FAQs

Getting started

What is SafelyFiled?

SafelyFiled is an online tool to help you organize, store, and retrieve your important documents, whether they are in paper or digital form. SafelyFiled facilitates easy sharing of these documents with your closest family members or professional advisors.

SafelyFiled offers 4 products. They are:

SafelyMD - for emergency and routine medical data

SafelyFiled Family - for families, including those with elderly parents

SafelyFiled Pro Lite - for small businesses and professionals

SafelyFiled Professional - for professionals who want to distinguish themselves from their competition by offering valuable client tools and secure, easy-to-use communications for sensitive documents like medical records, tax returns and legal work product.

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Why do I need a SafelyFiled account?

We get some of our important documents in paper and some in digital form. Years ago, if you wanted to have a unified organizational system, you printed out the digital documents and put them in the appropriate paper file folder. Now, we get more and more of our important documents in digital form, so it makes sense to move to a digital system — one that makes it is easier to find what you need, lets you put one document in multiple files without making extra copies, and unburdens you from worrying about fire, theft or other disasters.

Though digital is becoming the norm, we still need some paper documents like birth and death certificates, passports, and wills. With SafelyFiled, you can store an image of those documents and easily attach information to the document about where the original is located. That way, you can always find the paper original, even if you don't remember where you put it.

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How much does it cost?

We offer 4 different plans

Click here to see the current pricing

SafelyMD is designed to provide access to medical information and up to 5 other documents (like a living will or healthcare power of attorney) that you chose to make available to emergency medical personnel.

SafelyFiled Family provides for access by up to 20 users (you, family members, friends or professionals) and lets you set up to 12 SafelyMD cards at no additional cost

SafelyFiled Pro Lite is designed for small businesses. It provides storage for up to 1 Terabyte of data and provides for access by 50 people (including you) and provides up to 12 SafelyMD cards at no additional cost. SafelyFiled Pro Lite can be branded with your firm’s logo and contact information at no additional cost.

SafelyFiled Professional is designed for professional firms that want to distinguish themselves from their competition by offering branded SafelyMD cards and also need to communicate confidentially with their clients. The cost is based on the number of users and the data stored. toSafelyFiled Professional grants 300 user licenses(clients or office staff), 10TB of data storage and the ability to provide an SafelyMD cards for your staff and clients at a small additional charge. SafelyFiled Professional can be branded with your firm's logo and contact information at no additional cost.

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Do I have to sign a contract?

There is no commitment to renew your account, but all of our accounts are billed on an annual or monthly basis.

Also, you do have to agree to our site's terms and conditions, like you would for any website that provides you with a service.

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How is SafelyFiled different from other online data-storage services?

SafelyFiled helps you in at least 6 ways...

First, it helps you organize paper documents and digital documents into one unified system.

Second, by putting the important documents into SafelyFiled, you can get them off your computer where a thief or a curious child can get to them.

Third, it’s a very safe place for your documents. Security is not just some afterthought for SafelyFiled — we designed the SafelyFiled security first, then built the rest of the website around the security protocols.

Fourth, SafelyFiled makes it easy for you to share these important documents with the most important people in your life — your spouse, your children, or your financial or legal advisor.

Fifth, if you use SafelyFiled for your business, you can easily communicate securely with your customers and clients without cumbersome encrypted email

Sixth, if you use SafelyFiled for business, you can brand your clients’ views of the user interface with your name and logo, enabling an even deeper connection to your clients.

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What type of information should I store in my SafelyFiled account?

Store just about anything that is important to you and needs to be secure, including receipts for tax purposes, warranties for expensive appliances or electronics, powers of attorney, living wills, and birth and death certificates (you may still need the originals of those, and SafelyFiled lets you keep a permanent record of where the originals are located). You can store tax returns and other financial information, insurance policies and jewelry appraisals.

You can also use SafelyFiled to store pictures, videos and receipts of your furniture and other household goods in the event you have an insurance claim.

