Software for searchng files

I am looking for a software that can search/index files for search purposes. we have clients that ask us for what data we hold for them and we have to provide a report of all data.

I have used a free tool likes of "agent ransack" but this takes too long as we have to search network drives as well.

Can anyone recommend a decent software ( happy to pay) that can build an index database for everything in our network, so that search is quicker the next time?

looking for a software that can be installed on server.

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Hello ThereSystem AdministratorCommented:
If you are looking for a free tool, you might find Everything useful.

But if you want to go for something that is dedicated for server I would probably go for Copernic.

Also Lookeen has a good references.

It depends on how much you are willing to pay.

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badabing1Author Commented:
Hi thanks for the reply, have you used any of these softwares yourself?

If you are running Windows Servers, then I believe SharePoint will do this - been a while since I used it so I might be out of date though.

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nociSoftware EngineerCommented:
Alfresco has the same capabilities as Sharepoint and si based on open Source. It uses SOLR for indexing documents.
Those scans are only within the realm of those servers though, not the kitchensink and everthing else in a network.
NVITEnd-user supportCommented:
I've used X1 Search. And also Lookeen. Both build a database. Both have similar interfaces. Both work well. Very reasonable price, around $50. But, X1 is per machine and Lookeen is per user. So, X1 is more flexible.
Joe Winograd, Fellow&MVEDeveloperCommented:
For indexing and searching, I strongly recommend dtSearch:

I have been using it for around 20 years — extraordinarily good piece of software! When it indexes documents that are mixed binary and text files (such as a PDF Searchable Image file that has been created by scanning and OCR), it has an option to filter out the binary. This makes the index much smaller than other products which also index the binary code (for no good reason). dtSearch has an interesting filtering algorithm that scans a binary file for anything that looks like text using multiple encoding detection methods. The algorithm detects sequences of text with different encodings or formats, and ignores the binary. This is perfect for PDF Searchable Image files created by OCR.

It has built-in viewers for most common file types (PDF, of course — see below), but can also launch an external program automatically when the hit is on a file type for which it doesn't have a viewer. You can control whether or not the external viewer is launched on a case-by-case basis, that is, you can have different actions for each and every file type.

It has special handling for PDF files, allowing you either to view the PDF file in place (in dtSearch) or in a separate instance of Adobe Reader (and in both cases, hits are highlighted). Also, to improve performance, there's an option that lets you tell dtSearch to automatically open Adobe Reader for PDF files (the point is that Adobe Reader runs embedded in dtSearch and it opens PDF files much more quickly if Adobe Reader is already running separately when a PDF is opened in dtSearch).

It has extensive search options, including stemming, phonic, fuzzy, wildcards (*, ?, and =), proximity (within 5 and within 25), synonym, any words, all words, Boolean, and exact/specific phrases. Here's the search request dialog:

dtSearch search request
It utilizes the Windows Task Scheduler to update indexes. I currently have more than 50 indexes set up and configured it to update (a subset of) them every day in the wee hours. Of course, you may set it up to update the indexes as frequently/infrequently as you want (and you may specify which ones get updated — if some data is static, there's no need to update its index). You may have any number of indexes, each of which may index any number of folders/files, and searches may take place on one or more of the indexes. I often build an index on the fly for a folder/subfolders that I want to search – indexing is very fast (as is searching).

The capabilities go on and on, but at $199 USD, it is not an inexpensive product. Depends on how important search is to you. In my opinion, it is worth every penny — you are getting what you pay for. Btw, I use dtSearch Desktop with Spider, but you'll likely need another edition called dtSearch Network with Spider, which will be even more expensive, depending on your number of users (less expensive per seat but more expensive in total).

If dtSearch is too much money, three good search tools for around $50 USD are Copernic, FileLocator Pro, and X1:

Btw, you mentioned not liking Agent Ransack, so you may not like FileLocator Pro, which is also from Mythicsoft (essentially, the non-free, higher-end version of Agent Ransack).

A final comment about the high initial cost of dtSearch. One positive point is their approach to technical support and product updates. Their store page says, "Technical support and product updates are free for a minimum of one year with all purchases." The "minimum of one year" statement is vague and there is no fee mentioned. Also, the dtSearch Desktop/Network Upgrades page says it is a "free upgrade", but it's not clear if these upgrades are forever free. So I wrote to dtSearch asking for a clarification of the policy and here's what they wrote back (with permission to share the answer publicly):

----- Begin dtSearch response -----

I appreciate your email, and sorry for the confusion!

Our setup licenses provide for a minimum of one year of support and upgrades on all licenses. That said, we have provided support and upgrades at no charge since Year 2000 for all end-user Desktop/Network licenses (!). Because of the higher average cost of developer support, we have been charging annually for developer (Web/Engine/Publish) upgrades and support, but again not Desktop/Network upgrades and support.

I can't always guarantee that this will be the case until the end of time, but that's why you don't find any "upgrade charge" indicators for Desktop/Network on our site currently.

----- End dtSearch response -----

Amortized over a large number of years for technical support and software upgrades/updates, the $199 USD license fee becomes much more reasonable. dtSearch was careful to say in the response that they "can't always guarantee" no upgrade charge, but during the 20 years that I've been using dtSearch, I've received technical support and product upgrades on a continuous basis (I'm currently running the latest release), and have never paid anything beyond the initial license fee. So it's a pretty good bet, if not a guarantee.

As a disclaimer, I want to emphasize that I have no affiliation with dtSearch and no financial interest in it whatsoever. I am simply a happy user/customer. Regards, Joe
Joe Winograd, Fellow&MVEDeveloperCommented:
This is one of those questions that asks for suggestions of a product to perform a specific function. As such, there are no right or wrong answers, as long as the recommended product performs the desired function. Thus, I selected the posts where appropriate products were recommended. There is no "Best" answer in this case, so I selected the first post with a recommended product as the Accepted Solution and all the others as Assisted Solutions, but I split the points evenly among the participating experts. Regards, Joe
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