Vault overview
The Vault is permanent, tamper-proof storage for completed Realms. When a Realm is done, you vault it — and its documents, signatures, compliance state, and full history are preserved, unchangeable, for as long as your retention policy requires.
Think of it as the locked filing cabinet for closed transactions: once a Realm is in the Vault, it's a sealed record you can always go back to.
What the Vault is for
- Long-term archival — closed Realms don't clutter your active pipeline, but everything stays accessible.
- A trustworthy record — documents are copied into locked storage with integrity checks, so a vaulted Realm can't be quietly altered.
- Compliance and audit readiness — if anyone ever needs to ask "what happened on that Realm," the answer is preserved exactly as it was.
- Retention — each record is kept for its full retention period (standard, extended, or permanent, depending on policy).
When a Realm is ready to vault
A Realm becomes ready once it has closed and cleared broker review. Ready Realms appear under Ready to Vault on the Vault page, waiting for a person to acknowledge each one into permanent storage. A Realm that's missing required documents, signatures, a closing date, or broker approval won't be ready yet — Realm tells you exactly what's outstanding.
Vaulting is deliberate and one-way. A human seals each Realm; it isn't automatic, and it can't be undone. That's by design — the whole point is a record that can't be changed after the fact.
The Vault page
Open Vault from the dashboard. It has two parts:
- Ready to Vault — closed, review-cleared Realms not yet vaulted. Brokers seal them; agents get a read-only view (vaulting is broker work).
- All Records — your permanent archive, searchable by address, client, agent, MLS number, or vault number, and filterable by year. Each record shows its compliance status, document count, integrity status, retention date, and any legal hold.
There are also Certifications and Vault Health views for the proof-and-integrity side of the archive — see Integrity, certifications & Vault health.
Reminders to vault
Realm nudges your brokerage when a Realm has cleared review but hasn't been vaulted yet, so finished Realms don't sit forgotten. The reminder is ambient — a quiet prompt, not a blocker.