Compliant Document Retention and Storage

SmartVault’s cloud-based solution for long-term document storage ensures your firm meets compliance obligations and provides peace of mind that your documents will always be there.

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Cloud-Based Secure Online Document Storage

Comply with Document Retention Requirements

Confidently implement cloud-based document retention and storage while adhering to regulatory mandates – and say goodbye to servers, file rooms, and cold storage. Bank-grade security measures, unlimited storage, and comprehensive audit trails ensure your firm’s sensitive data remains protected and available.

Unlimited, Secure Storage

Truly unlimited cloud storage lets you retain client files, records, and documents for as long as necessary without worrying about running out of space. Your sensitive data is safeguarded with industry-leading security measures, including 256-bit AES encryption, two-factor authentication, and automatic data backup.

Audit-Ready Traceability

Maintain detailed audit trails for all document interactions, providing peace of mind and ease during potential audits. Every action, from document uploads to edits and access attempts, is meticulously logged and retrievable, ensuring complete transparency and accountability within your firm.

Streamlined Document Management

Efficiently manage your firm's document lifecycle, from capture to retention and eventual disposal. SmartVault's comprehensive controls enable you to implement rigorous document management policies, mitigating compliance risks and protecting your business from penalties or reputational harm.

Secure Remote Access

Enable your team to securely access and collaborate on documents from anywhere, anytime. Whether working from home, on a client site, or the go, team members can retrieve files, make updates, and collaborate seamlessly without compromising security or data integrity.

Customizable Permissions and Access Controls

Maintain control over your firm's sensitive information with granular permissions and access controls. Assign specific access levels to team members based on their roles and responsibilities, ensuring only authorized individuals can view, edit, or share certain documents or folders.

Migration Made Easy

Have your data stored somewhere else? Our data migration process is simple, efficient, and based on best practices from helping thousands of customers like you make the move. The process typically takes 4-6 weeks, and we offer a white-glove service to guide you through every step of the process.

Frequently Asked Questions

What are the advantages of cloud-based storage?

Cloud-based storage offers several key advantages for modern businesses:

Unlimited Storage Capacity: SmartVault provides unlimited storage, allowing you to store an extensive amount of data without worrying about running out of space.
Enhanced Security: Your data is protected with industry-leading security measures, including 256-bit AES encryption, two-factor authentication, and automatic data backups, ensuring your sensitive information remains secure.
Cost Efficiency: Eliminate the need for physical storage solutions such as servers, file rooms, and cold storage, reducing overhead costs associated with maintaining and securing physical storage.
Accessibility: Securely access your documents from anywhere at any time. Whether your team is working remotely or on-site, cloud-based storage ensures seamless access and collaboration without compromising security.
Scalability: Easily scale your storage needs up or down based on your firm’s requirements without investing in additional hardware.
Disaster Recovery: Cloud storage solutions include robust data backup and disaster recovery options, providing peace of mind that your documents are safe and retrievable even in case of unexpected events.
Simplified Document Management: Efficiently manage your document lifecycle with comprehensive controls that streamline capture, retention, and disposal processes.

Which compliance regulations does SmartVault meet regarding keeping my data safe?

SmartVault is designed to help firms meet a variety of compliance regulations, ensuring your data remains safe and secure. Key compliance regulations that SmartVault supports include:

SEC (Securities and Exchange Commission): Ensures that financial documents and communications are stored securely and are accessible for audit and review.
FINRA (Financial Industry Regulatory Authority): Compliance with FINRA regulations ensures that firms can maintain detailed records of financial transactions and communications.
IRS (Internal Revenue Service): Adheres to IRS guidelines for document retention and security, critical for firms managing tax-related documents.
HIPAA (Health Insurance Portability and Accountability Act): For firms dealing with healthcare information, SmartVault ensures compliance with HIPAA standards for protecting sensitive patient data.
GDPR (General Data Protection Regulation): Ensures that firms handling data of European Union citizens comply with GDPR requirements for data protection and privacy.

By adhering to these and other relevant regulations, SmartVault helps your firm maintain compliance, protect sensitive data, and reduce the risk of penalties or reputational harm.

What Our Customers Say

I like to focus on the parts of my work that I enjoy - the client interaction and tricky tax problems - not practice analytics. SmartVault has reduced or eliminated a lot of the boring parts of my job - and my heavy duty stapler hardly gets used at all anymore!

Rhee Eliker Owner of Rhee Eliker, CPA, MBT

I would totally recommend SmartVault to other offices. It has so many perks for running an office smoothly - organizing client files, inviting clients to upload, getting notified of uploads. It's the first thing I sign into each morning to start working. SmartVault gets 6 stars out of 5 in my book!

Dania Amezcua One Stop Tax Service & Professional Help

We're now 100% paperless, working 100% in the cloud! SmartVault allowed us to eliminate our server and full-time IT service, saving around $1,500 per month.

Robert Paolini Paolini Financial Group, LLC

As the owner of PK Petrykowski CPA, serving over 220 clients across service businesses and individual tax clients, SmartVault has transformed the way we manage and share sensitive client data. Before SmartVault, we relied solely on email and physical mail, which was costly, inefficient, and less secure. Now, with SmartVault's document management system and client portal, we've eliminated the need for one full-time employee dedicated to sorting paper documents, saving us valuable time and resources.

PK Petrykowski CPA Prudence Petrykowski

I love using SmartVault because it’s so organized and easy to use. SmartVault’s integrated document management system and client portal helps us provide personalized services to our clients, increase client collaboration, and create stability and security in our workflows. I highly recommend SmartVault to other tax and accounting firms that are looking to securely work with clients online.

Diane Curtis Affiliated Financial Services