Secure File Sharing Software

Protect your business and clients while staying in compliance by using an online, secure document sharing platform to request, receive, and store your sensitive and critical files.
Promote Secure File Sharing through an Online Client Portal

Promote Secure File Sharing through an Online Client Portal

When your documents and media files are stored in our cloud-based document portal, you can easily share files with others online by sending them a secure link directly from the portal. No more sending and receiving sensitive documents through emails. Protect your business and clients’ information with a secure file sharing software and exchange platform.

Choose a system built with best-in-class security features

With SmartVault, your documents are encrypted in transit and at rest with the highest level of protection available. You can share files online with complete confidence that your data is secured every step of the way. Advanced user permissions give you control over who has access to files, and who can create, edit, or delete them.
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Access files and collaborate anytime, anywhere

Enjoy the convenience of working in the cloud, without compromising on the security, compliance, and productivity features you need to run your business. Wherever you are and whenever you need to, you can collaborate with employees and clients from any web browser or mobile device by simply logging into your SmartVault portal.
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Implement all-in-one secure file sharing, cloud storage, and client portals

SmartVault’s all-in-one solution for online file storage and secure file exchange gives you the power to securely route, backup, and share files with only a few clicks.
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Stay in compliance with industry regulations

Let SmartVault be part of your compliance strategy for HIPAA, FINRA, GLBA, and more, by giving you the power to run complete, timestamped activity reports to see who accessed files, and when.
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Frequently Asked Questions About Secure File Sharing

How can I create a secure way for my clients to share files with me online?
A client portal is a secure, private, and authenticated online platform that empowers businesses to better collaborate with clients online.

A client portal will typically sit on the company website, with a link for clients to log in with a username and password. To create a client portal for your business, consider partnering with a trusted vendor who can provide a client portal and an integrated document management system (DMS). A document management system — also known as document management software — allows businesses to quickly and securely store, organize, access, and share documents. It’s a core part of having a beneficial client portal experience.

What are the benefits of sharing files online and going paperless?
A document management system and secure client portal have many benefits for business owners, their staff, and their clients.

A DMS can simplify your everyday workflow, giving you more time to focus on truly value-adding activities. One way it does this is by automating routine tasks. Just this alone can save your business hundreds of hours of work. For example, instead of using emails to exchange documents, your DMS should offer secure file sharing capabilities through a private client portal. This removes the manual steps of including attachments, writing an email, and sending it. Plus, the client portal is much more secure than emails.

Many cloud platforms offer added features such as customizable folder templates, eSignature integration, and core workflow software integrations that connect your essential business tech stack with each other.

Reduce manual tasks with powerful integrations with the leading accounting and tax applications you already use and trust like Lacerte, ProSeries, QuickBooks, and more. SmartVault has a desktop app too, so you can access everything through your browser or Windows File Viewer.

Your DMS should let you configure automatic notifications, create templates, and establish a centralized location for your information and important documents to live. Imagine sending a form for signature with one click, receiving a notification once it’s been signed, and having the executed document automatically saved in the correct folder in your DMS. It would save you and your business a lot of time. It also reduces manual, error-prone processes, like when someone accidentally saves a document in the wrong client folder.

A client portal is a secure, private, and authenticated online platform that empowers businesses to better collaborate with clients. Using a secure client portal allows your customers to access their documents whenever they need to and from wherever they are. This frees up time for you that might have otherwise been spent sending (or resending) documents to customers.

Why do businesses use client portals?
With a password-protected client portal, you can add your clients as guest users and give them access to a shared folder that has all the documents they need. Instead of attaching critical information in emails, you can simply invite authorized recipients directly to access documents from a secure portal, eliminating risks of hacking in the process.

It should empower you to request specific documents and/or a standard group of documents from multiple clients at once. Built-in templates can ensure you don’t spend time manually asking for documents again. The most powerful solutions can also send notifications to clients, gently reminding them to complete the action item. The system should also automatically notify you when documents are received and downloaded.

What do secure document management systems and client portals provide?

Unlimited Cloud Storage
Standardize and centralize documents with unlimited online document storage.

Unlimited Number of Users
A client portal should scale with you as your business and clients grow.

Secure File Sharing
Share files in the cloud without compromising on security.

Custom Branding
Give your clients a secure, easy, and professional way to collaborate with you in the cloud.

Customizable Folder Templates
Streamline your client onboarding process with templates that auto-create folders based on client type.

Mail Merge and Email Templates
Distribute documents in bulk to one or all of your clients.

Document Request Lists
Simplify how you request, collect, and manage client-prepared documents.

Automatically route files to the right folder for the right clients.

eSignature Integration
Send documents for signatures, approvals, and payment, and route them back to SmartVault automatically.

Activity Alerts
Get notified via email when documents are uploaded or downloaded.

Full Text Search
Find the file you need, when you need it. Search on file names, tags, and even text within the file.

Mobile Apps
Access your files anytime, anywhere from a mobile device.

Bank-level Security
Files are automatically backed up and encrypted using bank-level AES-256 bit encryption.

Activity Reports
Automatically generate a timestamped audit trail of all activity.

Microsoft Outlook integration
Automatically file email conversations with clients into their SmartVault folder.

How can I securely share files online for my business and clients?
An integrated document management system and client portal that’s built with security and compliance in mind will help you safeguard your data. Your solution should provide:

Encryption of data during transit and while at rest.
When sensitive data is at rest or being exchanged over the internet, it’s crucial that your data is encrypted every step of the way so no one can hijack your information and use it for malicious purposes. By using advanced encryption methods such as SSL and AES-256, a cloud DMS could provide stronger protection for your data.

Controlled access to information.
How your information is stored and who has access to your information are critical to your overall security and compliance framework. With a security and compliance-first cloud-based DMS, you can easily set granular access permissions to folders and documents, then allow access to files through authenticated logins only. These added security and compliance steps help enhance your data and document security measures, which could help you stay more compliant with various regulations.

Secure data backup.
Your documents and metadata are always stored using highly redundant replicated storage. Multiple copies of metadata and documents are stored in multiple geographical locations and backed up regularly to ensure data availability.

An activity log.
An activity log is an automatically generated, time-stamped trail of all activities that happened in your document management system. It tracks all events from all users — including document creation, download, and deletion — and generates an audit trail of what’s happening in your account. No person, including the engineers of the platform can make any changes to this trail, making it the authoritative record for auditing purposes. This feature is a requirement from several industry-specific compliance regulations. Depending on your industry, it could very well be the single most important determining factor during your cloud DMS vendor selection process.

Maximize Secure File Sharing Features for Your Business

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Two-factor User Authentication

Recipients log in with their own authenticated username and password, ensuring your files are always in the right hands.

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Bank-level File Encryption

Files stored or shared in SmartVault are automatically encrypted using bank-standard AES-256 bit encryption.

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Advanced User Permissions

Control who has access to what file, and what permissions they have. Choose from Read, Write, Create, and Delete access.

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Activity Reports

Generate time stamped reports that tell you who accessed, uploaded or modified files.

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Email Notifications

Set upload and download alerts to be notified about file activity.

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Mobile Apps

Access your files anytime, anywhere from a mobile device.

Implement Secure File Sharing that Integrates with Your Apps

SmartVault integrates seamlessly with the leading accounting, business, and other document-related applications. That means you can leverage all the advantages of a customizable client portal along with capabilities you count on from specialized apps.

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