Some documents are part of today's work. Others need an organised home so you can return to them later. Before choosing a system, separate those two jobs: retrieving active documents and looking after longer-term records.
Agility and Agility Vault share core cloud document storage and management tools. The main distinction is search: Agility includes OCR and in-content search; Agility Vault does not. Your best starting point is how people need to find and use the records, rather than the number of folders you currently have.
When the document is part of everyday work
Think about the records colleagues ask for repeatedly: a supplier invoice, a purchase order, an agreement or a piece of paperwork needed to answer a question. The problem is often not that there is nowhere to save the file. It is that somebody has to find the right one again.
Agility's OCR makes the words in scanned documents searchable. That can give the team another route to a file when they know a detail printed on the page but cannot recall its filename. The original scan must be sufficiently clear and legible for useful OCR results.
- Consider which documents people need during a normal working week.
- Note the details they usually remember when searching.
- Identify who needs access and whether they work in different locations.
- List the capture and sharing steps you want to see demonstrated.
When the main job is keeping records organised
An archive has a different purpose from a busy working folder. You may need to keep a completed record and return to it occasionally, rather than search its scanned contents as part of everyday work.
Agility Vault provides the core storage and management experience without OCR or in-content search. It is positioned for longer-term records and archives, with cloud access to the documents available to your account.
That does not mean choosing an archive should make future access an afterthought. Agree how the records will be organised, who can use them and what information will help colleagues recognise the right document. If your archive still needs frequent searches inside scanned pages, raise that requirement before choosing Vault.
What both products have in common
| Capability | Agility | Agility Vault |
|---|---|---|
| Cloud document storage and access | Included | Included |
| Sharing with access controls | Included | Included |
| MFA functionality | Included | Included |
| Account manager and staff roles | Included | Included |
| Account-manager oversight and deleted-file recovery | Included | Included |
| OCR and in-content search | Included | Not included |
Staff work with the documents available through their permissions. An account manager has account-wide oversight of the client's uploaded documents and can restore deleted files. If recovery is a key requirement, discuss the details of your intended use rather than assuming a particular recovery period.
Use a simple document review to choose
1. Choose examples from your own work
List a few common document types and describe what happens after they arrive. Who needs them? What do they do with them? When does the record stop being part of active work? This makes the discussion specific without requiring you to map every file in the business.
2. Describe the retrieval task
Ask whether people need to search words inside a scanned page or simply return to a known, well-organised record. If the answer changes between document types, you may have a mix of active and archive requirements. Do not force both into one use case just because they are all PDFs.
3. Decide who should have access
A useful document should be available to the right colleague without being shared more widely than necessary. Identify the relevant teams, the access they need and who will manage the account. Include people who cover absences or work away from the office in that discussion.
4. Discuss the mix with the Agility team
Bring the everyday task and the archive requirement to a demonstration. Ask the team to explain whether Agility, Vault or a combination fits, and confirm any capture, setup or account details you need. Do not assume that moving records between products is automatic unless that workflow has been demonstrated and agreed.
Keep recordkeeping decisions separate from product assumptions
Choosing somewhere to store a document does not, by itself, decide how long your organisation should retain it or who should authorise its disposal. Agree those responsibilities through your own recordkeeping process and obtain appropriate advice where needed. Do not treat Vault's archive positioning as a promise of automatic retention or compliance.
The aim is a practical fit: Agility for the documents you need to search and use, and Vault where longer-term storage without OCR matches the requirement. Start with the problem your team encounters, then ask to see the relevant capability in the software.