1. What is the Data Vault?
The Data Vault is a secure repository for storing parcels linked to datasets that are ready for audit. Once a parcel and its linked dataset is added to the vault, it can no longer be edited, (unless an admin removes it from the vault - see details below), ensuring data integrity and compliance.
It helps you with the following:
compliance
streamlines access control
prepares businesses for potential audits
As regulatory oversight increases, having a structured and centralised data repository will be essential for organisations handling large volumes of sensitive information.
2. Why is the Data Vault Important?
2.1 Regulatory Compliance and Audit Readiness
The European Commission is currently defining risk profiles for different countries. Higher-risk countries or organisations will be audited more frequently than lower-risk ones. In addition, companies will be required to keep their due diligence documentation available for 5 years and be audit ready.
The Data Vault ensures that all necessary documentation is well-organised and readily available in case of an audit.
2.2 Controlled Access & Secure Data Management
Managing access to large datasets can be challenging, especially when working with external stakeholders such as suppliers and traders.
The Data Vault will provide a structured and secure way to control access:
Access rights (coming soon) to ensure that auditors only see the datasets you want them to see.
The system will allow companies to review and validate data before sharing it externally. It will also ensure that no one can edit or tamper with the data once it's been signed off.
2.3 Efficient Data Organisation
As datasets accumulate, managing and navigating them efficiently becomes crucial. The Data Vault offers:
A centralised repository to avoid cluttered and disorganised datasets.
The ability to filter and sort datasets based on pre-set preferences.
Linkages between datasets and verified data parcels, ensuring consistency and legitimacy.
3. Key Features of the Data Vault
Watch this short video about the key features of the Data Vault, or scroll below to read a detailed step-by-step guide.
How to Add Datasets to the Vault
Access rights: Both an admin and a creator can add a Parcel to the data vault. However, only an admin can remove a Parcel form the data vault.
Datasets cannot be added to the vault directly from the Dataset screen.
Instead, they must be added from the Parcel screen by following these steps:
Go to the Parcel page. Create a parcel and link it to a specific shipment. (See this tutorial)
Ensure the parcel is linked to a dataset (this will show as "Linked" in the status)
Scroll to the right and click on the three dots on the right-hand side.
If you are an admin or a creator you can select, "Add to Vault"—once vaulted, the dataset's status will be updated accordingly.
For example, a Parcel ID (PID-129) with its associated dataset will be marked as vaulted once added to the Data Vault.
Once the Parcel has been vaulted, neither it nor the dataset will be editable unless they are removed from the vault by an admin. Only an admin can remove a Parcel from the data vault.
Viewing Vaulted Datasets
To view all datasets stored in the vault:
Navigate to the Data Vault screen.
Click on a parcel to see more details, including the Bill of Lading and Due Diligence Statement. You can also see the names of the linked datasets at the bottom.
How to Remove a Dataset from the Vault
If needed, datasets can be removed from the vault but only by an admin:
Clicking the three dots next to the dataset.
If an admin selects "Remove from Vault"—this will restore the dataset to an editable state.
Note: The rationale for only an admin being able to remove a parcel from the data vault is to ensure that the parcel and its associated dataset are audit-ready.
If creators were also able to remove datasets and parcels from the vault, there would be a risk that this data—intended to be audit-ready—is no longer stored there.
Filtering & Searching Datasets
As more datasets are vaulted, filtering options make it easier to find the information you need. You can find the filter on the top right. Use filters to sort by dataset name, vaulted date, admin or creator who added it, commodity, origin, and linked parcels.
You can also sort the main view by Dataset or by Parcel using the two main tabs at the top.
Audit Trail for Data Security
The Data Vault includes an Audit Trail, ensuring complete transparency and security.
Some examples of audit trail filters are:
Timestamps of actions taken.
Users who performed the action and their role.
Details of the action, such as adding or removing a dataset.
Filters allow you to refine your search by timestamp, origin, parcel ID, and other criteria, ensuring confidence in your data’s security.
In Conclusion
The Data Vault keeps your data secure, organised, and audit-ready. With controlled access and tracking, it simplifies compliance and risk management.