Found cheaper? We match it — see conditions. Incorporation and secretary transfer also carry a 30-day money-back guarantee.
You've reorganised that folder three times. It still doesn't help. A folder doesn't know what a director is — that was always the actual problem.
Every signed agreement, licence and filing — findable by who it's about, not by what it's called.
4
things tagged onto every document automatically — who it's about, what kind it is, which record, and any date that matters
What actually makes a document findable again
Four things, or it's just a file
PARTY
Who it's actually about
The contact, company or director the document concerns — not just whoever happened to upload it.
TYPE
What kind of document it is
An NDA, a licence, a filed return, a signed agreement — found by kind, not only by whatever it was named.
RECORD
Which record it belongs to
The deal, the company or the project it was signed for — the same place you'd already go looking for anything else about it.
DATE
Any date that matters
Signed, expires, renews — read once when the document is filed, not tracked separately in a second list.
+ a document with all four is found by searching what it's about, not by remembering where it was put
+ a document missing any one of them is just a file again, however neatly it's stored
What one search turns into
A signed document gets opened once, by whoever filed it. Every time after that, someone else has to find it themselves:
None of those messages shows up on any invoice. They just take slightly longer to answer than anyone assumes — and the document that gets asked for again is never the one anybody was still thinking about.
Storing it doesn't decide who has to keep it
A vault makes a document easy to find. It doesn't change whose job it was to keep that record in the first place, or for how long — that duty sits with the company and its directors, filed neatly or not.
Malaysian company law generally requires certain company records to be retained for a minimum period, regardless of where or how they are stored — storing a document well makes that duty practical to meet, it does not replace it. The exact retention periods and provisions per document type are being confirmed with legal before this page cites specifics.
The one question that decides this
Anyone can build a folder structure. Almost nothing knows, on its own, that a document is about a specific person, company or deal.
What a file actually means, once the name is forgotten
A shared drive genuinely does the basics well, and both of these are fine on their own:
What keeping documents findable by hand actually takes
This is what filing a document well requires when you do it yourself, and what disappears once it's tagged to the record it's about the moment it's created:
What it costs to file another one
RM 0
to store, tag and keep another document once it's in the vault — whichever plan you're on, this is never billed as a separate add-on.
The one thing that decides whether it's findable again
Nothing about the document itself changes at that line. What changes is whether the account can answer ‘who is this about’ without being told, every time it's asked.
What a shared drive is honestly better at
What they do well
A dedicated shared drive or file-storage tool is often cheaper, and sometimes faster, at raw storage than we are — genuinely, if all you need is somewhere to put files, that's a fair trade to make.
What their shape can't reach
It has no concept of a director, a contact, a company or a deal — only files and folders. It can hold a document. It can't tell you, on its own, who that document is about.
That's the actual gap, and it was never storage. It's knowing what the thing being stored is about.
What this is actually doing for you depends on how much you're filing
It's included either way. What it changes for you scales with how many documents, and how many records, are actually in play:
| Company profile | What the vault is doing for you |
|---|---|
| New company, a handful of founding documents | Everything from incorporation onward lands in one place from day one — nothing to reorganise later. |
| Active company signing contracts, NDAs and licences regularly | Every document tagged to the contact, company or deal it's about — searchable by any of them, not by folder memory. |
| Group structure, or approaching an audit or due diligence | Every entity's documents pulled by record, not chased folder by folder across however many companies are involved. |
It's on every plan regardless of which row you're in — the difference is only how much work it's actually saving you.
Price
Included in every plan
Not sold separately, and there's no tier that removes it.
What it doesn't do
File, draft or review documents on your own
The vault stores and tags what's uploaded or signed through OCTIS — the drafting and filing itself is the rest of the Legal pillar's job, not this feature's.
History that predates OCTIS
Not migrated automatically
Older documents can be uploaded and tagged in — that first pass is real work, and nobody has done it for you yet.
No lock-in
Cancel any month
Same terms as the plan it rides on — there's no separate vault subscription to cancel.
Not covered
- The vault can only hold what actually gets put into it. Documents signed or filed through
are tagged automatically; anything older has to be uploaded and tagged in by someone — that first pass through your document history is real work, not a one-click import. - If all you actually need is somewhere to put files, a plain file-storage service is cheaper and does that job well. This earns its keep once documents need to be found by who or what they're about, not just by filename — for pure storage, use the cheaper option.
- It stores and organises documents. It doesn't replace the licensed work of drafting, reviewing or filing them — that's the rest of the Legal pillar, not this feature.
How long are businesses required to keep company records like contracts and filings?
Malaysian company law generally requires certain company records to be retained for a minimum period, regardless of how or where they're stored — storing them well makes that duty practical to meet, but doesn't replace it. 's document vault keeps every signed agreement, licence and filing in one place, tagged automatically, included on every plan at no extra cost.
Can AI automatically tag and organise business documents by who they're about?
Yes, this is a growing capability in document-management tools — AI can typically read a document and tag it by party, type and date without someone manually filing it, though it doesn't decide whether a clause is fair, and it doesn't draft, review or file documents on its own. 's vault tags documents this way automatically; the actual drafting, review and filing of legal documents is a separate part of the Legal pillar, not something the vault itself does.
What's the difference between a shared drive and a document system that tags files by who they're about?
A shared drive stores and organises files by folder name and can be searched by filename or date, which works fine for simple storage — but it has no concept of a contact, company or deal, so a file only means what its folder name says. A system that tags documents to the actual record they concern surfaces them wherever that record is looked up, independent of what anyone named the file — which is how 's vault differs from plain file storage.
Do historical business contracts get automatically imported when switching to a new document system?
Generally no — most platforms don't auto-migrate documents from before an account existed; older files typically need to be manually uploaded and tagged in, at least for the first pass. On , documents from before an account existed can be uploaded and tagged the same way as anything signed on the platform, but that initial upload is real work nobody has done automatically.
Can documents signed elsewhere, like something a business partner emailed over, be added to a document-management system?
Generally yes — most document-management tools allow uploading and tagging files that didn't originate on the platform itself, not just ones signed through it. On , a document doesn't need to have been signed or filed through the platform to be uploaded and tagged into the vault like everything else.
A folder can hold a file. It can't tell you who that file is about.
Every document signed or filed through OCTIS lands tagged to the record it belongs to — already included, on every plan.