What is in it
Document kinds
Finding a document
1
Open the vault
From Settings, or from a regulator workspace to see only that regulator’s documents.
2
Filter
3
Search by name
Which is why filenames matter — see below.
Naming that survives an audit
Include what it is, which regulator or record it relates to, and the period or date.
Uploading
1
Go to the record it belongs to
A filing, a service request, an employee, an invoice.
2
Upload against the specific requirement
Where one exists. This is what links the document to the right task and makes it count towards
readiness.
3
Choose the kind
For supporting documents that do not satisfy a named requirement.
4
Name it properly
Before uploading, not after.
Locked documents
Once a filing is submitted, its documents are locked. They cannot be replaced or deleted. This is the point of the vault. Evidence that could be swapped after submission would be worth nothing. If a locked document is wrong, raise it through the messages panel on that filing — the correction is recorded as a new event with its own document.Storage
Extra storage is available as an add-on. See Plan and billing.
Keeping within it
- Upload PDFs rather than photographs where you have a choice. Much smaller, and more legible.
- Compress large scans before uploading.
- One document per requirement. Do not combine a year of statements into one file.
- Do not upload the same thing twice. Attach the existing document to the second record instead.
Who can see what
Access follows role. Someone who cannot see payroll cannot see payroll documents. Someone limited to their own department sees only their department’s. See Team and roles.Exporting
You can export documents individually, or in bulk filtered by regulator, period or kind. Do this:- Before an audit, so your auditor has everything in one place
- At year end, for your accountant
- Before closing your Bumara account
- Periodically, as your own backup
Retention
Zambian regulators expect records to be kept for several years. Bumara retains your documents for as long as your account is active.A monthly habit
1
Open the vault filtered to last month
Look at what accumulated.
2
Check every filing has its evidence
Any filing missing a required document will show it in its documents panel.
3
Check receipts are attached to payments
Payments without receipts are difficult to evidence later.
4
Rename anything badly named
While you still remember what it is.
Related: Documents and evidence.