Reading, downloads and closing a Vault

See what was read

The Reading panel in a Vault adds up the page events the viewer records: which guests opened which documents, how many pages they reached, and how long they spent on each page. Time on a page is counted until the reader moves on, and any single stretch counts for at most twenty minutes, so a tab left open over lunch does not look like close study.

Every page event is chained to the one before it by a hash, and the panel says whether that chain still links end to end. The same record goes into the evidence export and, at closing, into the archive.

• Blocked print and download attempts are counted beside the reading.
• The panel is visible to the room's managers only.

Let a document expire

Any document can be given its own expiry date and time. From that moment guests no longer see it, while it stays in the room for your team. The time is picked in your own time zone and stored as an exact instant, so a deadline set in Belgrade ends at the same moment for a guest in New York.

Download the room as a ZIP

Managers can prepare the whole room, or a single folder, as one ZIP. It is built on the server, so a large room can take a few minutes; the panel shows it while it is being prepared and you are notified when it is ready. A ready download is kept for 24 hours.

Every file keeps its room number in its name, and INDEX.csv lists each document with its number, path, size and the SHA-256 of the bytes written. Revoked documents are left out.

A guest whose group may download gets a Download all button with exactly the documents their own download button would give them, and nothing more.

• One ZIP holds up to 100 GB or 5,000 documents. Choose a folder for anything larger.
• If a document is revoked, replaced or redacted after the ZIP was prepared, the ZIP stops being downloadable and you prepare a new one.

Close the room when the deal is done

Closing is permanent. You choose how long the archive stays locked - 1, 3, 7 or 10 years - and whether guests keep access for 7 or 30 more days or lose it at once, type the room name, and confirm your password.

From that moment nothing in the room can change: documents, folders, groups, invitations, policy and questions are all frozen, so the record describes exactly what the room held. The documents, the Q&A with its published answers, NDA acceptances, identity checks, groups and the reading record are then sealed into one ZIP with Record/evidence.json and a readable Record/REPORT.pdf.

The archive is stored with a compliance lock until the date you chose. Not you, not FileMentra, and not anyone with access to the storage account can delete it or shorten the lock before then. You are notified when it is sealed and can download it from the Closing panel.

1. 1

   Open the Vault and find the Closing panel.

2. 2

   Choose the retention period and guest access, and tick the acknowledgement.

3. 3

   Type the room name and confirm your password.

4. 4

   Download the archive once it shows as sealed.

Prove an archive is unchanged

FileMentra records the SHA-256 of every sealed archive and of every document inside it. Anyone holding the archive, or a single document taken out of it, can open the Verify an archive page and choose the file. The fingerprint is calculated in their browser and only the hash is sent; the answer says when the archive was sealed and how long it is locked, and never names the room or the workspace.