NOTEVAULT™

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, etc.,

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 entirely.

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.

Comment Notifications

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 that note.

NoteVault AlertMe! - Incident Reporting

Currently, 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 change unintentionally.

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.

AlertMe!^™ 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 NoteVault).

Exporting Data

Data can be exported directly into Excel, or NoteVault partners who can provide Integration into most project management software. Please contact us for more information.

Storage And Security

NoteVault 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 service.

Website Hosting

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 technical support.

Firewalls

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 control panel.

Customer Data

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

Telephony Access

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 technology.
• 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 Security

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.

Audio Records

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 primary reference.

These audio notes cannot be tampered with in any way for any purpose, however, if a note is deleted, the audio is deleted as well.

It may be possible for NoteVault to recover a note within six months of being deleted by a subscriber.