Store
Securely store documents and keep them organized — every version kept, nothing overwritten.
317
93
174
Encrypted at rest · versioned
Encrypted, versioned, auditable
Your documents deserve more than a folder.
KDB Doc Vault gives you one secure place to store, organize, search, share, sign, and manage your documents — from the moment they arrive until the moment they are archived.
Secure document management for individuals, teams, and organizations.
KDB HoldingWorkspace
contracts expiring this quarter⌘K
MNPEABFolders
- All documents1248
- Contracts316
- Invoices482
- HR & payroll174
- Compliance93
- Archive183
Storage4.2 / 20 GB
Recent documents
1 248AllUpload- Master services agreement — Sofrigaz SAPDFv4Marie NdongoAwaiting signature2 min ago
- Tax clearance certificate 2026PDFv1Paul Ekani12 dExpires in 12 days1 h ago
- Warehouse lease — BonabériDOCXv2Aïcha BelloDraftYesterday
- Payroll register — July 2026XLSXv7Jean TchouaSigned3 days ago
- Board minutes — Q1 2026PDFv1Marie NdongoArchived12 Apr
retain 10 y
- Received
- In review
- Signed
- Archived
Activity
- AB
- JT
- S
kdb.vault/s/9f2c…a41
Password · expires in 7 days · 2 of 5 views
The problem
Documents shouldn’t become a problem after you save them.
Saving a file is the easy part. What follows — finding it again, knowing which copy is current, remembering it expires, knowing who has seen it — is where the work quietly piles up.
01Scattered files
A document is saved wherever it happened to arrive — a laptop, a chat thread, an inbox. Each copy then drifts on its own.
LaptopWhatsAppEmailImportant files scattered across devices. Eleven levels deep, three people, three conventions.
Documents buried inside folders. 02Lost context
Once the copies exist, the file name is all that’s left to go on — and a file name doesn’t know what’s inside it.
14:0214:0914:11Which one did the client sign?
Teams unsure which version is current. No results — file names don’t contain what’s inside them.
Finding one specific document takes too long. 03Missed deadlines
A document with a date in it is a commitment. Stored as a file, it has no way to remind anyone of that.
v1Nobody was notified. Nothing was scheduled.
Expiring certificates forgotten. Notice period closed two weeks before anyone looked.
Contracts difficult to track. 04Security risks
What gets shared to move things along tends to keep moving — and by then there is no way to look back and see where it went.
2.4 MBforwarded ×3no expiryno passwordSensitive documents shared without control. Access history
No record kept
No clear history of who accessed a document.
None of this is a storage problem. It’s a lifecycle problem.
The system
Turn your documents into an organized system.
KDB Doc Vault doesn’t just store files. It manages the lifecycle around them.
Find
Search documents using metadata and extracted content, so a file name stops being the only way in.
“…either party may give notice of termination no later than…”
type: contractparty: Sofrigazsigned 2026
Protect
Control who can access, view, download, or share documents — inside the vault and outside it.
ViewGetShare
Links carry the same rules — and an expiry.
Collaborate
Share documents and work through approvals and workflows without a single attachment.
Approval · step 3 of 4
MNPEABJT
Aïcha was asked to approve · 2 comments open
Track
Know what happened to important documents: who opened them, when, and what changed.
14:02
13:58
11:20
Append-only. Exportable. Nothing can be edited out.
Automate
Handle expiration, reminders, workflows, and document processing before anyone has to remember.
when expiry in 30 days
then notify owner + Legal
Also: OCR on upload
How it works
From file to managed document.
Everything else on this page happens inside these four steps.
UploadUnderstandManageAutomate
01
Upload
Bring in your document.
contract.pdf412 KB02
Organize
Categorize, tag, and enrich it.
contract.pdf412 KBcontract202603
Manage
Share, approve, sign, track, and collaborate.
contract.pdf412 KBcontract2026MNPESigned04
Automate
Let reminders, workflows, and document intelligence handle repetitive work.
contract.pdf412 KBcontract2026MNPESignedRenews in 12 months
Document details
Everything important about a document. In one place.
A file tells you its name and its size. A document in KDB Doc Vault tells you who owns it, what it replaced, who has opened it, what it is waiting on, and what happens the day it expires.
Contract.pdf
Activev4Framework agreement — logistics services · Finance Department
- Status
- Active
- Owner
- Finance Department
- Created
- August 12, 2026
- Expires
- August 12, 2027
- Version
- v4
- Access
- Finance Team
12 pages · v4
- Description
- Framework agreement covering logistics services for the 2026–2027 term, signed by both parties.
- Reference
- CTR-2026-0184
- Tags
- contractlogisticssigned
- Linked
- Amendment no. 1Purchase order 4412
347 days left
August 12, 2026August 12, 2027
This one is live — switch the tabs, pick a version, preview an access level.
