Frequently Asked Questions
What is FutureVault?
FutureVault is the industry-leading Digital Vault Platform built for modern financial services companies, advisors, and clients.
Why does FutureVault exist?
We believe that information is an asset class and should be treated with the same level of focus, expertise, and considerations as one’s financial assets. However, nowadays, personal, business, and client information is everywhere and the current ways of managing 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 share, manage, and collaborate on important information and key documents.
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. While document management is at the core of what we do, there are several services and features offered by our Digital Vault technology including:
● Secure Document Collaboration
● Best-in-class Security & Compliance
● Automated Workflows & Integrations
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:
● Wealth Management Firms (Financial Advisors, Portfolio Managers & Money Managers)
Digital Vault FAQs
What exactly is a Digital Vault?
A Digital Vault is a secure, cloud-based platform that provides organizations, advisors, and clients the ability to store, share and manage important information and documents related to their personal and business lives. Importantly, Digital Vaults allow you to provide access to critical documents and information with Trusted Advisors and family members.
Digital Vaults are also commonly referred to as or known as digital filing cabinets or digital safety-deposit boxes.
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 does a Digital Vault Platform benefit our organization, advisors, and clients?
A Digital Vault Platform 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.
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. In 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 to meet all your organizations’ 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 within a Digital Vault. It is like having multiple filing cabinets in one Vault that allows for independent or combined dynamic views and collaboration. The number of entities available in a Vault will depend on the package/permissions assigned.
Can the Administrator create accounts?
The Administrator manages all users and has access to clients’ vault 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 has integrations with other software like DocuSign, PureFacts, Box, and Orion. As part of our current product roadmap, we also plan to integrate with Salesforce and SharePoint in the near future.
Do you integrate with e-signature providers like DocuSign?
FutureVault’s platform is fully integrated with DocuSign, which is a core part of its essential offering. Our DocuSign integration allows you to digitally sign a document or have a document sent for signature, directly from your Vault.
Security & Compliance
Is your platform secure?
FutureVault employs industry best practices and bank-grade security and privacy to guarantee top-tier protection for your information. We have implemented the Center for Internet Security (CIS) standard so that your documents are protected using Symmetric 256-bit AES and Asymmetric 2048-bit TLS 1.2.
With our advanced audit trail, you can rest easy knowing that any and every interaction that takes place within the Vault and with documents is tracked so that you can maintain a complete record.
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 compliant. In addition to these compliance certifications, we have obtained the following:
● CSI certificate
● SSL certificate
● PIPEDA certificate
● GDPR certificate
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.
Is the data accessible offline or locally?
You need an internet connection to view the data as it is hosted on Amazon Web Service’s secure cloud, which is not accessible offline or locally.
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.
Can you help with digitizing our paper archives and documents?
We absolutely can – 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.
What if our clients need to share documents with their family or Trusted Advisors?
Our Trusted Advisor permissioning allows your clients to collaborate with and share important documents with their family members, accountants, lawyers, employees, wealth managers, and more. All Trusted Advisor activity is tracked securely within the Vault so that you have a real-time activity log of who is access documents and when.
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 I upload or 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.
How do I unlock my account?
The account is 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.