Document Vault
The Document Vault is your secure, intelligent repository for all research documents. Store, organize, and access PDFs, manuscripts, protocols, and supplementary materials with powerful search and AI capabilities.
Overview
Research generates massive amounts of documentation. The Document Vault keeps everything organized, accessible, and searchable while maintaining security and compliance.
| Feature | Description |
|---|---|
| Secure Storage | Encrypted, backed-up document storage |
| Intelligent Organization | AI-powered categorization and tagging |
| Full-Text Search | Find any document by content |
| Version Control | Track document changes over time |
Storage Features
Document Types Supported
| Type | Extensions | Features |
|---|---|---|
| PDFs | Full-text extraction, annotation | |
| Word | .doc, .docx | Editing, commenting |
| Excel | .xls, .xlsx | Data preview |
| Images | .jpg, .png, .tiff | OCR for scanned docs |
| Text | .txt, .md | Direct viewing |
| Archives | .zip | Batch upload |
Upload Methods
Single Upload:
- Click to browse
- Drag and drop
- Paste from clipboard
Batch Upload:
- Multiple file selection
- ZIP archive upload
- Folder import (Enterprise)
Automated Import:
- DOI/PMID fetch
- Database export import
- Reference manager sync
Organization System
Folder Structure
Create logical hierarchies:
📁 Systematic Reviews
📁 Diabetes-Exercise Review 2024
📁 Protocol
📁 Search Results
📁 Included Studies
📁 Excluded Studies
📁 Data Extraction
📁 Analysis
📁 Manuscript
📁 Hypertension Meta-Analysis
...
📁 Reference Library
📁 Templates
📁 Archive
Tagging System
Apply multiple tags to any document:
| Tag Type | Examples |
|---|---|
| Status | Draft, Final, Under Review |
| Type | Protocol, Study PDF, Supplement |
| Phase | Screening, Extraction, Analysis |
| Priority | High, Medium, Low |
| Custom | Your own categories |
AI-Powered Organization
Smart Categorization: Upload documents and the AI automatically suggests tags, folders, and related documents based on content analysis.
Automatic Features:
- Document type detection
- Topic classification
- Related document linking
- Duplicate detection
Search Capabilities
Full-Text Search
Find documents by content:
- Search across all document text
- Filter by document type
- Sort by relevance or date
- Highlight search terms
Advanced Search
| Operator | Example | Function |
|---|---|---|
| AND | diabetes AND exercise | Both terms required |
| OR | RCT OR randomized | Either term |
| NOT | meta-analysis NOT protocol | Exclude term |
| "..." | "random effects" | Exact phrase |
| ***** | cardiovasc* | Wildcard |
Filtered Search
Combine text search with filters:
- Date range
- Document type
- Tags and folders
- Upload source
- Associated review
Document Features
Preview & Viewing
- In-browser PDF viewing
- Text documents rendered
- Image gallery mode
- Spreadsheet preview
Annotation
Add notes without modifying originals:
- Highlight text
- Add comments
- Insert sticky notes
- Draw markups
Version History
Track document evolution:
| Version | Date | User | Changes |
|---|---|---|---|
| v3 | Dec 22 | You | Final revisions |
| v2 | Dec 18 | Dr. Smith | Peer review edits |
| v1 | Dec 10 | You | Initial draft |
Security & Compliance
Access Control
| Level | Capability |
|---|---|
| Private | Only you can access |
| Team | Review team members |
| Organization | All org members |
| Shared Link | Anyone with link (time-limited) |
Audit Trail
Complete activity logging:
- Upload events
- Access records
- Download history
- Modification tracking
Data Protection
- Encrypted at rest and in transit
- Regular automated backups
- Configurable retention policies
- GDPR/HIPAA compliance options
Integration
With Reviews
- Link documents to specific reviews
- Auto-organize by review phase
- Access from study records
- Attach to data extraction
With Reference Managers
Sync with external tools:
- Zotero integration
- Mendeley connection
- EndNote compatibility
- BibTeX import/export
With Other EvidAI Features
| Feature | Integration |
|---|---|
| Library Hub | Shared document pool |
| Study Compare | Pull study PDFs |
| Meeting Transcription | Store recordings |
| Manuscript Writer | Access references |
Best Practices
Organization
- Consistent Naming: Use clear, descriptive filenames
- Logical Folders: Create intuitive hierarchies
- Tag Generously: Multiple tags increase findability
- Regular Cleanup: Archive completed projects
Security
Important: The Document Vault contains sensitive research materials. Follow your institution's data handling policies and use appropriate access controls.
- Limit sharing to necessary parties
- Review access permissions regularly
- Use time-limited share links
- Maintain audit awareness
Efficiency
- Use batch upload for large imports
- Let AI suggest organization
- Create templates for common structures
- Utilize keyboard shortcuts