Mauk Family Systems · Member documents
My Vault
User Guide, Benefits & Privacy Policy
A private place for members to store digital copies of important documents, organize their records and share selected files with people they choose. My Vault complements—not replaces—your original documents and independent backups.
Benefits at a glance
Private document storage
Keep your personal documents in your own authenticated member Vault, separate from other members’ files.
Certificate preservation
Store digital copies of certificates, qualifications and other important records in one place.
Organized records
Use folders, document types, categories, dates and tags to keep documents easy to find.
Access your copies
Preview supported images and PDFs, or download your documents when you need them.
Controlled sharing
Create time-limited links with optional passwords and a choice of viewing or downloading, where enabled.
Useful document details
Record issuing organizations, document numbers and expiry dates, and review expiry notices and activity.
How to use My Vault
Sign in
Log in to your Mauk Family Systems account and open My Vault from the member menu. If access is unavailable, contact support.
Choose your documents
Select Upload Document, then browse for files or drag them into the upload window. Choosing a file does not finish the upload.
Complete the upload
Choose a document type and enter a document or certificate name. Add a category, issuing organization, document number, issue and expiry dates, description, tags or notes if useful. Choose a folder if needed, then press Upload and check that the document appears.
Create folders
Select New Folder and enter a name. Use a document’s Move action to place it in a folder or return it to Unfiled. Deleting a folder keeps its documents and moves them to Unfiled.
Find a document
Search by name, Document ID, type, organization or tags. Narrow the list with a folder or document-type filter and change the sort order as needed.
View or download
Use View to preview PDFs and supported images. For other formats, download the file and open it in a suitable application. Use Download to keep a local copy.
Share deliberately
Select Share, choose an expiry and access type, and add a strong password if desired or required. Enter the recipient’s details for branded email delivery, or create the link and use Copy or the Share via dropdown. Send any password separately.
Review and revoke links
Open Active Shares to review your links and select Revoke when access is no longer needed. Expired or revoked links cannot authorize new access; copies already saved by a recipient cannot be recalled.
Manage stored files
Use Edit to update document details. Move unwanted files to Recycle Bin, restore them while available, or choose Delete permanently. Review Activity for recent recorded Vault actions.
Privacy & security
Signing in is required to manage your Vault. Access rules restrict member document records and stored files to their owner. A recipient can access a selected document through a valid share link, subject to its expiry, password and access settings.
Storage and support administrators have role-limited management or support information; their Vault tools do not grant access to member file contents, storage paths, share tokens or password hashes.
Files are held in private storage rather than a public document directory. Access uses short-lived signed file URLs, and shared-link passwords are stored as hashes rather than readable passwords. The hosted site uses HTTPS for connections.
My Vault does not provide member-controlled end-to-end encryption or an encrypted-file lockbox. This guide does not certify a particular encryption-at-rest configuration. Automated malware scanning is not implemented; only upload files you trust. No online service can guarantee complete protection against every threat.
Document management & limits
File formats, maximum upload size, storage quotas, Recycle Bin retention and sharing limits are administrator-configured. Sign in to see current settings here; the Upload window shows accepted formats and file-size limits, and My Vault shows your storage allocation. Do not assume another member has the same quota.
Supported document formats can include PDF, Word, Excel, PowerPoint and common images, subject to the current allowed list. PDF and supported images have in-app previews; other formats are downloaded to open externally.
Each uploaded record receives an automatic Document ID, such as DOC4827. IDs are not editable or reused. An ID is a reference, not proof that a document is authentic. Recycled files still count towards storage until permanently removed.
Member responsibilities
- Protect your login credentials, use strong passwords and sign out on shared devices.
- Verify the recipient and the selected document before sharing. Send share passwords through a separate trusted channel.
- Upload only documents you own or are authorized to store and share. Do not upload unlawful material or unnecessary sensitive information.
- Keep records accurate, remove unneeded files and review active links regularly.
- Keep original documents and independent backups of important digital copies.
Use of My Vault is also subject to the platform’s Terms of Use and Privacy Policy.
Data retention & deletion
Moving a file to Recycle Bin removes it from your active documents and revokes its share links. You can restore it while it remains in the bin; restoring the document does not reactivate revoked links.
After the configured retention period, recycled documents become eligible for cleanup when you open My Vault. Cleanup is not guaranteed to occur at the exact end of that period. You can also select Delete permanently earlier to remove the stored file and its document record.
My Vault has no member-facing recovery tool after permanent deletion, no version history and no promised backup-restoration service. This guide does not promise a backup schedule or immediate erasure from infrastructure backups. Activity records may remain after a file is removed.
For account closure or a personal-data deletion request, contact the platform administrators through the contact page. Do not assume account closure automatically removes every stored file or record. Download the copies you need and ask support to confirm the applicable deletion process.
Limitations & disclaimer
Keep an independent backup of every critical document.
My Vault is a convenient document-management service, not a guaranteed permanent archive. Uninterrupted availability, indefinite retention, recovery after loss and legal validity of uploaded copies are not guaranteed. Expiry notices and emails are reminders only; you remain responsible for tracking document validity and renewals.
Need help?
Use the existing official contact page for upload issues, access problems, privacy concerns or deletion requests. Describe the problem and include a Document ID if helpful—never send your password or a sensitive document in an initial support message.
Contact support