Account Management Electronic Signature Folder Permissions Billing and Payments

Users and Guests Notifications Using Your Account Privacy and Security

Account Management

How do I sign up for VAExchange?
Sign up for an account online. It only takes a few minutes to sign up-and you can start using your account right away.

What is VAExchange?
VAExchange is a unique online file storage service that allows you to store your files on our secure servers so you can access them through the Internet. Anywhere you have an Internet connection you can pull up any of your files.

VAExchange is designed for VAs and their clients. It allows you to link accounts with your clients for maximum flexibility. It saves you and your clients money on servers and back up servers, as well as file management software-and keeps all of your files at your fingertips whether you are in the office, with a client, on the road or working from home.

VAExchange protects you from exposing sensitive client or industry data because files are stored on secure servers instead of in file cabinets, briefcases, automobiles, hotel rooms or at home where they are vulnerable to security risks.

What software/platform do I need to run VAExchange?
There is no software to download to access the site and it doesn't require a specific computer platform. We recommend using Internet Explorer to access your account. Most other browsers will access the site as well. Note that the graphical rendering of the Safari browser is not always accurate; it is not recommended. From time-to-time we do offer enhancements that require software downloads. For example, downloading and using our scanning software helps your scanner interface directly with your account.

How much storage space can I use?
The amount of storage space you can use is unlimited. When you surpass 1 GB of storage, you will be charged a nominal monthly fee for each additional 1 GB of storage.


How many folders can I create?
There is no limit to the number of folders you can create in your account.

What file formats can be stored?
Any digital file format can be uploaded to your account.

I have forgotten my User Name. Can I receive a reminder?
For assistance with User Names contact FileWorks at Support@FileWorks.com.

I have forgotten my Password. Can I receive a reminder?
For assistance with passwords go to https://www.vaexchange.com/Login.aspx. Then click Forgot Your User Name or Password? You will be directed to a page where you can request an email containing your password. Account Owners may also reset passwords for Users and Guests.

Users and Guests

How many Users can I add to my account? How many Guests?
Account Owners and authorized Users can add an unlimited number of Users and Guests to the account. There is a fee for additional Users. Guests are added free of charge.

Can I designate which Users can access a document?
Access to specific folders in the account is granted by the Account Owner or an authorized User. There are a number of different access rights that can be granted or revoked, including the ability to view a document, delete a document, fax or email a document, etc. Users can also grant folder access for the Users and Guests they have created.

Can multiple users access the same file at the same time?
Yes, multiple Users and Guests can view a document.

What actions can Users and Guests take with a document?
According to the permissions set by the Account Owner, Users may view, upload, index, delete, fax, and sign a document, as well as place documents into the Recycler, empty the Recycler, and send a document link. Guests may view, upload and sign a document.

Electronic Signature

Are electronic signatures recognized as legal signatures?
The Uniform Electronic Transactions Act (UETA) provides the legal framework for electronic transactions. It gives electronic signatures and electronic records the same validity and enforceability as written signatures. This model act was adopted by the National Conference of Commissioners on Uniform State Laws (NCCUSL) in 1999. To see the full text of the act and obtain additional information, visit the NCCUSL website.

The Electronic Signatures in Global and National Commerce (ESIGN) Act enacted by Congress in June 2000 facilitates the use of electronic records and signatures in interstate or foreign commerce by ensuring the validity and legal effect of contracts entered into electronically. The ESIGN Act went into effect in October 2000. To see the full text of the ESIGN Act, visit the U.S. Government Printing Office website.

The European Parliament and Council issued a directive on a community framework for electronic signatures (Directive 1999/93/EC) in December 1999. It facilitates the use of electronic signatures and contributes to their legal recognition while establishing a legal framework for electronic signatures and certain certifications. Review the directive on the EUR-Lex website.

After a document has been electronically signed, how do you ensure that the document and/or signature isn't altered?
The Signature Validation technology developed by FileWorks adheres to the World Wide Web Consortium (W3C) standards and reads whether or not a document or signature has been altered after it was electronically signed. To validate a document and signature, log in to the site and upload the document and signature. Documents that have been altered after they were signed will not be validated.

Notifications

How will I know when I've received a document from someone else?
You can be notified by email when documents are received in your account. You can also be notified when documents are sent by fax, uploaded or signed.

Note: Email addresses are assigned by most cell phone providers allowing you to receive text message notifications directly on your cell phone while you are on the go. Standard text message rates apply and may be charged by your provider. Check with your cell phone provider for details.

