Who this is for
Founders and ops leads choosing where incorporation and KYC files will live for the next five years.
The short answer
A vault is trustworthy when you can answer: who can see what, which version was signed, and how you leave with your files. Pretty folders are not enough.
Minimum requirements
| Need | Why |
|---|---|
| Access control | Least privilege for founders, staff, and external advisors |
| Version history | Know which articles or resolution was filed |
| Audit log | Who uploaded, downloaded, approved |
| Encryption in transit and at rest | Baseline for personal and corporate data |
| Export | Full pack out in open formats when you switch tools |
| Retention policy | What is deleted and when |
KYC-specific discipline
- Identity documents with expiry tracking
- Separate "source of funds" evidence from marketing PDFs
- Consistent names across passport, register, and bank forms
- No WhatsApp-only storage of passports
Red flags
- "We email everything to the local agent" as the only process
- No way to revoke an advisor's access
- Tools that cannot export the full corporate record
- Claims of military-grade security with no practice description
How this supports bank and register work
Banks and registers care about consistency and completeness. A vault that preserves versions and who approved them reduces resubmission loops.
FORMVIA approach
Document vault plus matter-scoped sharing and human review checkpoints. GDPR-oriented handling. Full production controller details appear in the legal pages at launch.
Disclaimer
Security overview for operators. Not a certification claim or legal advice.