Even if you are a person who simply cannot trust computers and who demands 100% security (which is not possible with any system, offered by anybody), SafelyFiled can still help. For example, if you stored critical documents in a fireproof safe in your home, you could put a list of the documents stored into a SafelyFiled folder. You could tag it, so the list could be searchable. And, in another folder, you could put the safe combination, so if anything happened to you, someone you trust could get into the safe. To give you more peace of mind, the automated audit trail gives you a permanent record if someone accessed the file that contained the safe combination, so you always can know who in your family or among your advisors is interested.

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What type of information shouldn’t I store in my SafelyFiled account?

We don't recommend that you use SafelyFiled as an automated computer backup service or for intense collaborative work. For families, SafelyFiled is for your important financial and legal documents, precious memories and what you determine is important, not everything on your computer. For businesses, SafelyFiled is a place for your important legal and financial documents that you may not want to share with all your employees, and for completed work product that you can organize and securely share with your staff and clients.

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How much information can I store in my account?

It depends on the plan you purchase.

SafelyMD lets you store your medical information through the on-line form we provide and up to 5 other documents.

SafelyFiled Family permits you to store up to 2,500 documents (additional storage available)

SafelyFiled Pro Lite permits you to store up to 1 Terabyte of data. (additional storage available at an additional cost)

SafelyFiled Professional has 10 TB or storage, which you can increase at an additional charge.

Finally, each document is limited to 1 GB.

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Is it easy to update the information already stored in my account?

Yes, just upload the new document. You can keep the old document on the site or delete it if you want.

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Is my information secure? How can I be assured that my sensitive information is not vulnerable?

The first technical person we brought into SafelyFiled is a security expert. She designed the system and everything we added to the site was done with security in mind. We use double encryption and not only are your documents encrypted when stored, but they are also encrypted when transmitted to the computer or mobile device you’re using.  So, even if somebody hacked your account or tried to intercept your documents as they are traveling through the Internet, all they'd see is jumble of numbers, letters and symbols that could not be deciphered unless they had your personal private encryption key.

Accessing your files requires your user name and a strong password that only you set. To give you even greater peace of mind, two factor authentication is available at no additional cost and the automatic audit trail for each document will let you see all activity on your site, such as who may have viewed a document (assuming you gave them permission to view). Also, the ability to delete a document is under your control, and revision of documents is not permitted (any changes would produce a new document). Now, if you give your name and password to someone, he or she can access your account and see your files. If that occurs, you have to let us know as soon as you find out, so we can lock down the account and help you reset your name and password.

To make sure your documents are not lost, we use servers at Amazon Web Services.  They are in a highly secure, locked down location.

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How long will my information be kept?

We keep the information for as long as you have a membership with us or until you delete the information. If you cancel your membership during the 30-day money-back period, we will immediately and permanently delete your stored documents as soon as you cancel. After the first 30 days, we keep your stored documents and related information for as long as you have an account with us or until you delete the documents. If you let the membership expire or cancel your membership after the first 30 days, no documents will be deleted if you re-activate within 60 days of the expiration. After 60 days, we will place your documents in deep storage for a period of time after your membership expires, and for the fee published in terms of service in effect at the time of your request, we can transfer them to a new account.

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What are tags and how would I use them?

Your SafelyFiled account has search capabilities. Since your documents are encrypted, neither we nor the system can look inside your documents to do a search. So, we ask you to add tags to help you find the documents at a later date. For example, there are some documents you need once a decade or so, like a birth certificate. Unless you are highly organized, how are you going to remember where you put the original that you haven't run across for ten years? Go into SafelyFiled and search for "birth certificate". A list of every document you've uploaded that has the tag "birth" and the tag "certificate" will be displayed on the Search Results page. Click on the file name shown and you will be taken to the document management page where the document will be displayed, and just to the right of the image, you'll see the physical location where you’ve stored it.

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Can I access my account from my smart phone?

