Document Vault
Index work documents with title, type and notes.
Overview
The Document Vault is an index, not a file store. You catalogue the work documents that matter, what they are called, what type they are, where they live, and any notes about their status, so you can find them when you need them. It is the equivalent of a librarian's card catalogue for the contracts, policies, procedures, and reference material your business depends on every week.
Most teams already have a file storage system. What they often lack is an opinionated, searchable index that explains which document is the canonical version, where it sits, who owns it, and what state it is in. The Vault solves that without trying to replace your drive or document management platform.
How it works
You add an entry for each document by capturing a title, a type (such as contract, policy, SOP, or template), a storage location (a URL, drive path, or physical reference), an owner, and free-form notes. The index is searchable across every field, so a search for "data processing" or "leave policy" surfaces the right record regardless of where it physically lives.
Update entries as documents are revised, retired, or moved. The catalogue is intentionally schema-light: it works whether you store originals in cloud storage, an intranet, a shared drive, or a filing cabinet.
Examples
- Audit preparation. When auditors ask for your information security policies, pull the filtered list of policy entries and hand over the storage links in one go.
- Onboarding pack. New starters get a single index of must-read documents instead of a dozen separate links.
- Vendor pack. Procurement asks for your standard NDA template, your DPA, and your insurance certificate; search by tag and share the locations in minutes.
- Annual review. Filter policies by owner and prompt each owner to review and update their documents on schedule.
FAQ
Does the tool host the documents themselves?
No. It indexes them. The file content stays in whatever storage you already trust.
Can I capture document version numbers?
Yes, record the current version in the title or notes. When a new version goes live, update the entry.
Should drafts be in the Vault?
Generally no. Reserve the Vault for current, canonical documents so the index stays trustworthy.
How do I handle confidential documents?
Reference them by code names if necessary; the index can describe a document's existence without revealing sensitive content.
What about access control?
Access is managed by your underlying storage system. The Vault is a personal index visible only in your browser.