Connected sources
Your documents don’t have to start in the Vault.
Bring documents from the services you already use and manage them from one secure workspace.
Cloud storage
- GGoogle DrivePick a folder. Files arrive with their names and dates intact.
- OOneDrivePersonal or work account.
- DDropboxIncluding the shared folders you already have access to.
- SSharePointComing soonDocument libraries, with their existing structure.
And the other ways in
- Upload from this deviceA file, or a folder of them, dragged straight in.
- Email-in addressForward an attachment to a folder’s address and it files itself.
- Your own systemsPush documents through the API with a scoped key.
Documents are copied in. The original stays where it is.
Read on arrival
Text is extracted as it lands, so an imported document is searchable by its contents the same day — not just by the file name it happened to have.
Dated on arrival
Expiry and retention rules apply from the moment it enters the vault, so an imported contract starts being watched immediately.
Recorded on arrival
The import is an entry in the trail like any other action: which source, who connected it, and what came in.
Document intelligence
Your documents can tell you what’s inside.
KDB Doc Vault can analyze document content, extract useful information, and make documents easier to search and manage.
- 1Upload
- 2Analyze
- 3Extract
- 4Organize
- 5Search
1.8 MB
PASSPORT
SPECIMEN
Surname / Given names
DOE, JOHN
Document no.
XXXXXXXX
Nationality
—
Date of expiry
12 MAR 2029
P<SPECDOE<<JOHN<<<<<<<<<<<<<<<<<<<<<<<<<<<<
XXXXXXXX<0SPE<<<<<<<<<M2903127<<<<<<<<<<<<0
Extracted fields
4 found · 1 to review
- Passportconfident
- John Doeconfident
- XXXXXXXXmaskedneeds review
- 12 March 2029confident
Extraction is a suggestion, not a verdict. Fields land as drafts, someone confirms them, and the confirmation is recorded like any other action on the document.
Filed automatically
Compliance / Identity documents
passportidentityexpires-2029
90 days before 12 Mar 2029 → notify owner
Findable afterwards
passport.pdf2029
Lifecycle
Never discover an expired document too late.
KDB Doc Vault keeps important dates attached to the documents they belong to and helps you act before deadlines become problems.
Renewals & expiries
- Passport24 Nov 2026
- Insurance30 Sept 2026
- Business License05 Sept 2026
- Contract30 Aug 2026
What happens as the date approaches
The owner is notified and a renewal task is opened on the document itself.
The reminder widens to everyone who shares the folder, so it stops being one person’s memory.
A daily reminder, and the document is flagged wherever it appears in the vault.
Push notification to registered devices, alongside the email.
Access follows the policy you set, the document moves to archive, and the audit trail records all of it.
Reminders sent
Contract expires tomorrowjust now
Business License — 7 days left2 h ago
Renewal task assigned — Insuranceyesterday
Notice scheduled — Passportqueued
Stay ahead of your documents
Add a date to any document. KDB Doc Vault carries it from there.
Get startedSecurity
Built for documents you wouldn’t want in the wrong hands.
Every request for a document passes the same six checkpoints, in the same order, every time. Here is what each one actually does.
You won’t find military-grade, bank-level or unbreakable anywhere on this page. None of those are standards. What follows are mechanisms you can check.
User
Who is asking?
A request arrives from a person on a device — nothing is trusted about it yet.
Authentication
Are you who you say you are?
The sign-in is verified and turned into a session with a limited lifetime.
Authorization
Are you allowed to do this, to this document?
The action is checked against the role you hold and the rules on that document.
Tenant isolation
Whose data can you even see?
Your organization’s rows are separated by the database itself, underneath every query the application writes.
Document
What actually comes back?
The file is served from encrypted storage, through a link that expires in minutes.
Audit trail
What was written down?
The action becomes an entry: who, what, when. Entries are appended, never edited.
The rest of it, in plain words
- Tenant isolation
- Every row belongs to one organization, and the database enforces that on every query. Another tenant’s data is not hidden from you — it is unreachable.
- Role-based access
- Owner, admin, member. What a person can do follows the role they hold, not the link somebody forwarded them.
- Encryption
- Documents are encrypted in transit and at rest. Object keys are opaque, so a storage path gives nothing away about what it holds.
- Audit trails
- Every action that changes a document adds an entry. Entries are appended — the application offers no way to edit or remove one.
- Secure sharing
- A link carries its own rules: an expiry date, a view limit, an optional password. It can be revoked, and revoking it is immediate.
- Version integrity
- A new version never overwrites the old one. Each is stored separately and stays retrievable, so “the current one” is a fact rather than a convention.
- Access controls
- View, download, share and delete are granted separately, per document and per folder — not bundled into one permission called “access”.
- Document retention
- A retention rule blocks deletion until it lapses. A legal hold blocks it regardless of the rule, and both are recorded.
