Document Security Software

Protect Client and Business Information with Bank-level Security

Business leaders must make sure that both their clients’ and their own digital assets are protected. SmartVault has been engineered from the ground up to deliver maximum security for all files you collaborate on.

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Allow SmartVault to Manage Document Security for You

A cyberattack can strike when you least suspect it, and data breaches can cost a business lots of time, money, and embarrassment. We take the responsibility of protecting your business’s sensitive documents seriously. SmartVault is built with bank-level security and compliance in mind.

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Protect all documents and data

SmartVault employs encryption and SSL technology to protect your documents, passwords, and interactions – whether in transit or at rest.

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Control who has access to what

Manage specific levels of user permissions and access rights so your staff can move forward on their work while client files are protected.

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Satisfy compliance requirements

SmartVault’s security practices support document workflows that comply with regulations like HIPAA, FINRA, SEC, GDPR, and more.

Keep Your Clients’ Files Safe

From my experience, (SmartVault is) the best option out there. It's easy to use, a great storage platform, and it’s a solution that satisfies our clients’ need for security.``
Remzy Sabbara Mortgage Broker Mortgage Options Funding
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Over 30,000 Companies Trust SmartVault with Their Most Sensitive Documents

The all-in-one solution for online document storage, secure file sharing, and client portals was built with a security- and compliance-first mindset.

See SmartVault in Action

Want to save countless hours while making it easier for clients to do business with you? Book a 15-minute demo to see exactly how SmartVault can work for your business.

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Empower Your Staff and Clients to Collaborate Securely

Control access and track every activity

You maintain control over which users have access to your data. Approved users must verify their identity via two-factor authentication (2FA) to access it. SmartVault users can also see exactly what’s happening, like who created, accessed, downloaded, and deleted documents. This audit history is required to prove compliance for some industries and businesses.
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Back up data securely

Automatic data backup means you won’t lose anything to natural disasters, power failures, or human errors. 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.
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Have confidence that your data is protected

Your data is encrypted – which means it’s scrambled and unreadable – during transit and while at rest using AES-256. We employ Secure Socket Layer (SSL) to protect your documents, passwords, and interactions with SmartVault from eavesdropping.
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Protect documents and workflows with best-in-class security features

With SmartVault, 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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Move business forward in a secure manner

With robust SmartVault security, you can onboard clients quickly and have confidence that your business can move forward without disruption. You can also get documents signed very quickly with built-in eSignature integration.
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Remain in compliance with worldwide regulations

SmartVault enables your business to easily stay compliant with major consumer and data privacy regulations such as HIPAA, FINRA, SEC, CCPA, and GDPR. You’ll maintain a clean audit trail with time stamped activity reports that track exactly who did what, when.
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Frequently Asked Questions About Protecting Client and Business Information

How do you secure client data?
As we continue moving forward through an era of great digital transformation, making sure your company’s data and the data clients entrust your business with is paramount. A great first step is to research and carefully implement a data security plan that helps you keep all that data safe while satisfying compliance requirements. Another great first step toward securing client data is to move your document storage to a highly secure, cloud-based document management system.
What is the benefit of two-factor authentication (2FA)?
Two-Factor authentication (2FA) typically involves sending a code to your registered mobile device after you’ve entered your username and password into a website that has enabled Two-Factor authentication. After a successful username/password entry, the website will text you a code which you will input into the website to gain full access. More and more sites continue are moving towards this sign-in model.
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 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 do secure client portals benefit customers?
Your customers want to access the information they need at a time that suits them. You will find you have happier customers when they are able to find and share information outside of normal working hours. Also, if your client portal integrates with eSign technology like DocuSign, it means they can sign important documents directly within the portal. This eliminates the need to print, sign, copy, and send (or post!) a signed document. The time and hassle your clients save by not having to go through those steps should be greatly appreciated by all.
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.

Integrate Key Apps that Help Boost Efficiency

Work With a Partner that Puts Security First

SmartVault is a very robust system, but it’s also user-friendly. I feel confident that SmartVault will continue to be an ideal partner, keeping us in compliance with SEC/FINRA document storage and security regulations while also helping us build a more collaborative work environment.”
Sadie Millard Former VP of Operations Academy Securities
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