In today’s complex and fast-paced world, securely storing and organizing your essential documents is critical for peace of mind and preparedness. Whether it’s a Will, Power of Attorney, or Medical Directive, having these documents in a centralized, digital vault ensures that they’re easily accessible when needed—by you or trusted individuals. This guide will walk you through how to use our platform to upload, categorize, and secure your most critical documents.
Why create a digital vault?
Organization: Keep essential documents organized and easily accessible, reducing the stress of searching through physical files.
Security: Protect sensitive information with bank-grade encryption and access restrictions.
Accessibility: Ensure that trusted individuals can access critical documents in emergencies or planned transitions, such as during incapacity or estate execution.
Peace of mind: Knowing your documents are safe and shareable with the right people offers priceless confidence.
How to upload essential documents securely
Uploading documents to your digital vault is simple and secure. Follow these steps to get started:
Navigate to Estate Documents in Olomon:
Log into your account and select Estate > Documents
Click on the “Add” Button
Select a Document Type:
Last Will & Testament: can be an individual or joint will
Medical Directive: For example: Living wills, DNR orders
Power of Attorney: For example: General, Durable, Limited, Health Care Powers of Attorney, etc.
Other Documents: Anything else you’d like to keep safe such as: passports, birth certificates, death certificates
Select Files for Upload:
Browse your device to select the file(s) you want to upload. Several different file types are supported including images, documents, and spreadsheets.
There is a maximum file size of 20mb.
Complete the Upload:
Once uploaded, the document will be encrypted and stored securely in your vault. A success notification will confirm the process.
What types of files can be stored in the digital vault?
Our platform supports a variety of file formats to ensure compatibility with all your essential documents:
Document Files: PDF, DOC/DOCX, TXT
Image Files: JPG, PNG, HEIC, TIFF, (useful for scanned documents)
Spreadsheets: XLS/XLSX (for financial records)
Other Formats: ZIP files
Ensure the documents are legible and high-resolution (if scanned) to avoid issues during future use.
How to ensure your documents are safe
Security is a top priority when dealing with sensitive documents. Our platform employs multiple layers of protection to keep your files safe and accessible only to authorized individuals.
Treat your Olomon account like you would your online bank account: keep your authentication credentials secure.
Everyone in your Olomon account has access to ViewOnly invite people to your Olomon account that you trust, for example, family and trusted advisors.
Your documents are protected with:
1. Data Encryption
All uploaded files are encrypted during transfer (using SSL encryption) and while stored (using AES-256 encryption), ensuring that your data is protected against unauthorized access.
2. Secure Authentication
Access to your digital vault requires secure login credentials.
3. Redundancy and Backup
Your documents are stored in secure, redundant servers to protect against data loss. Automated backups ensure no document is accidentally lost.
Sharing and managing access to your estate documents
In order to ensure that your loved ones and trusted advisors have access to your essential estate documents when most needed, invite them as users to your Olomon account.
Click on your avatar in the upper right hand corner and select Team
Click on the Invite button:
Fill out the form (you’ll need to know their email address)
Manually send them the Team Code offline
For enhanced security, in order for someone to join your Olomon team (and therefore access your Olomon account, they need 2 things:
The invitation sent to their email by you via Olomon
The Team Code you provide to them offline (via phone call, text, in person)
The Team Code is generated by Olomon and is visible in the Team page of your Olomon account.
This guards against the possibility of someone you don’t know intercepting your invite email and then accessing your account. For example, what if you mistype their email address?
Revoke Access Anytime:
If circumstances change, you can easily revoke or modify access permissions for any individual.
FAQs
How do I know my documents are secure?
Our platform uses state-of-the-art encryption and security protocols to ensure your files are protected.
Your files are encrypted at rest and can only be encrypted with your Olomon login. That means even our trusted internal team members do not have access to your estate documents.
What types of files can I store?
You can store documents in PDF, DOC/DOCX, JPG, PNG, XLS/XLSX, and other formats. The vault is compatible with most common file types for legal, medical, and financial records.
Can I access my documents from any device?
Yes! The vault is accessible via our secure web and mobile browsers. All data transfers are encrypted to ensure safety on the go.
Can I update a document without creating a duplicate?
Yes. Select “Edit” from the document’s menu in order to upload an updated version while retaining the original’s categorization and meta data (notes, contacts, etc).
Start securing your documents today
Your essential documents deserve the highest level of care and protection. With our digital vault, you can securely store, organize, and share critical files with confidence. Whether it’s a legal form or an emergency medical directive, our platform ensures your documents are safe, accessible, and always ready when you need them.
Take the first step by uploading your documents today. If you have any questions or need assistance, our support team is ready to help!