround time to make a backup can take up to four weeks to receive depending on the size of your database and the number of drawers being backed up. To ensure timely delivery, be sure to consider this time frame if needing the documents by a specific date.
  3. Determining the format in which you would like your documents. Technical Services can extract the data in three ways.
    • The default GUID format which requires use of the program’s offline search tool. Note that this option won’t work for Windows 10.
    • Your documents can be renamed using the indexes that were assigned within the GoFileRoom database. This will let you organize them without the offline search tool. You'll also receive a spreadsheet of the documents provided. This option has an additional fee.
    • Your documents can be renamed using the indexes that were assigned within the GoFileRoom database and can be put into subfolders based on the Client Name, Client Number. This option requires an additional fee.
  4. Unzipping and reviewing your data. Once Technical Services delivers your data, your firm will have 14 days to review it for any inaccuracies. You'll receive an encrypted and zipped backup and after unzipping the data file, will review the documents using the method appropriate to the format selected in the prior step.

This article applies to:

  • Product: GoFileRoom

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