We’ve found that many people are reluctant to use their flatbed scanners, so we have an iPhone app named “safelyscan” and an Android app named “SafelyFiled” that lets you take pictures of documents and securely put them in your “To Be Filed” folder. The iPhone app is a complete app, but the Android app requires that you download another scanning app for it to be fully functional. Many good scanning apps are free. The purpose of the iPhone and Android apps are to let you upload securely and not via email. For smart phone functions other than scanning, you can access your account via your smart phone browser, but the small screen is not optimal for viewing.

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Roles & Sharing

How do I share my documents or folders?

On our "Manage Sharing" page, you input the name, email address and the phone number of the person with whom you want to share a document. Then you select the type of authority you will give that person. For example, you may want to let somebody only view, print and download documents. Or, you may want to let somebody have complete access to your account, where they can upload, download, print, delete and manage your documents and folders. You decide. Finally, you can set an expiration date for their authority or decide it should never expire. Once you have them registered, you can easily give them access to one document, a folder, or all or any number of your documents. Remember, you can change you mind and terminate their authority on your whole account or on a single document at any time.

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How many people can I give account access to?

It depends on the plan you purchase.

For SafelyMD, anyone with access to your active Emergency Medical Data Card or the name and password printed on the card can access the data you've opted to place in your public folders. Access to data in private folders is limited to the account holder. Other than that only you have access to the SafelyMD file, and only you can make changes to any data or document in the account.

For SafelyFiled Family, you can share with up to 19 others.

For SafelyFiled Pro Lite, you can share with up to 49 others.

For SafelyFiled Professional, the number of people to whom you can give access starts at 299, with an unlimited number available at an additional cost.

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Can I give account access to non-family members?

Sure. Many people with a SafelyFiled Family account give access to their accountants or attorneys. Also, you can limit access for any person to one or more documents, one or more folders, or a folder with some documents not accessible. You can do all this by just selecting or de-selecting a name from a list available for every document or folder. And you can easily change the access permission at any time.

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How can I access a family member's SafelyFiled account?

You can only gain access to another account if the owner, or a person designated by the owner, gives you permission, which he or she can easily do.

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What is the email White List and how is it used?

Once you put one email address in the email White List, SafelyFiled will not accept an email for your account unless you give the sender permission. You do this by registering his or her email address with us. That is what a White List is. The opposite of a Black List. That way, you won't get spam or any other unwanted email. The White List is your list of email addresses approved for sending you email. You can add or delete an email address from the list at any time.

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If something happens to me, can my attorney or accountant access my account?

Yes, if you give permission to them beforehand.

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Since everything is encrypted when stored, how could my family get my documents if I am incapacitated?

SafelyFiled is made for sharing. Except for SafelyMD, as an account member, you have the ability to invite one or more individuals to view your documents. We suggest that you consider inviting at least one trusted person right away. That person will be sent an email with his or her own unique account name and he or she can then choose a password and can activate the privileges in your account at any time. You can then share all, some or just one of your documents. You can set an expiration date on the privileges or easily take away all or some of the privileges whenever you want. If you did not name another person and you die, we will not release your information unless we have proper evidence or a court order that the person to whom we release the information has authority to receive it. This includes a certified death certificate, along with other information that identifies the person seeking access as a duly appointed legal representative of the estate of the decedent.

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Sharing Roles

We provide different levels of sharing, depending on your needs. The basic concept is the lower the number, the more privileges are assigned to the person with whom you are sharing. Put another way, a Level 1 has all the authority needed to make changes to documents, folders and metadata, while a Level 6 has very limited authority.

The following definitions may be modified from time to time by us. We will advise you of any significant changes to these definitions.

  • Level 1 (formerly called Member) - This is the main person on the account. A Level 1 is the owner of the account and is responsible for all fees. The Level 1 has complete access to all aspects of the account (except for seeing the passwords of account participants) and can invite others to participate in any capacity (Level 2 or higher). Only a Level 1 can cancel an account or change payment methods.

  • Level 2 (formerly called Co-member) - A Level 2 has all the authority of Level 1, except a Level 2 cannot remove a Level 1 or cancel the account. A Level 2, like all participants on an account, must have a unique name and password.

