A Corporate Vault is a dedicated vault designed to store and organize your company’s internal documents securely. Unlike client or personal vaults, the Corporate Vault is entirely private and intended for corporate use only.
Key characteristics:
Contains personal folders (not shared with clients).
May contains Global Folders if enabled.
Folders can be created at any level.
Requires a separate email address for its creation.
Provides centralized, secure storage for all company-related documents.
Accessible via the mobile app, so you can view and manage documents on the go.
Managing Access to the Corporate Vault
Access to the Corporate Vault is unique and must be managed carefully:
Administrator Access
When creating admins in the User tab from the Admin Portal, you can choose whether they should have automatic access to all Corporate Vault folders and entities. However, this access won't allow them to manage the permissions of other users inside the Corporate Vault.
Admins without automatic access can later be granted access as Trusted Advisors inside the Corporate Vault.
Editing Permissions
To add or edit access permissions, you must log in with the Corporate Vault credentials.
If a user or contact is given Full Access permission, they will also be able to manage permissions for other users and contacts.
Once logged in as the Corporate Vault owner, go to the Contacts tab to add or edit permissions for contacts.
Default Contacts
All users are automatically listed under Users on the Contacts tab in the Corporate Vault.
However, they do not have access by default unless this was enabled during user creation.
Use Cases for the Corporate Vault
The Corporate Vault is designed to be your company’s single source of truth for critical documents, ensuring that everything is secure, organized, and accessible only to the right people. Below are common use cases grouped by department:
Human Resources (HR)
Store documents across the entire employee lifecycle (onboarding, contracts, performance records, terminations).
Maintain compliance with labor laws and reduce liability from improper record-keeping.
Provide HR staff with secure, role-based access to sensitive information.
Legal & Compliance
Centralize contracts, shareholder agreements, and compliance reports.
Provide access to lawyers, auditors, or regulators for specific folders.
Maintain a full audit trail of actions taken on each document.
Finance & Accounting
Store corporate financial statements, tax filings, budgets, and forecasts.
Share controlled access with auditors, accountants, or tax advisors.
Organize invoices, expense reports, and vendor contracts for easier oversight.
Risk Management & Insurance
Keep insurance policies, renewals, and claims history in one place.
Provide brokers or insurers access during renewals or audits.
Ensure liability coverage and compliance with regulatory requirements.
Corporate Governance
Store board meeting minutes, bylaws, and governance policies.
Provide directors or board members access to relevant documents.
Maintain transparency and readiness for regulatory review.
Mergers & Acquisitions (M&A) / Due Diligence
Set up a secure data room for potential investors, buyers, or partners.
Organize financial, legal, and operational documentation for due diligence.
Grant temporary, restricted access to protect confidentiality.
IT & Security Documentation
Centralize IT infrastructure diagrams, vendor contracts, and policies.
Store cybersecurity documentation (SOC reports, compliance certifications).
Provide external security consultants with limited, time-bound access.
ESG & Corporate Responsibility
Maintain sustainability reports, CSR initiatives, and compliance documentation.
Share ESG data with investors, regulators, or stakeholders.
Keep audit-ready records of sustainability metrics and certifications.
Shareholder Communication
Provide shareholders with access to specific folders (e.g., reports, letters, presentations).
Ensure clear and secure communication with stakeholders.
Protect unrelated sensitive company data by restricting permissions.