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Pro

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Overview

Secure Storage is a document vault for Pro users to store important files separately from item-level attachments. Use it for wills, insurance policies, appraisals, certificates of authenticity, and other critical documents that apply to your overall collection or estate planning.
Pro Subscription Required: Secure Storage is available exclusively to Pro and Lifetime subscribers.

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Why Secure Storage?

Centralized Documents

Keep important files in one secure location, separate from individual items

Estate Planning

Store wills, trusts, and estate documents for heirs to access

Insurance Management

Organize policies, riders, and coverage documents with expiry tracking

Heir Access

Share documents with approved heirs automatically

Audit Trail

Full logging of document access for security and compliance

File Integrity

SHA-256 checksums verify document integrity

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Accessing Secure Storage

Navigate to storehouses.app/secure-storage or:
  1. Go to Dashboard
  2. Click “Secure Storage” in the sidebar (below Heir Access)
  3. Browse your document vault

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Folder Organization

Secure Storage uses a folder-based organization system with both system folders and custom folders.

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System Folders

Five default folders are automatically created for each user:
System folders cannot be deleted or renamed, ensuring you always have a basic organizational structure.

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Custom Folders

Create additional folders to match your organization style:
1

Click 'New Folder'

Click the “New Folder” button at the top of the page
2

Enter Folder Name

Provide a descriptive name for the folder
3

Add Description (Optional)

Add notes about what belongs in this folder
4

Create Folder

Click “Create” to add the folder to your vault
Custom folder ideas:
  • Specific collections (e.g., “Wine Collection Documents”)
  • Time periods (e.g., “2026 Tax Year”)
  • Advisors (e.g., “Morgan Stanley Correspondence”)
  • Acquisitions (e.g., “Christie’s Purchases”)

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Uploading Documents

1

Click 'Upload'

Click the “Upload” button at the top of the page
2

Select File

Choose a file from your device (drag and drop also supported)
3

Enter Document Details

Fill in the document information:
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string
required
A descriptive name for the document
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string
Optional notes about the document’s contents or purpose
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select
required
Choose which folder to store the document in
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array
Add searchable tags (e.g., “insurance”, “gold”, “2026”)
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date
The date of the document (e.g., appraisal date, policy effective date)
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date
When the document expires (useful for insurance policies, certifications)
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boolean
Toggle on to make this document visible to approved heirs
4

Upload

Click “Upload Document” to save to your vault

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Supported File Types

Files larger than 10 MB cannot be uploaded. Consider compressing large PDFs or splitting multi-page documents.

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Managing Documents

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Viewing Document Details

Click any document to view its full details:
  • File preview (for supported formats)
  • Title and description
  • Folder location
  • File size and upload date
  • Document date and expiry date
  • Tags
  • Sharing status (whether shared with heirs)
  • Notes

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Document Actions

Each document has a dropdown menu (⋮) with the following actions:
Open the document details modal to see all metadata and preview the file
Download the document to your device. Uses signed URLs for secure access.
Move the document to a different folder:
  1. Click “Move to Folder”
  2. Select the destination folder
  3. Confirm the move
Delete the document:
  1. Click “Delete”
  2. Confirm deletion in the modal
  3. Document is soft-deleted (recoverable for 30 days)

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Search and Filter

Find documents quickly: Search: Use the search bar to find documents by:
  • Title
  • Description
  • Tags
Filter by Folder: Click a folder in the sidebar to show only documents in that folder Filter by Tag: Click a tag in the sidebar to show only documents with that tag

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Linking Documents to Items

Documents can be linked to specific items in your portfolio for easy reference:
1

Open Document Details

Click on a document to open its details
2

Add Item Link

In the “Linked Items” section, click “Link to Item”
3

Search for Item

Search for and select the item(s) to link
4

Save Link

The document now appears when viewing that item
Use cases:
  • Link an appraisal to the appraised item
  • Link a certificate of authenticity to the artwork
  • Link an insurance rider to the covered items
  • Link purchase receipts to acquired items

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Sharing with Heirs

Documents marked “Share with heirs” are automatically visible to heirs who have approved access to your portfolio.

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How It Works

  1. Upload or edit a document
  2. Toggle on “Share with heirs”
  3. Document becomes visible to heirs with approved access
  4. Heirs see the document in their view of your portfolio

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What Heirs Can Do

Heirs with access can:
  • View shared documents
  • Download shared documents
  • See document metadata
Heirs cannot:
  • Upload new documents
  • Edit or delete documents
  • Change sharing settings
  • See documents not marked “Share with heirs”

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Best Practices for Heir Sharing

Always share:
  • Wills and trusts
  • Power of attorney documents
  • Beneficiary designations
  • Estate inventory lists
Consider sharing:
  • Current insurance policies
  • Agent contact information
  • Coverage schedules
  • Claim procedures
Share recent:
  • Professional appraisals
  • Certificates of authenticity
  • Provenance documentation
  • Valuation reports
You may want to keep private:
  • Tax returns
  • Personal financial statements
  • Sensitive correspondence
  • Draft documents

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Security Features

Enterprise-Grade Security

Secure Storage is built with security as a priority:
  • Encrypted Storage: Documents stored in encrypted cloud storage
  • Signed URLs: Download links expire after a short period
  • Row-Level Security: Database policies ensure you only access your own documents
  • SHA-256 Checksums: File integrity verification on upload
  • Audit Logging: All access and actions are logged
  • Soft Delete: 30-day recovery window for deleted documents

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Audit Trail

Every action on documents is logged:
  • Document uploads
  • Document views/downloads
  • Document edits
  • Document deletions
  • Folder changes
The audit log helps you track who accessed which documents and when, providing accountability for shared documents.

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Troubleshooting

Common causes:
  • File exceeds 10 MB limit → Compress or split the file
  • Unsupported file type → Convert to PDF
  • Network interruption → Retry the upload
  • Storage quota reached → Contact support
Solution: Check file size and type, then retry
Try these steps:
  • Clear folder filter (click “All Documents”)
  • Search by different keywords
  • Check if document was moved to another folder
  • Verify document wasn’t deleted
Solution: Use search with partial title matches
Verify:
  • Heir has approved access (not just designated)
  • “Share with heirs” is toggled on for the document
  • Both users have active Pro subscriptions
  • Access hasn’t expired (180-day limit)
Solution: Check document sharing settings and heir access status
Try:
  • Refresh the page and try again
  • Check browser download settings
  • Try a different browser
  • Verify file wasn’t deleted
Solution: Signed URLs expire quickly; refresh and retry

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Best Practices

  • Use system folders for standard document types
  • Create custom folders for specific collections or purposes
  • Add descriptive tags for easy searching
  • Keep folder structure simple and intuitive
  • Always add a clear, descriptive title
  • Set document dates for appraisals and policies
  • Add expiry dates for time-sensitive documents
  • Use tags consistently across documents
  • Set expiry dates on insurance policies
  • Review expiring documents regularly
  • Update expired documents with current versions
  • Consider setting calendar reminders for renewals
  • Share estate-critical documents with heirs
  • Review what’s shared periodically
  • Include a document explaining your organization system
  • Keep contact information documents updated

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Comparison with Item Attachments

Use Secure Storage for documents that apply to multiple items or your overall estate. Use Item Attachments for photos and documents specific to a single item.

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Next Steps

Open Secure Storage

Start organizing your documents

Set Up Heirs

Configure heir access for document sharing

Add Items

Build your portfolio to link documents

Export Reports

Generate portfolio documentation