NoteVault Service Description
NoteVault is an innovative voice-to-text
service designed with the engineering, procurement & construction industry
in mind. By using a combination of database services, transcription and telecom
capability, NoteVault has been developed to dramatically reduce the time taken
to record on-the-job progress while at the same time increase the accuracy of
Any supervisor or senior staff on site who have
a mobile phone (even if only a personal one) can now provide detailed, timely
reporting on their daily responsibilities in the moment by using NoteVault.
Each voice message is time and date stamped
automatically and then optionally transcribed and built into a report.
Posting Notes (using regular phones)
NoteVault assigns a telephone number and
email address for each project which users can call to record a note
that will get transcribed regarding that project. Photos and other files can be
emailed in. Emails can be forwarded in as well.
are able to further simplify the process by creating a phonebook contact on
their phone as a shortcut.
(using smart phones)
smart phone users, NoteVault provides apps for iPhone, iPad,
Android, and Sonim mobile devices which provide
additional functionality such as:
- Notes and photos are
location-stamped with GPS.
- Notes can be recorded with or
without cellular service.
- Text and photos are together as
The NoteVault iPhone app is
available at The iTunes App Store at:
NoteVault Android app is available at:
NoteVault Sonim app is available for download via sonim phones application manager:
Users can call in manpower
information and / or photos can be used to capture handwritten time cards.
NoteVault allows users to list
headcount online by trade, labor classification, individual worker name or by
subcontractor company name. The information is put into tables on the NoteVault
report. Data from previous days can be copied and edited for other days
NoteVault assigns confirmation codes to each note as it is posted.
Confirmation codes can serve as a receipt to the person posting the note,
and a record locator reference in case the person needs to find that specific note in the future.
NoteVault transcribes the voice into text
with human transcribers who physically
transcribe notes from the field. Typically this is facilitated by two levels which ensures a high level of
quality in the resultant reports.
- Level One – Auto
Transcription, turnaround times are (TAT)
generally less than 10 minutes.*
- Level Two - NoteVault Quality
Control Transcribers, complete
by the end of the day in the time zone of a project.
times may vary according to traffic and Internet connectivity.
NoteVault provides translation of spoken Spanish,
Arabic, Hindi, Urdu, and Chinese (Mandarin) into English. Translation may be an
extra charge. There may be grammatical errors with the translated text, therefore users will need to review the text before
Similar to the approach taken in the medical
and legal transcription industry, security is assured by:
- All NoteVault personnel
sign non-disclosure agreements.
- A record of who
transcribed each note is retained in the system.
- Transcribers are limited to cover a certain
- Transcribers are managed daily by NoteVault
management to ensure quality and security.
- Transcribers only have access to the audio file at
the immediate moment of transcription.
provides printable reports with your company logo in
PDF format. View Sample Daily Construction Report (PDF)
Reports can be set
to be emailed out automatically by going to the “project setting page” and
scrolling down Auto Report Settings. Auto reports can be set to go out at a specific time the following day. The title of
the report is user defined.
Automatic Reminders (when
notes are not posted)
A reminder is sent automatically to users who
have not posted any notes by the specified time.. The Day and time the reminder is to be sent
is specified in the Project Settings Page.
Users can opt in or out of receiving
reminders by clicking on Your Info when they are logged in online.
This feature has been received with great
enthusiasm by our customers. The concept is simple and the value is tremendous.
When a note is posted containing any word that you have identified as a
“keyword or phrase" such as - delay, accident, late, back charge, change order,
NoteVault immediately sends an email
notification to all stakeholders that a note has been posted which contains a
keyword or phrase. This occurs within seconds. Current reports are not always
read carefully and this type of critical information might be delayed or missed
Construction industry expert witnesses have
told us and their clients, time and again, that the difference between winning
and losing a dispute is often who has the best documentation. Keyword Notification
can help to resolve issues before they become disputes.
Users can comment on notes online. NoteVault then emails notifications to the
person who posted the original note as well as anyone else who made comments to
NoteVault AlertMe! - Incident Reporting
in the event of an incident, many employees are instructed to make phone calls
to key stakeholders informing them of such. This takes time that could be used
to assist injured persons and attend to the situation. Furthermore, if a person
has to make calls to multiple people, as required in some cases, the story may
Utilize NoteVault's AlertMe!™ - a
feature that, in the event of an incident, allows personnel to call a NoteVault
phone number which generates simultaneous outbound calls to all key
stakeholders and documents the call.
follows up by sending a text message which includes the name and phone number
of the person who reported the accident, the time date of the report, the
address of the incident location, and a unique incident number (assigned by
Data can be exported directly into Excel, or NoteVault
partners who can provide Integration into most project management software. Please contact us for
Storage And Security
stores your data for ten years from the date of posting unless customers delete
the data earlier or the creator of the content is no longer a subscriber.
Security from the perspective of reliability
and protection from unauthorized access is a cornerstone of the NoteVault
NoteVault servers are hosted at 1&1
located in the US. Data centres are comprised of steel-reinforced walls, fire
protection via the combination of an early detection system + FE-25 system +
double-interlock pre-action sprinkler system, backbone routers from two
different vendors, redundant cooling systems and redundant UPS systems in addition to diesel generators
ensure top-of-the-line security so that servers will continue to operate
regardless of external conditions.
1&1 provides 99.9% uptime and 24/7
NoteVault hosting provider 1&1 provides a
Cisco-based hardware firewall externally to protect from any potential known
attacks to servers before any requests are being passed through. It also allows
ability to configure custom firewalls specific to services through a secure
Customer data is encrypted and hosted in the
cloud by Amazon Web Services. Complete
details of security related to Amazon Web Services can be found at: http://aws.amazon.com/security/#overview
In some regions, such as the Middle East,
there are two main issues different to the US and much of the rest of the world.
In some countries SIP or Voice over IP is illegal, and Internet access can be
problematic. To overcome these challenges, NoteVault has
set up a distributed voicemail architecture that uses mobile trunks to receive
a voice mail and then attaches this voicemail to an SMTP service to deliver
securely to the NoteVault database for processing. This equipment is housed in
a data warehouse that has:
- Independent redundant
connections to the Internet,
- Universal Power Supply
independent from the grid to provide power indefinitely, and
- Fast cool fire retardant
- The equipment is housed in a carrier grade
data centre. Access is tightly controlled with 24/7 security. No person (including those authorized to
enter the facility) is allowed access without an escort at all times.
Subscriber Log on
Each subscriber is provided a unique log on
and password which can only be changed by the subscriber themselves
or NoteVault customer services based on a request from the customer.
Time Stamping Of Notes
All notes received by NoteVault are third
party time stamped. This time stamp is intrinsic to the integrity of the
service when it comes to subsequent discussions between NoteVault customers and
third parties. The time is taken from GMT and is then
adjusted for appropriate time zones for display purposes. It is not possible for any subscriber to
change the time stamp associated with a note previously delivered to NoteVault.
The only extent to which a time can be interfered with in a note is to delete
that note all together.
To avoid confusion, it is not possible for a
subscriber, or any party to tamper with a time stamp on a note for any purpose
what so ever.
All audio records are transcribed into the
best possible text that is achievable by our transcription staff. The audio
itself is saved for as long as a customer is an active customer of NoteVault. If
evidence needs to be presented in a dispute process, the audio can be the
These audio notes cannot be tampered with in
any way for any purpose, however, if a note is deleted, the audio is deleted as
It may be possible for NoteVault to recover a
note within six months of being deleted by a subscriber.