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FAQ - Frequently Asked Questions
What is Vault Anywhere?
Vault Anywhere is a Document Management System that combines the features of a Fax Technology and Electronic Document Archiving
What is Archiving?
Long-term storage of information and documents, often on magnetic tape, for backup copies of files that may no longer be in active use. A repository for stored memories or information.
What is Fax Service?
Vault Anywhere Service provides fax capability anywhere and allows our users to have access to fax messages and stored document anytime, anywhere.
What are the advantages of using Vault Anywhere than other fax services?
Vault Anywhere provides a virtual office environment which allows workers and colleagues the ability to share and interact with the same set of documents. It also provides structural and hierarchical organization, tagging and searching.
How will I know that I received a fax?
You will receive an email notification indicating the sender's fax number and in what folder the document was stored. You can also assign your cell phone to receive a text message for instant notification.
Why do email notifications go to my bulk or junk mail folder?
Most email servers have algorithms to detect spam. Currently, we are negotiating with big email providers (e.g. hotmail, yahoo, AOL, Gmail, etc) assuring them that we are not spammers. Sometimes, however, our email notifications get delivered to the Bulk Mail or Junk Mail folders. In order to eliminate this confusion with your account, just add noreply@vaultanywhere.com to your address book or contact list.
How can I use Vault Anywhere for Archiving?
Any document you uploaded or faxed to your Vault will remain in your Vault for as long as you have an active account with us. You can organize the documents by folders for easy retrieval and searches of your archived documents. The Personal Vault Plan is made specifically for personal archiving. You can upload your PDF documents as well as your faxed paper documents to a universal fax number so that you don't need to scan them. A good example of documents to archive are Loans, Insurance, Wills, Receipts, Warranties, tax papers, etc.
How secured is Vault Anywhere?
It is secured by VeriSign and McAfee. Using the highest bit of encryption and security available today, VeriSign secures the data transmission across the internet. McAfee scans the site server everyday for potential threat and attacks. It is stored on a fire-proof facility with backup systems. A remote site backup system is installed just in case the primary storage location is destroyed by natural calamities or acts of terrorism.
Do I still need a fax machine?
Not for inbound fax. Because any Vault Anywhere Account (except Personal Vault) has a fax number included. And Yes, you may need a fax machine if you don't have a scanner. You may use the fax machine to fax out a paper document to your recipients or to your Vault for archiving and/or faxing it out later. You will need a fax machine as a scanner to convert your paper documents to an electronic form.
Do I still need to get a fax line?
No. Any Vault plan (except Personal Vault) has a fax number included. For faxing or uploading a paper document, you may need to hook your fax machine to your voice line. This eliminates the need for another line.
What is the cost effectiveness?
A typical business fax line can cost more than $60 per month. Vault Anywhere's Medium Business Vault Plan is only $49.99 per month. It already has a dedicated fax number included and you can access your fax documents anytime, anywhere.
Can I share my fax number to my office mates?
Yes. Because any Vault plan (except the Personal Vault) allows you to add multiple users. Thus, it is typically like sharing your conventional fax machine to other people.
How can I hide important documents from other users?
Each user can be given a personal folder by the Account Administrator (Account Owner). Only the owner of the personal folder and the Account Administrator can view the documents on it.
Can I classify users in my Vault?
Yes. Vault Anywhere implements a Role-Based security. Some users can become Administrators where they can basically do anything. They can also add other users, update billing information, create folders, etc. Some users are allowed to create, modify and delete folders. These are the types of users you trust to define your document organization and structuring. Other users can view the Secured Folder area. These are the users who should see the sensitive documents. While other users are basic users. They can only view and print common documents. They can also upload, send an email link but they can't fax out.
How can I fax or send my documents?
Directly from your Vault, you can fax to any fax number all across the U.S. (On future versions, one can send fax internationally) and you can also send an Email Link of a specified document without attaching the actual document in the email.
How do I upload my paper documents?
You can use a scanner to convert the paper documents into an electronic format (.PDF) and upload it to any folder in your Vault by clicking on the Browse button and click Upload. To upload multiple files, you can email it to archive@vaultanywhere.com and put your User Name in the Subject line, check the help section. Or you can just use a conventional fax machine and fax the paper document to your Vault Fax number.
Do I need a scanner?
Once you have a fax machine, you don't need a scanner.
How do I upload my scanned documents?
The scanned documents have to be on a PDF format. You can go to www.pdfonline.com to convert your files into PDF or get a PDF writer software (Future versions will do the PDF conversion automatically). Then you can go the Documents page of your Vault and select a folder where you want to upload the PDF file and click on the Browse button. You can also email the PDF documents to archive@vaultanywhere.com and put your User Name in the Subject line.
What happens if I exceed my storage capacity?
You will have to upgrade to a higher plan with more capacity. If you already have a Corporate Vault which is the highest plan we have, your monthly bill will increase depending on the storage excess you use. The rate is $10 every 1 Gigabyte.
Can I cancel my subscription?
Yes, you can cancel anytime. Just send an email to support@vaultanywhere.com using your subscribed email account with "Cancel" on the subject line.
What happens to my documents after I cancel?
The documents will be deleted after 90 days. You should get a copy by downloading them and saving them on your local computer prior to cancellation. You can also purchase a DVD for $250 each, with all of your documents on it. On average, one DVD can contain 10,000 pages of documents.
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