Annex OrbisOffice · Vault
Seal a folder. Name who holds the keys.
Vault is two things: sealed folders for the files only a few people should open, and the way ANNEX ORBIS keeps each company’s data apart and encrypted at rest. This page says what each one protects against, and what it doesn’t.
Illustration · fictional names and data
Where it works
Sealed on the web. The lock shows everywhere.
Encryption at rest and the wall between companies run on our servers, so they cover every way you sign in. Sealing a folder and handing out keys happen in the web app.
Sealed folders, surface by surface
- WebIn testingSeal a new folder, name who holds its keys, and grant a key later from the folder’s panel.
- TabletIn testingSealed files show a lock and no preview. A key holder can open one in another app.
- MobileIn testingThe same lock and sealed note as the tablet. Sealing and keys stay in a computer or tablet browser.
The tablet and mobile apps are test builds on company devices, not in any store.
Sealed folders
Decide who can open it before anything goes in.
A sealed folder is for the files only a few people should ever open: drug and alcohol test results, accident and claim files, payroll exports.
Key holdersIn testing
Its files are encrypted to the people you name.
Tick “Seal this folder” when you make it, and choose who holds a key. Its files are encrypted to those people and to your company’s legal-hold key. Others who can see the folder see file names, not what’s inside, unless a legal hold covers the file.
- Grant a key later from the folder’s panel.
- Keys are taken back when someone leaves the company.
- HAL and automations can’t be given a key.
- Every key given or taken back is written to a chained log.
In testingSomeone given a key later can’t open files sealed before they were added. Name everyone who needs it when you seal the folder.
In testingA sealed folder and its key holdersIllustration · fictional names and data
The trade
Fewer conveniences, fewer ways in.
Sealing takes a folder out of everything Files does on its own. That’s the point.
What sealing gives upIn testing
Out of search, previews, links and HAL.
Files can’t read inside a sealed folder, so it can’t draw a preview, find words in it, share it by link or hand it to HAL. A key holder still opens it: on the web by saving a copy, in the apps with Open in another app.
- No thumbnails, no page previews and no snippets in search.
- No share links. Share with people instead.
- Files can’t be moved or copied in or out. Upload them straight into the folder.
- File names stay visible to anyone who can see the folder.
In testingA sealed file on the web and in the mobile appIllustration · fictional names and data
Who can open what
Protected from whom, in plain words.
Sealed folders keep files from people inside your company who weren’t given a key. They aren’t a wall against the platform: our servers derive every key, and a legal hold opens them.
- Can open
- Depends on their role or link
- Can’t open
- The platform can open
| Who | Ordinary folderAvailable | Sealed folderIn testing | Sealed, under a legal holdIn testing |
|---|---|---|---|
| Key holders you namedSofia Marin and Rosa Delgado | By their role | Can open | Can open |
| Colleagues with a role on the folderDaniel Cruz, dispatcher | By their role | Sees names, can’t open | Can open while the hold lasts |
| Colleagues with no role thereMarcus Reyes, driver | Can’t see it | Can’t see it | Can’t see it |
| HAL and automationsEach works within the access it’s given | What its access allows | Doesn’t read sealed files | Doesn’t read sealed files |
| Someone with a share linkA broker or an auditor | What the link allows | Can’t be linked | Can’t be linked |
| Other companies on ANNEX ORBISMesa Ridge Logistics | Can’t see it | Can’t see it | Can’t see it |
| ANNEX ORBIS serversThe platform itself | Can open | Can open: the server derives every key | Can open |
“Under a legal hold” means a hold on that file, or one across the whole company. Encryption at rest protects a stolen disk or storage bucket; our servers decrypt files to show them to the people allowed to see them.
Legal holds and retention
A hold keeps the evidence. It also opens the seal.
When a claim or a lawsuit starts, a hold stops anything it covers from being deleted. Holds, retention and the trash live in Files.
HoldsIn testing
Nothing under a hold can be deleted, by anyone.
Put a legal hold on a file, and that file and every version of it stay, whatever anyone does and whatever retention says, until the hold is released. While a hold covers a sealed file, your company’s escrow key opens it for anyone with access to its folder. A hold across the whole company does that to every sealed file. The seal returns when the hold is released.
- Retention rules keep a set number of versions, a set number of days, or everything forever. A labelled version is exempt.
- The trash keeps items for 30 days. Signed agreements, documents filed by Accounting and anything on hold stay.
- Each hold records why it’s on and who set it.
In testingA sealed file under a legal hold, and the company’s retention ruleIllustration · fictional names and data
Your company’s data
Kept apart from every other company.
This part isn’t in testing. It’s how the platform is built, and it covers every app and every way you sign in.
Each company kept apartAvailable
The database returns only your company’s rows.