Auditability
Know what happened. Not just where the file is.
Every important document action can become part of a traceable history — attached to the document, kept for as long as the document is.
Audit trail
Why organizations ask for this
When there is a disagreement
Who approved it, on which version, and at what time stops being someone’s recollection. It is a record with a timestamp next to it.
When you are audited
Export the history of a document, a folder, or a date range. Nobody has to reconstruct a year from memory and an inbox.
When someone leaves
The trail belongs to the document, not to the person who handled it. A handover does not depend on what was in one mailbox.
Workflow
Documents can move work forward.
Documents can participate in structured workflows instead of living separately from business processes — the approval happens on the document, not in a thread about the document.
Upload
01The document arrives in the vault and the process starts from it, not from an email about it.
Review
02Comments and mentions sit on the document itself, so the discussion stays where the file is.
Approval
03Named approvers, in order. Each decision is recorded with who made it and when.
Signature
04Once approved, the document can be sent for signature without leaving the vault.
Archive
05When the process closes, the document is filed and held under its retention rule.
New supplier contract
Finance
Marie Ndongo
12 Aug · 09:20
Budget line confirmed for the 2026 term.
Legal
Aïcha Bello
13 Aug · 14:02
Returned once for changes to the notice period — resubmitted as v2 and approved at 16:41.
Management
Paul Ekani
waiting since 14 Aug · 08:05
Last approval before the document goes out for signature.
Approved
All three approvals recorded · sent for signature to Groupe Sicam
The states a document can be in
Sitting with a named person, not with “the team”. It appears in their queue and in the document’s own status.
A decision recorded against a specific version, so approving v1 never silently approves v2.
Sent back with a reason. The document stays in place, the reason stays with it, and the next version resumes from there.
Out for signature, with each signer’s status visible. Nothing has to be downloaded and re-uploaded.
Every step closed. The document moves to its destination folder and its retention clock starts.
Who it’s for
One vault, at the size you need it.
The same documents, the same rules, the same trail — whether it holds your passport or every contract a department has signed.
Your personal vault
Keep the documents you cannot afford to lose organized and easy to find.
- National ID cardexpires 2031
- Birth certificateno expiry
- Health insuranceexpires in 32 days
- Apartment leasev2 · signed
- Vehicle registrationexpires 2027
Your team’s workspace
Give your team one place to collaborate around important documents.
Contracts / 2026MNPEAB+2
v3Kribi site — project brief2 comments
v2Supplier agreementawaiting Paul
v1Rate card — Q3shared with Legal
Document infrastructure for your organization
Build a controlled document environment around the way your organization works.
DepartmentKeepAccessFinance10 yEditorLegal10 yEditorHR5 yRestrictedOperations3 yEditor
Audit exportApproval workflowsCompliance holdsRetention clocks
Proof
The people already doing this.
Documents that matter, kept by people who would notice if they went missing.
placeholder
Logos and quotes below are slots, not content. Fill them in proof.ts and set PLACEHOLDER to false.
Used by teams at
Replace with a sentence about what was hard before — the specific thing that went wrong, not “we were disorganized”.
Replace with a sentence about what changed, carrying one concrete detail: a deadline, a document, a week that went differently.
Replace with a sentence somebody would actually say out loud. Cut anything that reads like a press release.
Pricing
Plans designed to grow with your document needs.
The tiers are settled. The numbers are not — we would rather leave them blank than put up a figure we intend to change.
Personal
For one person looking after their own documents.
Coming soon
- Your own vault, reachable from any device
- Version history on every document
- Expiry dates, with reminders before they arrive
- Secure links with an expiry and a password
- Text read on upload, so documents are searchable
Teams
For a small group working from the same documents.
Coming soon
Everything in Personal, plus:
- Shared folders, with roles that decide who can do what
- Comments and mentions, kept on the document
- Approval requests
- Signature requests
- Activity everyone on the team can see
Business
For a company with real processes around its documents.
Coming soon
Everything in Teams, plus:
- Multi-step approval workflows
- Retention rules and legal holds
- Document templates
- Import from Google Drive, OneDrive and Dropbox
- API keys and webhooks for your own systems
- Data rooms for a deal or an audit
Enterprise
For an organization that needs the whole estate governed.
Talk to us
Everything in Business, plus:
- Organization-wide management, department by department
- Advanced permissions, down to a single document
- Workflows modelled on how your organization already approves things
- Auditability — export the trail for a document, a folder or a period
- Integrations with the systems your documents already come from
- Direct support, and help planning the move
On every plan, whatever the price turns out to be
- Encrypted in transit and at rest
- Your organization’s data isolated from every other
- A full audit trail
- Every version kept
Stop managing documents. Start managing what they mean.
KDB Doc Vault gives your documents a secure home, a history, and a purpose.