Digital Document Management Software
A sophisticated Digital Records Management solution has become a necessity as the quantity of digital records explodes and the siloes that house those documents have proliferated. Corporate efficiency and compliance are at risk without a partner and platform like VisualVault, which keeps every record easily-available and audit-ready.
Organize, Optimize and Secure Your Paper and Digital Records.
Our platform is well-suited to processing high volumes of high-value data in highly-regulated industries, organizing that data, employing it and securely storing it based upon unique compliance requirements.
Additionally, important records that exist only in paper form can be scanned and indexed by our sister company, GRM Information Management, for easy incorporation into your digital archive.
Processing
Our document analysis engine reviews, analyzes and defines documents.
Employing
Workflow automation takes over and moves documents through critical business processes.
Organizing
Auto-classification capabilities push searchable documents into logical folder structures.
Storing
Documents are stored and designated for retention & destruction, based upon compliance requirements.
The Process of Document Optimization and Management
1 · Capture
Sister company, GRM scans paper with OCR or migrates your existing digital files.2 · Index
Each file gets a Document ID, your custom index fields and a document type.3 · Secure
Records land in a folder structure designed for you, with access rules applied.
4 · Govern
Retention schedules, reviews and audits run from one place.Document Security at Every Layer
Encryption & multi-factor sign-in
Every document is encrypted in transit and at rest. Multi-factor authentication (MFA) adds a second layer of protection to user sign-in.
Secured at any
level
Access may be granted by role, group, folder or document type, so each scanned or migrated file can inherit the right access rules.
Folder & document permissions
Access set on a folder flows to its subfolders; document-level rights add control over viewing, editing, moving and deleting.
US-only data,
on AWS
Your records live exclusively in US-based AWS cloud environments, so sensitive information stays in the country.
Full audit trail
Audit capabilities track all activity on every document and folder, from creation through purge: views, moves, data updates, downloads and more.
SOC 2, HIPAA
& HITRUST
Built to SOC 2, HIPAA and HITRUST standards. Integrations use OAuth 2.0 tokens scoped to your vault alone.
Document Library Essentials
- Unique Document IDs and custom index fields on every file
- Index and OCR full-text search: find any word or phrase without opening each file
- Version control with revision history
- Viewer-level users see only released, published documents
- Scanner capture, bulk import, and Office add-ins
- Retention schedules with automated review alerts
“That’s a Good Question!”
Below are some frequently-asked questions and short answers about this topic.
How do systems like this auto-file documents into the correct folders?
Typically, OCR technology is employed to read the content of the document and identify key compenets that assist in classification and then related metadata is assigned that directs proper auto-filing.
What level of detail do audit trails provide regarding use of access to a digital document management system?
Audit trails typically provide granular details down to the document level.
What are the most critical security-related certifications for document management software providers?
SOC 2, HIPAA and HITRUST are typically considered the most important industry vertifcations that verify both technical and procedures practices related to maintaining security standards.
When you have more that one repository of data, do you have to go through all the necessary document management processes with each individual repository
No. Most often data from all repositories are migrated into the new system of record and that system executes all of the necessary processes on the single database that consists of all migrated data.
Does AI play an important role in digital document management systems?
Yes. Modern document management systems rely heavily on AI for accurate processing of data with extremely high accuracy rates. Processes that AI executes include document classification and deduplication.
Sales & Demo Requests
You can reach out to us by email or by phone at 480-568-6435. You can also fill out the form below.