Records Vault
Turn an exported EHR folder into a searchable archive on your own computer — drag & drop PDFs, Word docs and spreadsheets, search by keyword or meaning, and add more records anytime. Nothing is ever uploaded.
Free trial, no credit card required.
What this video covers
The narration of the video, chapter by chapter. Any draft shown is a starting point that the clinician reviews and edits before it is used.
Welcome
When you switch to a new practice management system, your old records usually come along as a giant export folder — hundreds of PDFs and spreadsheets you have to keep for years, but can't easily search.
The Records Vault turns that pile into something you can actually use. And the most important part: it all runs right here on your computer. Your records are never uploaded.
Add your records
Adding records is one step. You can drag the exported folder from your desktop and drop it anywhere on this panel — or use the buttons to choose individual files, or a whole folder.
One heads-up when you pick a folder: your browser may ask about "uploading" files. That's just the browser's standard wording for letting this page read them. As the note explains, everything is read and indexed on this computer — nothing is sent anywhere.
PDFs, Word documents, spreadsheets, CSVs — they're all indexed locally, and anything else is skipped automatically.
Browse everything in one place
In a few seconds, every record is here in one clean list — with the date, the name, the file type, and the size, all pulled straight from your files.
Each import becomes its own tab, so you can keep different archives side by side and switch between them anytime.
Sort and filter
Every column has a funnel. Sort by date to see the newest notes first, or filter by type to show only the PDFs.
You can narrow a long archive down to exactly what you're looking for in a couple of clicks.
Search by keyword
The search box finds any word across every record at once.
Let's look for "anxiety" — instantly, every note that mentions it, no matter which file it lives in.
Search by meaning
Switch to Smart search, and you can search by idea instead of exact words.
Search for "insomnia", and it surfaces the notes about trouble sleeping and waking during the night — even though they never actually use that word.
Add more records anytime
A collection isn't frozen. Click "Add records" to bring in new files — or simply drop them onto the collection.
New records merge right in, and anything you've already imported is skipped automatically — so you can re-add a whole folder without ever creating duplicates.
Open the original file
Click any record to read the full note, pulled right from your file. And the original document is always one click away — opened straight from your disk, never from a server.
It never leaves your computer
Your vault is saved locally, so when you come back, everything is still here — no re-indexing. You can rename a collection to keep things tidy.
And because every record is read and searched on your own machine, nothing is ever uploaded. It's your archive, private, and always within reach.
Wrap up
That's the Records Vault — bring your old records with you, and keep them searchable for as long as you need to, without paying for a system you've left behind.
The AI drafts. You decide.
My Clinical Writer writes a first draft from what you record, type or upload. You review it, edit anything that does not match your clinical judgment, and only then sign or export it. The assessment, the diagnosis and the plan are always yours, and you remain responsible for the final record.
Patient data is protected as described on our security and HIPAA page: 256-bit encryption in transit and at rest, role-based access, audit trails, and a Business Associate Agreement that every account accepts at registration.
Try it yourself.
Start with the free trial, no credit card required. Upgrade whenever you are ready.