Folder Permissions

I work with sensitive information. Can I control who has access to each folder?
Controlling access to each folder is one of the important features of the site. For each folder, the Account Owner determines which of the Users and Guests can view documents in the folder and whether the Users or Guests can add to the folder, index documents, delete documents or send outgoing faxes and emails.

Using Your Account

How do documents get into my account?
If the document is in a digital format, you can upload the document while you are in your account. Hard copy documents can be faxed directly to your account, if a dedicated fax line has been purchased for your account. (There is a per page fee for this service.) Hard copy documents can also be scanned directly to the account.

Can I fax documents from my account to other people?
Documents may be faxed directly from your account. (There is a fee for this service.) The Account Owner sets faxing rights for each User.

What happens if a fax sheet or separator sheet isn't legible? Will the file still get into my account?
Illegible fax cover sheets or faxes received without a barcoded cover sheet will be placed into a folder in your account. The folder will be designated when the fax line is ordered--the default folder is [Unclassified Documents].

Billing and Payments

How do you bill me for my account(s)?
Every month the Account Owner will receive a statement showing the amount charged to the Account Owner's credit card. The billing date each month is on or near the same day that the Account Owner signed up for the account. For example if the account was initiated on February 10 the account will be billed on or near the 10th of each following month.

Note: Accounts created on the 29th 30th or 31st of the month may be charged on the 1st of the following month.

What happens if I need more than 1 GB of storage?
You do not need to monitor your storage amount or request additional storage. You have an unlimited amount of storage available to you. When your account reaches 1 GB of storage you will automatically be billed for the additional storage. Storage is billed in increments of 1 GB.

Privacy and Security

Who has access to information about me and/or my Users or Guests?
FileWorks is committed to your privacy. FileWorks uses information about you for internal purposes only, such as to process your order and payments, to maintain or update your account or to send you information and special offers. FileWorks does not sell or rent information about its customers to third parties.


Who has access to my account?
Your account is set up to provide you with the most flexibility possible and gives you complete control over who accesses your account. Account Owners can add Users and Guests to the account (fees apply for User accounts) and specify the folders each User or Guest can access. Specific permissions are set for Users and Guests so Account Owners can control access to particular functions and folders.

How can I be sure my documents are secure?
Since 1997, FileWorks has demonstrated a strong commitment to protecting sensitive information and data in regulated industries where security is not only critical but mandated by such laws as HIPAA and Sarbanes-Oxley.

When you sign up for an account we become your partner in security. Documents are encrypted and transferred by 128-bit secure socket layer (SSL). The VeriSign Secured Seal protects you from site spoofing by verifying that our site is authentic. FileWorks goes beyond accepted security standards to encrypt your documents when stored on our servers. Secure keys are used to decrypt the files when you access them via a secure SSL connection-meaning that they go from one state of encryption immediately to another state of encryption without ever exposing the unencrypted file, either internally within our organization or externally via the Internet. In addition our servers are protected by a state-of-the-art firewall that works to block unauthorized entry.

FileWorks maintains a complete replication backup system to ensure your files are safe. As documents arrive in your account, they are replicated almost instantly from our data center to our offsite backup center.

It is also important for you to do your part to keep your computer secure. FileWorks recommends that you install and maintain security software providing a firewall, virus protection and spyware protection.

During the account sign up process, Account Owners are asked to create their own User Name and Password. Users and Guests are provided a User Name by the Account Owner and a password is generated for them. This information is encrypted during transmission and remains known only to you, unless you disclose it. Once you have set up your account it is important that you do not share your password with anyone. Providing your password to others decreases your ability to maintain the security of your files and violates the site usage agreement. FileWorks recommends that all computers require each user to have a log on password in order to access the computer.

Storing documents online provides you the convenience of having all of your documents at your fingertips. Carrying paper documents in your briefcase or car-or even leaving them out on your desk-can provide opportunity for information to be viewed or even taken by others. In addition when you sign up for a dedicated toll-free incoming fax line, documents faxed to you will not sit out on a fax machine until you retrieve them. They will immediately be available in your account in the appropriate file and you can be notified by email that the documents have arrived. This keeps the documents securely within your control and also eliminates the need to shred documents. You also avoid the added step of filing the document and maintaining files and locked file cabinets-and the document is securely stored for archiving purposes.