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Education

Document exchange for schools and universities

How do schools collect documents from families securely?

By giving each family a contact with three document spaces, so admissions staff can work on a file privately, share it across the team, and release only the finished form or decision to the family.
Available now

The problem

What goes wrong when a school or university admissions office and the families it collects paperwork from exchange documents today

  • An admissions packet is a folder of email attachments

    A transcript, an ID and a financial aid form arrive as separate attachments across separate emails, and someone has to reassemble them into one file by hand.

  • No single view of what a family still owes you

    Chasing the last missing document from a family means scrolling back through a thread to work out what was already sent.

  • Staff notes and family-facing paperwork end up in the same place

    A draft admissions decision and the letter meant for the family can sit in the same shared drive with nothing separating them.

What moves

The specific documents that pass between the two sides

Not documents in the abstract — these are the ones that actually show up.

  • application forms
  • transcripts
  • immunisation records
  • financial aid documents
  • signed permission forms

Three spaces

The same structure as every other setting, applied here

Private, Team and Shared. Built and available now.

  • Private

    A draft decision or an internal note, before admissions staff are ready to share it.

  • Team

    The staff working on a family’s file together — admissions, financial aid, whoever needs it.

  • Shared

    What the family can see — the finished form, the decision letter, the document they still need to submit.

  • Documents and spaces

    Available now

    Three spaces per contact — Private, Team and Shared — with upload, moving a document between them, and page-by-page previews of PDFs, Word, Excel and PowerPoint files and images, converted on our own servers. Admins decide, per document, who can download it; every download is logged.

  • Document requests

    In progress

    A checklist of what you need from someone, filling in as they upload against each line. Partly built; not finished.

Not built for this industry

One product, applied here — not a separate one

docivault is not built for this industry. It is built for the exchange — the private workspace, the contacts, and the three document spaces are exactly the same ones every other use case on this site uses. What changes here is who is on each side, what moves between them, and what a buyer in this setting needs to check before trusting a vendor.

Student-record handling rules vary by country and institution type — check what applies to yours before relying on any vendor. See /compliance and /subprocessors for what docivault actually holds today.

Questions

What people ask about education

Is docivault built specifically for schools?

No. It is built for the exchange between an institution and the people outside it who send paperwork in — families here, clients or patients elsewhere. The pattern is the same.

Does docivault meet student-record regulations?

We make no such claim. Those rules vary by country and institution — check what applies to you and read /compliance and /subprocessors for our actual position.

Can staff work on a family’s file before the family sees it?

Yes — that is the Team space, and it is built and available now. It is separate from the Shared space, which is what the family can see.

Is the document exchange itself built yet?

Yes. Workspaces, contacts, the three spaces, uploading a document, moving it between spaces, viewing common formats page by page, downloads that an admin allows per document and that are always logged, comments and sharing by an expiring link are all built and available now. Document requests are in progress. Bulk import from Drive or OneDrive, and a way to browse or export the record of who opened a document, are not built.

Set up your workspace and add your first contact

Free to start, no credit card, and the people you exchange documents with are never billed.

Start free
  • No credit card
  • Free plan, no expiry
  • The people you exchange with are free