  • Level 3 (formerly called Associate) - A Level 3 has broad authority on the account. Usually, a Level 3 is somebody who is familiar with computers and can help upload documents, put them in appropriate folders and help find documents. Level 3s can do anything on documents and folders they’ve been granted access toexcept delete a document. A Level 3 can see the metadata attached to a document.

  • Level 4 (formerly called Sponsor) – A Level 4 is generally a member of your family or a professional who has authority to upload and delete documents on behalf of you for your benefit or for the benefit of your clients or customers. A Level 4 can be given access to folders or documents by a Level 1, 2 or 3 on the account. A Level 4 cannot delete any documents. A Level 4 can see the metadata attached to a document.

  • Level 5 (formerly called Authorized Professional) - A Level 5 has the authority to view and download a documents or folder and has authority to upload documents into a folder. A Level 5 cannot delete anything. A Level 5 cannot create a folder or subfolder. A Level 5 has a limited view of the metadata attached to each document.

  • Level 6 (formerly called Guest) – A Level 6 has only the authority to view and download folders and documents. A Level 6 cannot delete anything or create a folder or subfolder.A Level 6 has a limited view of the metadata attached to each document.

Participant – A participant is a term that describes all Level 2, Level 3, Level 4, Level 5 and Level 6 persons who have access to your account or a portion thereof.

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Can somebody sponsor an account and what is a sponsor?

A sponsor is someone like your insurance agent, accountant or lawyer, who sets up a SafelyFiled account for you. The sponsor can then upload documents to certain folders (so you don't have to). For example, an insurance agent would upload your insurance policies to your insurance folder. He or she could look at them too. You will also see, if the sponsor wants you to, the Sponsor's logo on your SafelyFiled pages. Even with a sponsor, you can take away the sponsor's privileges at any time. Sometimes, a sponsor also may pay for your SafelyFiled account.

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How can I become a Sponsor?

If you have a SafelyFiled Pro-Lite or a SafelyFiled Professional account, you can elect to sponsor either clients or friends and family members. Just go to the "Manage Sponsor" page, which shows up as a drop down under "My Account" on the top of every page, and fill out the requested information. You can either pay for your sponsored members or offer them the ability to purchase SafelyFiled at a discount. See the introductory video about "Manage Sharing" page for a complete explanation.

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What if my Sponsor no longer wants to sponsor me?

If your sponsor decides he or she no longer wants to sponsor you, you'll get an email from SafelyFiled advising you of the change and letting you know what to do. If your sponsor does not pay for your membership, then you'll see three changes. First, you'll notice that the sponsor's logo will no longer be on the top of your SafelyFiled pages. Second, the sponsor discount will no longer be applicable on your next renewal. Third, if your sponsor had access to any of your folders or documents, that access will be terminated automatically. If your sponsor paid for your account, then your account will be frozen until you input your credit card information in the "Manage Payment" page and pay for your account. Until you enter the credit card information and a payment is made, the only pages you'll be able to access are the log in and the "Manage Payment" pages.

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What if I don’t want my sponsor to see my documents?

That’s easy. You can remove a sponsor’s ability to upload, download and view any document, even one the sponsor uploaded for you. If your sponsor has access to an entire folder, just click that folder and look to the right side of the page. In the “Sharing” section, click “Manage” and in the box that pops up, just uncheck the sponsor’s name. If your sponsor has access to individual documents, just click the document and unclick the sponsor’s name in the “Sharing” and “Manage” sections as shown above.

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What if I don’t want to be sponsored anymore?

Sometimes you may no longer want or need to deal with your sponsor and leaving your sponsor is easy. Just give us a call or send us an email and we’ll walk you through the process.

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Who is SafelyFiled.com?

SafelyFiled.com, LLC is an Illinois limited liability company and is the legal entity that offers SafelyFiled. All your agreements for use of the SafelyFiled service and website are with SafelyFiled.com, LLC.

