FREQUENTLY ASKED QUESTIONS
What is FutureVault?
FutureVault is an industry-leading provider of secure document exchange and Digital Vault solutions for financial services and wealth management organizations to deliver secure digital document vaults to end-client.
Why does FutureVault exist?
We believe that information is an asset class and should be treated with the same focus, expertise, and considerations as one’s financial assets. However, nowadays, personal, business, and client information is everywhere and the current ways of managing data, information, and documents are becoming increasingly complex.
That’s why we’ve built FutureVault, a secure, cloud-based Digital Vault Platform helping organizations and their clients improve the way critical information, data, and documents are accessed, delivered, shared, stored, and managed.
What kind of services do you offer?
FutureVault’s suite of products offers partner organizations a powerful white-label Software-as-a-Service (SaaS) solution to acquire, reward & retain their clients, members and employees. FutureVault is much more than a document management provider, our digital vault construct is changing the paradigm of document and information management with
Personal Life Management Vault ™ and Business Life Management Vault ™ solutions.
Our platform transforms your enterprise, advisor, and client value propositions by significantly improving the way documents, data, and information are managed within a secure single source of truth.
● Secure and compliant document exchanges
● Best-in-class information and data security
● Books and records compliance
● Automated document delivery workflows
● Best-of-breed integrations and open APIs
What types of organizations do you work with?
Here at FutureVault, we are proud to work with organizations of all types, sectors, and sizes, but our main focus is working with financial services and wealth management firms. Our primary industry segments include:
● Independent Broker-Dealers (Investment Dealers)
● Wealth Management Firms (Advisory Groups and RIAs)
Digital Vault FAQs
A Digital Vault is the virtual equivalent of a safety deposit box to store critical documents, data, and information. Digital Vaults are quickly becoming a must-have technology in equipping institutions, firms, and professionals with structure, security, and efficiency to streamline and automate document-driven processes, and deliver tremendous value to clients.
Who is a Digital Vault for?
The short answer is that Digital Vaults are essentially for everyone. However, a Digital Vault can be and is often used across different entities from organizations such as financial services firms, to their professional advisors, and all the way to their end-clients as a way of securely depositing documents in one central location that is accessible across devices, anytime, anywhere. Simply put, a Digital Vault works very much like an online safety deposit box.
How can a Digital Vault Platform like FutureVault benefit our organization, advisors, and clients?
FutureVault helps organizations securely manage document distribution and collaboration, while allowing advisors and end clients to receive, store, and manage all their most important business and personal information.
Here are ten of the most common use cases we see across the platform from institutions, firms, and advisors.
As we look to the future, businesses are faced with the challenges of maintaining compliance obligations, minimizing and mitigating cyber risks, and delivering a competitive best-in-class client experience. Digital Vaults help organizations transform these challenges into opportunities by leveraging leading-edge technology. By securely delivering and protecting our clients’ information with a Digital Vault Platform, we are providing benefits throughout their digital ecosystem, from head office to advisors across the country all the way through to their investors.
Can we white-label our Digital Vault?
FutureVault’s platform can be fully while-labeled and configured to meet all your organization’s specific digital needs and requirements, providing a seamless brand experience to your internal teams, client, and other stakeholders.
What is an ‘Entity’ in the Vault?
An Entity is a way to organize and label data and documents within a Digital Vault. It is like having multiple filing cabinets in one Vault that allows for independent or combined dynamic views and collaboration.
Documentation, data, and information that reside within the secure digital vault are “tagged” to be associated with the respective Entities.
Examples of Entities include, but are not limited to:
➜ People (spouse, children, parents)
➜ Properties (principal residence, investment properties, recreational)
➜ Businesses (holding companies and LLCs)
➜ Accounts (Trusts, Foundations)
Can the Administrator create accounts?
The Administrator manages all users and has access to clients’ Vaults and all the tools on the Admin portal. This role can manage and access all the company folders on the clients’ vaults and has complete access to the Create, Delete, and Contacts tab.
Do you integrate with any other platforms?
FutureVault’s platform integrates to and with other best-of-breed solution providers ranging from CRMs and Portfolio Management Platforms to Data Aggregators, Financial Planning Software, eSignature Platforms, and more.
FutureVault has public RESTful APIs that can be accessed and consumed upon request. We can provide your technical resources with FutureVault for Developers access, API documentation (including postman collections), and a developer sandbox portal to test and experiment APIs before publishing.
Do you integrate with e-signature providers like DocuSign?
Yes. Our DocuSign integration provides unique workflow automation for institutions and firms to automatically create and provision new client Vault and automatically deposit any and all e-signed documents into specific folders and subfolders, saving a significant amount of back office and administrative time and money.
Security & Compliance
Is FutureVault secure and compliant?
FutureVault adheres to world-class cybersecurity protocols, including bank-grade encryption in-transit and at-rest. We proudly maintain SOC 2 Type II and PCI DSS certifications, giving your organization peace of mind in knowing that your enterprise, advisor, and client data and documents are kept safe and secure.
What security and compliance certifications do you have?
