Cloud-Based Document Management

Unlike conventional on-premise file storage, where your documents are stored on a physical hard drive that your company is responsible for maintaining, cloud-based document storage leverages the power of the internet to store your documents on a third-party server, maintained by your solution provider.
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See How Easy It Is to Work with Documents Online

Even if you work in a sector where paper documents are hard to dismiss altogether, the advantages you gain by switching over to digital are now too hard to ignore. In fact, professional services experts who don’t adopt a paperless workflow may risk losing clients who expect to work that way going forward.

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Work effectively from anywhere

SmartVault enables your staff and clients to access, store, manage, and share documents from a secure cloud-based system.

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Maximize collaboration and satisfaction

Give your business clients a secure, easy, and professional way to upload and download documents online from a branded client portal.

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Upgrade and expand your business

Maximize convenience for your existing clients and much more easily expand your client base beyond your local area.

Keep Your Clients’ Files Safe

From a business continuity, collaboration, and security standpoint, there really is no other way to work in the times we are living in. It is absolutely essential. Utopia for our firm would be a completely paperless process and SmartVault is helping us get there!”
Robin Johnson Owner TaxAssist Accountants Norwich North

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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Simplify How Your Business Works with Documents

Access your files anytime, anywhere, with ease

Enjoy the convenience of working in the cloud without compromising on the security, compliance, and productivity features that help you run your business smoothly. With SmartVault, your data is encrypted and backed up automatically, and our desktop tools run at speeds comparable to working locally.
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Streamline workflows and centralize your documents

SmartVault gives you a central document cloud storage solution for all your internal and client documents. From now on, you’ll be able to quickly find the file you need, when you need it, and share it securely with the right people.
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Reduce paper-handling through online document cloud storage

SmartVault makes it easy to digitize your documents and move to a totally paperless workflow. Scan files directly to the right folders and reduce hard-copy document clutter.
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Share files securely through your customized client portal

SmartVault’s document cloud storage solution comes with a built-in client portal that can be customized with your business branding, so you can easily and securely share files with employees, clients, and vendors. Your clients will get their own unique login, and can securely access their files 24/7.
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Get work done faster with built-in DocuSign eSignatures

With SmartVault, you can send any file to be e-signed, receive an alert when all parties have signed, and have the signed document automatically routed back to SmartVault.
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Maximize security and compliance

SmartVault’s document cloud storage solution delivers bank-level security with AES-256 bit encryption and SSL to protect your documents both at rest and while in transit. With SmartVault, you also get the tools you need to stay in compliance with worldwide regulations like HIPAA, FINRA, SEC, GDPR, and more.
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Frequently Asked Questions About Cloud-based Document Workflows

What is cloud storage?
With a cloud-based solution, your files are stored on a third-party server in the cloud, which is maintained by your service provider.
What are the benefits of cloud storage?
With cloud-based technology, you can easily digitize your documents, automate tasks, streamline processes, and operate your business far more efficiently.
What is the difference between on-premise and cloud storage?
The biggest differences between on-premise and cloud storage are where your documents are actually stored and who is responsible for maintaining the file servers and data backups. Proper server maintenance is extremely important because weaknesses here can lead to security vulnerabilities or slow down the system, making it difficult to access files.
Why should I use SmartVault as my cloud storage provider?
Many businesses are switching to cloud-based document management solutions due to the cost-savings and peace of mind they provide. SmartVault is the easiest and most secure way to optimize how you, your staff, and your clients gather, store, share, and eSign documents in the cloud. Streamline how you work, collaborate with clients more easily, and reduce costs — through one integrated document management and client portal solution.
Why is an online document management system useful?
A document management system (DMS) gives you and other approved users 24/7 access to your files from wherever you are located. If you use a DMS in the cloud, you can access your system from any internet browser. The DMS also makes it easier to securely share documents with your staff, clients, and third-party contractors. Users you approve, like your employees or clients, can also access and upload documents into your DMS.
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.

What is the benefit of using a client portal?
A branded, customizable client portal gives your clients a secure, easy, and professional way to collaborate with you from wherever they’re located. It’s easy to invite clients to the portal, and they can access the portal directly from your website. Customizable folder templates automatically put the right folders in each client portal, which makes onboarding a breeze.

At a higher level, when you make things easier for clients, they may be encouraged to return and refer your business to others — which better positions your business to thrive. SmartVault’s customizable client portal delivers capabilities that make it easy for your clients to securely share files and collaborate with you online.

How do 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 does a client portal save time and increase success?
Using a client portal can help you:

Prevent loss of files and emails.
A client portal allows both you and your clients to send, receive, and access documents from one, easy-to-view location.

Access files anytime, anywhere.
Don’t lose valuable time because a file exists only on one machine that might be temporarily inaccessible, or worse, destroyed.

Sign documents instantly.
No longer do you need to spend hours or even days printing, scanning, or mailing documents. Built-in tracking allows you to see who has opened or signed a document.

Back up files along with version history.
Document version history provides a backup of your files in case of deletion or errors in recent versions.

Organize files automatically.
Documents are filed automatically to the correct folder.

Send batch communications.
Save time by automating the distribution of routine documents to clients. Send documents to 5, 50, or 500 clients with a single click.

Automate notifications.
You and your clients know right away when a file is uploaded, downloaded, or signed thanks to automatic notifications.

Are client portals a secure way to work online?
A client portal that’s built with security and compliance in mind will offer the following measures:

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.

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Achieve Better Results Fast

It was easy to see how using SmartVault would allow us to take the next step in improving our internal processes while also providing our clients with an easy-to-use portal and secure document exchange platform.”
Trevor Haley Senior Credit Analyst Indiana Members Credit Union
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