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SafelyMD

The following FAQ’s apply only to SafelyMD.

What is SafelyMD?

SafelyMD is a service that makes trips to your doctor a lot easier and might even save your life.

SafelyMD is your personal webpage where you input and store your medical data and other documents, like a Do Not Resuscitate request or healthcare power of attorney, so paramedics and emergency room personnel can access them instantly.

SafelyMD consists of four parts. The first part is your public web page with your information, available to anyone with access to your Emergency Medical Data card. You and only you can decide what data to input and what to change. You can remove or change this information whenever you want.

The second part is your Emergency Medical Data card, which has a user name and an assigned password, along with a QR code for convenience, to take someone, like a paramedic or emergency room nurse, directly to the public webpage of your SafelyMD account, where he or she can see and download the medical information you’ve made available.

The third part is your secure, private and encrypted web pages that are available only to you. You need your own name and password (not the name and password on the Emergency Medical Data card) to access the private data and also to make changes to your public data.

The fourth part is the page you can print out with all your medications, medical conditions, contact and other information that you can take with you when you visit your doctors. It helps you make sure the information you give to your doctor is accurate.

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How does SafelyMD work?

It’s simple.

1. You sign up for an account.

2. You fill out the online form we provide with your medical information.

3. You print the Emergency Medical Data card and put it in you wallet or purse.

4. In the event of an emergency, the paramedics, EMTs or emergency room staff find your card (or if you are conscious, you give it to them). They follow the instructions on the card or scan the QR code to see the information you have provided.

You can add up to 5 other documents if you want. We have instructions and videos on how to do that. You can even upload via email (though we don’t recommend that for documents you want in your private folder).

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Why do I need a SafelyMD account?

SafelyMD can help save your life and the lives of family members. In the event of an emergency, every second counts and by having a list of your allergies, medications and medical conditions available no matter where you are, medical personnel can make informed decisions about your treatment. Having that information in minutes, rather than hours or days, could be critical to your or a loved one’s care.

The SafelyMD medical data card lets medical personnel see who should be notified in the event of an emergency. And you can upload a copy of a healthcare power of attorney or DNR instructions so they are always available. No more frantic searches for an important document during an emergency.

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Can I get a SafelyMD account for my elderly parents and my children?

Yes, and we recommend that you do. Having their medical information available during an emergency is critical. And even if you are with them, you can save time by letting the EMTs see the information for themselves. You won’t have to worry about remembering medicines, allergies and medical conditions, so you can concentrate on helping your loved one when it is most needed.

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Will SafelyMD still work when I’m traveling?

Yes. It works anywhere in the world where there is an Internet connection and a computer or smartphone with a standard browser. You could be in Moscow and emergency room personnel can access your important data just as if you were in your local hospital. No more frantic calls to home, trying to find someone to fax a list of your medications.

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How much does it cost?

Do I have to sign a contract?

You do have to agree to our site’s terms and conditions.

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How is SafelyMD different from other medical data services?

SafelyMD is different in at least 4 ways. First, your data is stored in one safe location, online, so you can change it without having to update multiple copies. Second, if you are taking a new drug, develop a new condition, or want to change the number of your emergency contact, you don’t have to order a new Emergency Medical Data card. Just update your information online. Third, unlike an ICE number in your phone, emergency personnel don’t have to have your phone or know a code to access your data. The Emergency Medical Data card provides quick access to your information without the need for secret passwords and user IDs. Fourth, if your medical data card is lost or stolen, you can deactivate it with a simple click on your computer or smart phone. And you can print a new card without having to re-input all your information.

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What type of information should I store in my SafelyMD account?