FutureVault incorporates the best security and privacy standards to keep your most important information and documents safe. FutureVault is PCI DSS and SOC2 Type II compliant. In addition to these compliance certifications, we have obtained the following:
● CIS certificate
● SSL certificate
● PIPEDA certificate
● GDPR ready
You can learn more about the compliance and security of our Platform in the Security Overview.
What is the frequency of the service management reports?
The service management reports are provided monthly with details about the number of tickets, response times and other security metrics like malware attacks/resolution, security vulnerability scanning, etc.
How is the data backed up and secured?
All data is backed up in alternate geographical regions while ensuring all company-specific data residency requirements are met. FutureVault’s operational security has been audited by Ernest & Young and found to meet the stringent SOC2 Type II.
Does FutureVault have multiple data centers for storage?
For data protection, continuity, and retention, FutureVault uses the Amazon Web Services (AWS) data centers in Canada, the US, and Europe to provide all cloud computing and data storage services. AWS's secure cloud infrastructure includes extensive security measures such as physical security, access control, 24×7 security monitoring, and alerting.
Does FutureVault meet books and records requirements?
FutureVault meets regulations and provides confidence to satisfy books and records and document retention requirements, including regulation set forth by IIROC (CIRO), FINRA, and the SEC (including Rule 17a4).
What if we have physical paper records, how can we digitize and upload them?
If you have a paper problem, we’re here to help. In partnership with global leaders in storage and information management services, such as Iron Mountain and Total Records, FutureVault offers a suite of innovative digitization offerings to help you remove the paper from your office or storage room and go digital. Our Digitization-as-a-Service offer can help to fully digitize your legacy practice of paper into accessible, safe, and scalable electronic files stored in Digital Vaults.
Your advisors and your clients can also easily "scan" physical paper records by taking pictures of them via our mobile apps to upload them securely into the Vault.
What if our clients need to share critical documents with family members or their Trusted Advisors?
Our patented Trusted Advisor permissioning model allows your clients to easily provide secure access to family members, accountants, lawyers, employees, wealth managers, and more, allowing them to access discrete portions of the Vault where they are provided access.
All Trusted Advisor activity is tracked securely within the Vault via an activity audit trail to keep tabs on who is accessing documents and when.
You and your clients can also easily share documents and files directly from the Vault via an encrypted link that can also have a time-bound expiration date.
How does Optical Character Recognition (OCR) work?
All documents uploaded to the Vault are converted to PDF for easy viewing and access while still keeping a copy of the original to download whenever required. Our AI-based Smart Filing feature and OCR identifies the type of document uploaded, suggests where to file it, and even allows you to search through the text of all your documents in seconds.
Can we upload and download documents in bulk?
You can easily upload and distribute documents to your organization, clients, and members using FutureVault’s proprietary Bulk Upload feature, saving you several hours, if not days of work. Our Bulk Download feature also allows you to quickly and easily download any and all documents within your Vaults for safe record-keeping.
By leveraging existing integrations and our Open APIs, you can also automate the secure delivery of critical documents to your clients including monthly statements, quarterly reports, account opening documentation, tax documents, and more.
How do I unlock my account?
Accounts are locked whenever a user enters the password incorrectly more than five times or uses an incorrect Two-Factor Authentication. By default, the system unlocks itself after 5 minutes and the user can log in again with the correct credentials.
What do I do if my Vault activation link is expired?
If you are receiving an error stating that your activation link is expired, please contact support to request a new activation email be sent to you. The support information is included in the activation email, where a support email address is provided below the activation button.
How do I change or reset my password?
Go to your company’s login page and click on ‘Forgot Your Password’ to add your email address. Simply click on the ‘Send password reset link’ and check your email to complete the steps for changing or resetting your password.
I reset my password but I’m not getting the password reset email. How do I fix it?
If you are trying to reset your password and you don’t receive an email with the instructions in less than 10 minutes, first verify that you are trying to log in to the correct place (URL). Ensure you are adding the email address that was used to set up your account and confirm that there are no additional spaces. Check your spam/junk folder as well.
What is Two-Factor Authentication and how do I enable it?
Two-Factor Authentication (2FA) is an extra layer of security used to make sure that people trying to gain access to an online account are who they say they are.
To enable the 2FA feature, go to Account Settings, click on the Security Tab, and under the Two-Factor Authentication area, add your mobile phone number and click Save. The system will send a PIN to confirm the number.
How to reset Two-Factor Authentication if my phone is lost?
If your phone was lost or stolen, we strongly recommend that you sign in from a trusted computer. If you’ve previously signed in from a computer and checked that the computer should remember you, you might be able to sign in from that computer without a verification code. Once you’re in your account, you can turn off 2-Step Verification until you can again get the verification codes.
How do I download the mobile application?
For iOS, click here to go to the App Store on your device and download the FutureVault application.
For Android, click here to go to the Google Play Store and then simply install.
Once the app has been installed on your mobile device, simply select ‘Open’ to launch the application and sign in with your credentials.
How do we get started?
Connect with our Solutions Experts to learn more about our Digital Vault Platform and to learn how we’ve helped dozens of industry-leading organizations and their advisors save an incredible amount of time by improving their document management workflows.
Demo the FutureVault Platform Today.
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