Document Vault

Organizing Your Life With a Document Vault

Why Managing Your Documents Is Important

A document vault is part of a document management system. A document management system receives, tracks, manages, and stores documents. Since files are stored digitally, this also reduces paper waste. Most document management systems are also capable of keeping track of different versions of your files.

Looking At the Benefits of a Document Vault

If you think about all the documents you have to keep track of on a daily basis, they could end up filling many filing cabinets in your house. A document vault gives you a more organized way to store your important papers.

Here are some additional benefits of a document vault:

  • Enhanced Security 

    This includes email and text login authentication. A document vault provides more control over sensitive documents and you decide who can access them and under what circumstances.

  • Easy to Find Documents

    Imagine the amount of time it would take you if you were searching for something in a filing cabinet or groups of folders. A document vault makes it simple to quickly locate what you need. You can search by a word or phrase in the document.

  • Better Collaboration

    A document vault isn’t only for personal use, businesses use them, too. Various team members can upload documents and they can be accessed quickly from anywhere. Who has access to what can also be controlled.

  • Backup or Disaster Recovery

    If you only had paper documents, you would lose them if there was a fire or flood. With digital backups, your important documents are always protected. Documents can also be tracked, so losing them is less likely.

  • Increased Productivity

    Less time can be spent searching for documents, which leaves more time for other things and allows employees to focus on their daily tasks.

  • Flexibility

    A document vault allows you to have access to your important documents on any device you choose, even your phone. No matter where you are, you don’t have to carry file folders with you. 

The Downsides of a Document Vault

As you can imagine, there are good and bad aspects to any form of technology. However, you'll notice the few disadvantages of using a document vault don’t outweigh the advantages.

Disadvantages of a document vault:

  • Dependence on technology - It’s frustrating when you try to access a digital document and your internet connection is unstable or not working at all. A document vault stores everything online, so you need to use the internet to access everything.
  • Security - As with anything online, usernames and password protection usually keep things safe. However, there are hackers out there that love to find ways to access important documents. So you will want to choose a platform that is safe and secure with an encryption engine, like My LifeJars.
  • Equipment cost - This applies more to businesses who are moving away from paper. Transferring all the files online would take software and a scanner. However, these days most documents originate in electronic format, so there is less scanning and manual work involved.

What Features Your Document Vault Needs

When looking at any software or solutions online, you need to make sure you pay attention to the features.

A few important features your document vault should have:

  • Simple file structure - Make sure everything is organized and has filing similar to the filing cabinet method.
  • Easy searches - Make sure it’s easy to search for documents by the file name. But, also make sure you can use other methods, like date, content, and file type, for your searches.
  • Easy to use - If it’s too hard to learn, no one will use it. Make sure it’s easy to navigate and doesn’t have a steep learning curve.
  • Mobile access - With so many people on the go, it’s important they can access information from anywhere and any device.
  • Security - You will be using the document vault to store important personal and/or business information. Make sure you can set up permissions and restrict access if you need to.
  • Audit Trail – You should be able to review and audit every activity that occurred in your Document Vault, and who did it.
  • Role Based Permissions – Different people who access your documents under your permission should have individual permissions and access privileges depending on your wishes.

The Importance of Embracing Technology

Have you ever noticed how fast things move these days? Everything is constantly changing and it’s sometimes hard to keep up with it all. If you stick with the old way of doing things, you’ll probably be left behind.

Some people find it hard to trust technology and shy away from sharing personal information online. We understand those fears, and we aren’t dismissing them. But, now is the time to think about protecting yourself and your documents in a more secure location.

A document vault offers a high-level of security and makes it easy for you to upload, save, and store important papers online. As things continue to advance, the cloud is becoming the top place to store everything. A Document Vault provides you additional layers of protection with cloud storage systems, such as Google and OneDrive.

Putting the Focus on a Personal Document Vault

document vault mylifejars

We know how important it is to be organized and safely store documents as a business. But, it’s even more important to have a document vault for your personal life. Are all of your precious personal documents protected?

Obviously, you can’t store everything online. However, storing photos, videos, and other personal documents is easy to do and protects them should anything happen to you or your home.

Obviously, you can’t store everything online. However, storing photos, videos, and other vital documents is easy to do and protects them should anything happen to you or your home.

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Old photos can be scanned in, uploaded, and saved in a document vault. Videos can be converted to digital files for transfer into an online system. Since everything is digital now, your newer photos and videos can easily be uploaded, saved, and stored safely.

Don’t forget to think about saving copies of all of these important personal documents in a document vault:

  • Last Will and Testament - This legal document spells out what your wishes are when you die. It outlines who you want to get your assets after you’re gone and how your property should be managed. If you have children and pets, your will addresses who will take care of them. 
  • Advance Care Directive - An advance care directive is a legal document that outlines what actions should be taken for people if they are no longer able to make the decisions themselves due to illness or incapacity.
  • Health Care Proxy - A health care proxy is a legal document in which a person names an agent to make medical decisions on the person’s behalf, if that person is incapable of making decisions for themself.
  • Enduring Power of Attorney - An enduring power of attorney is a legal document that allows you to name someone to act on your behalf in legal and financial matters.
  • Enduring Guardian - An enduring guardian is someone you appoint to make decisions about your lifestyle, health care, and personal circumstances if you can’t make those decisions for yourself. 

Storing Your Important Documents In One Place

As much as we don’t like to think about dying, it’s important to make sure everything is in order for the family we leave behind. That’s where we step in to help. My LifeJars offers you a safe, secure online place to store everything your family needs when you’re no longer with them.

Our app is the perfect place to organize and share all of your important documents, like your last will and testament, your advance care directive, your health care proxy, your enduring power of attorney, and your enduring guardian. We make it simple for you to give access to all the people who will need this information in the future.

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What Are the Benefits of Using My LifeJars as a Document Vault?

My LifeJars offers a basic account that is free forever and never expires, as long as you are active and assign a My LifeJars Guardian.

With this basic account store 24 memories, 24 things, 16 passwords upload file sizes up to 10MB and access 2GB of data storage. Create a life profile for yourself as well as for 4 other family members or friends and 4 legacies.

Only switch to a Gold paid account if you want to add unlimited memories, things & passwords, unlimited life profiles & legacies, upload file sizes up to 500MB including videos and store 200GB of data across all the profiles and legacies you create.

The My LifeJars app offers the following benefits:

  • Encrypted data - very advanced and multiple layered cryptographic protection.
  • Safety and security - access and review your information anywhere in the world with secure authentication.
  • No advertising - you will not be shown any ads from third party platforms while using the app
  • Supports giving - My LifeJars donates 10% of annual subscriptions to our Partners, which you select to support.

Create Your Forever FREE My LifeJars Account Now. It’s easy to do, offers you peace of mind and control of WHO can access your memories, vital documents, important information and passwords - and WHEN they can access them, NOW or in the FUTURE.