You are in control. You can put in as much or as little information as you want. But we do have some recommendations for you to consider. First, fill out the online form with the information you feel would be useful to paramedics or an emergency room. The online form doesn’t ask for birthdate (though we think birth year is important) nor does it ask for social security numbers, addresses, or other information that could help an identity thief. But we do recommend that you input your allergies, medications and specific instructions you would want emergency personnel to know if you were able to tell them directly without the pressure of an emergency. If you fill out the form for someone else, like an elderly parent or a child, put in information that you might want to convey if you weren’t there when the paramedics arrived. For example, if your parent has Alzheimer’s, this could be useful information for the EMT team. If your child has a severe peanut allergy, or is terrified of loud noises, you may want to note that also. Take advantage of the SafelyMD feature that allows you to upload other documents, like DNR instructions. EMTs tell us that they cannot follow oral DNR instructions and in most emergencies, this important document cannot be found. Having the DNR document in your SafelyMD account or having it’s location noted in your SafelyMD account will help inform anyone treating you of your wishes.

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What type of information shouldn’t I store in my SafelyMD account?

SafelyMD is divided into two sections, a public folder that is accessible by anyone who has your SafelyMD card, and a private section that only you can access. Don’t put information you want private in your public part of the account. For example, if you stored your will in your SafelyMD account, don’t put it in the public folders. That information is not important to an EMT.

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How much information can I store in my account?

We provide you with the online form to complete and two introductory and instructive emails. In addition to those three documents, you can store five (5) more documents. If you want, you can delete the two emails to make room for more. The current maximum size of a document is 1 gigabyte.

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Is it easy to update the information already stored in my account?

Yes, for documents you uploaded, just delete the old document and upload the new document. For information input using the Key Emergency Data Form, just click the EDIT / FILL OUT button on the top and make the changes. Be sure to click “SAVE CHANGES” button when you are done.

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Is my private information secure?

Yes. The first technical person we brought into SafelyFiled was a computer security expert. She designed the system and everything we added to the site was done with security in mind. We use double encryption and not only are your documents encrypted when stored, but they are also encrypted when transmitted to the computer or mobile device you’re using.  So, even if somebody hacked your account or tried to intercept your documents as they are traveling through the Internet, all they'd see is jumble of numbers, letters and symbols that could not be deciphered unless they had your personal private encryption key. Accessing your private files requires your user name and a strong password that only you set. To give you even greater peace of mind, you can activate our two-factor authentication service at no additional cost. For SafelyMD accounts that are part of SafelyFiled Family, SafelyFiled Pro Lite and SafelyFiled professional, the automatic audit trail for each document you can see all activity on your site, such as who may have viewed a document. Access to the stand-alone SafelyMD account is limited to the account owner and the emergency user. Only the SafelyMD account owner can make changes. Also, the ability to delete a document is under your control only, and revision of documents is not permitted (any changes would produce a new document). Now, if you give your name and password to someone, they can access your account and see your files. If that occurs, you have to change your password or let us know as soon as you find out, so we can lock down the account and help you reset your name and password.

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How do you protect the information in my public folders?

Consider the information in the public folders of your SafelyMD account as public and accessible by anyone with your Emergency Medical Data card. But because of our security and your unique name and password, you, and only you, can make a change in the information. We also took into account the possibility that you might lose your Emergency Medical Data card or that it might be stolen. Though the data in your public folder should not be of much use to a thief, you might still feel uncomfortable not knowing who has access to it. So, we let you easily reset the name and passwords on the card, along with the QR code, so as to render a lost or stolen card useless. When you do that, just print a new card and put it in your wallet or purse.

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How long will my information be kept?

We keep the information for as long as you have an account with us or until you delete the information. If you cancel your account we will immediately and permanently delete your stored documents as soon as you cancel. If you account is cancelled, suspended or not renewed, the Emergency Medical Data card will no longer work.

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Can I access my account from my smart phone?

Yes. You or anyone else with access to a smart phone QR reader or the name and password on your active Emergency Medical Data card can access your public folders. You can use your smart phone to access your private folders and make changes to the information in your public folders.

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Talk to our team.

Give us a call, or email us. A member of the SafelyFiled team can help you with any questions you may have before getting started!

888.686.3111

info@safelyfiled.com

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Talk to our team.

Give us a call, or . A member of the SafelyFiled team can help you with any questions you may have before getting started!

888.686.3111