Every row of company data carries the company it belongs to, and the database enforces that on every table that holds it. Each request carries a signed pass naming the company, the person and the apps they may use, and every service checks it.
Encrypted at rest, or not kept at all
- AvailableFiles
Each file is encrypted before it’s stored (AES-256-GCM), on top of the storage provider’s own encryption.
- AvailableMail
Message bodies and attachments are stored encrypted.
- AvailableDatabases
Every company database sits on an encrypted disk, and the backups are encrypted too.
- AvailableDriver licence numbers
Sealed in their own field, never kept in plain text, and never entered through HAL.
- AvailableBank connections
No bank login and no full account or routing number are kept. The connection’s access token is sealed.
Encryption at rest protects a stolen disk or storage bucket. Our servers decrypt your files to show them to you, so it isn’t a wall against the platform.
Sign-in
Each person signs in as themselves.
Every person has a sign-in of their own, by emailed code or passkey, and their role decides what they can open.
Passkeys for ownersAvailable
Owners sign in with a passkey.
An owner adds a passkey before they can keep working. Sensitive steps, like connecting a bank, ask for it again. A passkey uses your fingerprint, face, PIN or screen lock. It resists phishing and can’t be reused on another site.
- Each person’s role decides which apps, inboxes, folders and books they open.
- Change a role in one place when a job changes.
- See who changed what in the activity log.
AvailableThe owner passkey step and the passkeys listIllustration · fictional names and data
Status, plainly
What’s ready, what’s in testing, what’s coming.
Available is live in production. In testing is built and running, not yet proven with customers. Coming is planned or partly built.
Sealed folders
- Seal a new folder and name who holds its keysIn testing
- Grant a key later; keys taken back when someone leavesIn testing
- Sealed files kept out of search, previews, links and HALIn testing
- Opening a sealed file as a key holder in the tablet and mobile appsIn testing
Holds and retention
- Legal holds on a fileIn testing
- Retention rules: versions, days or foreverIn testing
- Trash for 30 days; signed, filed and held items stayIn testing
Your company’s data
- Each company’s data kept apart, enforced by the databaseAvailable
- Files and mail encrypted at restAvailable
- Encrypted database disk and backupsAvailable
- Driver licence numbers sealedAvailable
- A separate key for each company, held by the platform’s key serviceComing
- Secure Mail, for messages that need more than encryption at restComing
Sign-in and access
- Personal sign-in by emailed code or passkeyAvailable
- Owners sign in with a passkeyAvailable
- Roles that decide who opens which apps, inboxes, folders and booksAvailable
Not offered
- A password manager for shared logins
- Keys only your company holds
- Files the platform itself can’t open
FAQ
Questions about Vault
Can ANNEX ORBIS open a sealed folder?
Yes. Our servers derive every key, including your company’s escrow key. A sealed folder keeps files from people inside your company who weren’t given a key. It isn’t a wall against the platform, and ANNEX ORBIS doesn’t offer files that no provider can open.
What happens to a sealed folder during a legal hold?
The hold opens it. While a hold covers a sealed file (a hold on that file, or one across the whole company), your company’s escrow key opens it for anyone with access to its folder. When the hold is released, only key holders can open it again. Sealed folders are in testing.
If I add a key holder later, can they open everything?
Not today. Someone given a key after files were sealed can’t open those earlier files. Name everyone who needs access when you seal the folder.
Can I seal a folder we already use?
Not in the app today. You seal a folder when you make it, then upload into it. Files elsewhere can’t be moved or copied into a sealed folder.
Is Vault a password manager?
No. Vault doesn’t store shared logins, portal passwords or API keys, and ANNEX ORBIS doesn’t offer a password manager.
Do you hold a security certification?
Not today. ANNEX ORBIS holds no third-party security certification or audit report, so this page claims none. It says what’s built, what each part protects against, and its status.
Keep exploring
The rest of the office suite
- PhoneYour business line in the browser: place and answer calls, with a call log for the office.
- EmailCompany mailboxes and shared inboxes like dispatch@, with per-person access.
- TextsTexts from the company number, with consent and quiet hours checked before every send.
- MeetingsMeetings in the browser on a computer or tablet, with the host admitting each person.
- ChatChannels for the office and the field, with guest links when you need them.
- FilesOne shared drive for rate cons, permits and contracts, with folders and sharing roles.
- E-signatureSend it, sign it and keep a tamper-evident record, with signing order, reminders and Verified ID.
- AccountingA bank feed, a review queue, the ledger and core reports on the same sign-in.
- CRMOne record per customer, with the customer’s email filed onto it.
- WorkOne queue for everything that needs a person, with an owner on each card.
- PeopleHiring, credentials, time clock and leave for the whole team.
Decide who opens what, before it matters.
Tell us which files only a few people should see. We’ll walk through roles and sealed folders with you, and show you who can open what.
Talk to us