SmartVault’s comprehensive document management solution, paired with ScanSnap’s intuitive scanners, can automate how companies gather, store, and share files

Document management can be a headache, especially for professional service companies that share multiple folders and files between their teams and clients. Often, physical files are not digitized for safekeeping, or different versions of files are scattered across various folders. Client and project management can feel like a losing battle without a centralized, cloud-based document organization and storage system that can be accessed and updated anytime.

SmartVault offers these benefits through its comprehensive online document management system. This platform organizes documents in a secure cloud-based location, allowing companies to gather, store, and share these files with employees, vendors, and clients. SmartVault’s solutions also have bank-level encryption and comply with global data privacy regulations to protect sensitive information.

In addition, SmartVault seamlessly integrates with ScanSnap software and scanners that easily digitize documents, including turning them into searchable PDF files. Through this powerful integration, businesses can easily streamline their document workflows — from scanning physical documents and automatically uploading them to specific folders to easily assigning user access and automatically locking files.

What is SmartVault?

SmartVault is an integrated document management and client portal solution that allows for organized and safe collection, safekeeping, and sharing of files to facilitate seamless collaboration and communication. Below are some of the best features of SmartVault:

• Unlimited storage. Unlike local hard drives or on-premise servers, SmartVault offers unlimited storage even for Standard accounts. Plus, active accounts can rest assured that their data will never be deleted.
• Branded client portal. The Client Portal Software is customizable, enabling a secure and private platform for client project management. These portals can be branded with the company logo and color schemes. Clients are also given unique logins for 24/7 access.
• Simplified eSignature. SmartVault’s e-signature solution is powered by DocuSign, making collecting signatures online a breeze. Over 30 file types can be sent for e-signature, including PDF, DOC, HTML, and GIF. This solution also supports Knowledge-Based Authentication (KBA), which includes third-party verification and is required by law for sensitive documents.
• Version control. If your document gets corrupted or infected by malware, you can safely recover and download old versions without exposing your local system to risks. The history page lists all available versions, including the date and who created them.
• Advanced user permissions and security. To comply with industry regulations, such as the Health Insurance Portability and Accountability Act (HIPAA) and the Financial Industry Regulatory Authority (FINRA), SmartVault comes with strict user control functionalities, including granular access per folder. Data is also encrypted during transit and at rest, ensuring that it's protected at all times. In addition, the system provides timestamped activity reports, making audit trails transparent.
• Document request lists. Through the Request Docs feature, you can request files from clients through their SmartVault guest accounts. The tool also provides templates you can readily use, such as tax engagement or accounting documents.
• Automated workflows. Aside from enabling drag-and-drop and file uploads from desktop or mobile devices, SmartVault standardizes your files with folder templates. It also allows you to print and auto-file documents to specific folders. Plus, you can easily mass-send documents, such as financial statements and final tax returns, to up to 500 clients with just one click.

The numbers speak for themselves. SmartVault already works with over 30,000 business professionals for their document management needs, with more than 3 million users. In addition, its software has safely stored and shared over 500 million documents.

Did You Know?:The ScanSnap iX1600 is 33% faster than the previous model.  Users can select their profile from the touchscreen and access their personal shortcuts and destinations. Click here to find out why our customers have given it 4.8 out of 5 stars.

SmartVault and ScanSnap integration

Aside from paperless document management, SmartVault offers seamless integration with some of the most popular accounting, customer relationship management, and document scanning tools.

Its partnership with ScanSnap facilitates instant document digitization, including organizing scanned files, automatically identifying the correct image orientation, and using optical character recognition (OCR) to extract text information from images. These compact and intuitive machines offer an all-in-one desktop scanning solution.

ScanSnap scanner integration with the SmartVault Toolbar profile lets you attach, manage, and view documents directly within QuickBooks Online, Xero, or Freshbooks. Meanwhile, the SmartVault Inbox profile enables scanning and uploading documents directly to company-assigned folders. Your SmartVault profile will be automatically used for future scans unless you change it, so you don’t need to set up a new profile each time.

Did You Know?:Dawn Brolin of Powerful Accounting has achieved increased efficiency utilizing ScanSnap and SmartVault, resulting in 6-hour work days and plenty of time for her passion as a college softball coach. Click here to find out how she does it.

SmartVault and ScanSnap can take your document management to the next level

SmartVault’s comprehensive document workflow and management solutions make manual uploads and outdated documents a thing of the past. Paired with ScanSnap’s cloud-compatible scanning functionalities, document safekeeping and sharing are frictionless, customizable, and secure. Never lose a receipt, contract, or photo again.

Ready to streamline your document management? Visit Ricoh’s website to shop for the latest ScanSnap scanners. To explore an excellent document management solution for your business, contact SmartVault.

Note: Information and external links are provided for your convenience and for educational purposes only, and should not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.