What is the Secure Document Vault?
The Secure Document Vault (SDV) in an online digital safe in which sensitive personal documents can be safely and securely stored. The Vault allows users to share folders with designated other Vault users such as family members, attorneys, accountants, etc. to create an easy way to share sensitive information with those who need to know.
What is the Valuables Documentation Inventory?
Using our Valuables Documentation Inventory (sometimes referred to as a VDI), a Disaster Guyz home inventory is a secure, easy way to document all of your valuable possessions. With a complete inventory from Disaster Guyz, you will have the tools you need to facilitate your insurance claims in case of whole or partial loss. Our bonded Inventory Specialists will populate your database for you, and by utilizing our high security servers, you can feel confident that your records are stored safely.
What types of documents may be stored in the Secure Document Vault?
Any documents or files of a digital nature may be stored. The Vault is designed to be a secure location for files you might want to keep in a safe at home. Insurance policies, tax returns, estate planning documents, personal identification such as passports and birth certificates, leases, contracts, etc., can stored in the Vault. Important photographs may be stored, although these files tend to be much larger than document files, and the SDV is not intended as storage for large libraries of photographs or music files. The file types supported by the Vault are pdf, doc, xls, jpg and most anything that is digital.
How do I know the Secure Document Vault is safe for my sensitive documents?
The Secure Document Vault has been designed to ensure bank-level security for your information. If you are comfortable with banking online, you will be comfortable with the type of security measures we have taken to ensure to safety of your information. All document files uploaded to the Vault are encrypted over the network using Secure Socket Layer (SSL) technology. The actual contents of your files are also stored in an encrypted format to prevent unauthorized access.
Will my data be available even if there is a system crash?
Yes. Disaster Guyz has developed a cloud-based system that has multiple backup systems in place. Even in the unlikely event of 2 system failures, your data will still be safe and available.
It says the Secure Document Vault is a BETA version. Does this mean there is uncertainty about how secure my information will be?
Not at all. The BETA version simply means that user functionality is being improved before the final release is set. The encryption technology will not be changing as it already meets the highest industry standards. Disaster Guyz is offering complimentary 1-year subscriptions to BETA users to assist in developing the most user-friendly approach to sensitive document storage and sharing.
What does the Secure Document Vault subscription cost?
During the BETA testing version, an annual subscription to the Secure Document Vault is free of charge. To renew the subscription, the standard cost is only $45 per year. An email regarding your subscription status will be sent approximately 3 weeks before the end of your subscription.
How do I subscribe to the Valuables Documentation Inventory?
Our VDI is primarily designed for Disaster Guyz specialists to come to the home and document all your valuables for you. We do this as most homeowners will not take the time to populate the inventory. Our current service area is the Denver/Boulder metropolitan area of Colorado. If you live outside our service area and wish to discuss a subscription to the VDI, please contact our office to review available options.
How can I convert a paper document to an online file?
Paper documents may be scanned using a scanner or multi-function printer. The scanner will turn the document into a pdf file, which is easily uploaded into the system. Another option for single page paper documents is to take a photograph of the document with a digital camera and upload the photo file. You may convert Word or Excel documents (or other word processing and spreadsheet programs) into pdf files easily by using the print function. Instead of choosing a printer, choose Save as PDF. Many people find that pdf files are simpler to use than word processing or spreadsheet files.
Is there a storage limit to the Secure Document Vault or the Valuables Documentation Inventory?
The Secure Document Vault has a storage limit of 500 MB, which allows for virtually unlimited documents. The Vault is not intended for libraries of photographs or music, which will easily exceed this limit. The Valuables Documentation Inventory does not have a storage limit.
Why do I want to use folders?
Folders allow for users to organize their documents into categories for ease of use and to share folders with designated other users. You can organize all your documents into categories such as insurance, taxes, legal, identification, estate planning, etc. Sharing a folder allows you to give certain people access to designated documents only. For example, if a user wishes for their spouse and/or children to be able to access estate planning documents such as wills, healthcare powers of attorney, letters describing the user’s preferences for end-of-life care, etc., the Secure Document Vault folder containing those documents can be shared, and only those documents can be seen by the shared users.
How do I create a folder?
Creating a folder in the Secure Document Vault is easy. Once you are logged into the system, simply click the Add Folder button. In the next screen you will type in the name of the folder you wish to create. A list of suggested names will drop down and you may choose one of these or create a new one of your own just by typing in the name. Once you are done, click Create Folder and that folder is now available on the main documents list.
Can I change the name of a folder?
Yes you can. Click the Edit/Share button next to the folder in question. Change the name however you would like, and click Update Folder. The new name will be reflected on the documents list.
How do I share a folder?
Once a folder has been created, it can be shared by inviting another user. Simply click the Edit/Share button next to the folder you wish to share. In the next screen, enter the email address of the person you wish to invite to share your folder. The Secure Document Vault system will send that person an email inviting them to share your folder. Note that the other user must have a valid Secure Document Vault subscription to accept your invitation and have access to those documents. If they are not currently a subscriber they may easily subscribe following the instructions on the email.
How do I add a new document?
Once you are logged in to the system, simply click the Add Document button. A list of all files on your computer will pop up (using Finder for Macs and File Explorer for Windows). Select the file you wish to upload to the Secure Document Vault, click Open, and the file will be encrypted and added to your list of documents.
How do I move a document into a folder?
To move a document into a folder simply click the Edit button next to the document. On the next screen choose which folder you want the document to join and click Update Document. On the documents list it will now show beneath that folder’s name. You can move it to another folder or send it back to the main documents list without a folder using the same approach.
If I have a lot of documents, how can I easily locate a specific one?
The search functions at the top of the documents list make it easy to find your document. Simply type in the name of the document, or even just a part of the name and hit enter or click the search button. A list of matching documents will appear. If you have used tags to further identify your documents, you may search that way as well.
What are tags and why would I want to use them?
Tags are an additional field that is completely optional to use. Some people like to identify their documents in ways other than names or folders, and this field allows users to create an additional search option.