Faqs

My Safe Docs is a secure platform for creating and storing organised records of your tools, vehicles, equipment, documents, valuables, firearms and other important assets.

Records can include photographs, receipts, serial numbers, purchase information, identifying marks, DNA marking information and supporting files.

After theft, loss or damage it can be difficult to remember serial numbers, find receipts or locate old photographs. Recording this information beforehand keeps your evidence together and ready when it is needed.

• Students
• Homeowners
• Tradespeople
• Farmers and rural businesses
• Vehicle owners
• Travellers
• Small businesses
• Anyone who wants organised records of important possessions

My Safe Docs gives you somewhere to keep information commonly useful when proving ownership or describing an item.

• Photographs
• Serial numbers
• Receipts
• Purchase details
• Identifying marks
• DNA marking details
• Supporting files

Having these records organised can make it easier to provide information when making a claim.

No. Decisions about insurance claims are made by your insurer and are subject to your policy terms and the evidence they require.

My Safe Docs helps you organise supporting records, but it does not guarantee the outcome of a claim.

You can mark relevant items as stolen and create a Recovery Case to keep information about the incident together, including crime details, police information, notes and supporting evidence.

Your account records are designed to be private and are protected by account authentication and access controls.

You should always keep your login details private and use the account security options available to you.

Yes. My Safe Docs can be accessed using a compatible phone, tablet, laptop or desktop web browser.

My Safe Docs currently offers four membership types.

Student Membership

Designed for students who want to keep important personal belongings, documents, mobile phones, personal records and travel information organised while at university, college or living away from home.

Home Membership

Designed for personal and household possessions, valuables, pets, vehicles, documents, mobile phones, travel records and other important belongings.

Trade Membership

Designed for tradespeople who want organised records of tools, work vehicles, equipment, documents, mobile phones and other business assets.

Agricultural Membership

Designed for farms and rural businesses recording tractors, trailers, machinery, tools, vehicles, GPS equipment, firearms, documents and other agricultural assets.

Student Membership provides access to Safes designed for the types of records students are most likely to need while studying or living away from home.

This currently includes:

• Items and valuables
• Documents
• Mobile phones
• Personal records
• Destinations and travel records

It can be useful for keeping records of electronics, important paperwork, personal belongings and items taken into student accommodation.

Yes. Student Membership can be used to record important belongings taken into halls, rented accommodation or shared housing.

You can keep photographs and identifying information for possessions such as phones, computers, electronics, valuables and important documents.

Condition Reports can also be useful for creating Before and After evidence of accommodation or other property.

Yes. You can have multiple My Safe Docs memberships active on the same account.

For example, you could have both Home Membership and Trade Membership at the same time.

Your account will then provide access to the Safes included with both memberships.

Different memberships provide access to different types of Safes.

For example, somebody may want Home Membership for personal possessions while also having Trade Membership for tools, work vehicles and business equipment.

Using both memberships allows the same account to cover both areas.

Yes. The membership page allows you to select more than one membership before adding them to your basket.

For example, you can select Home and Trade together and continue with both memberships through checkout.

Where both billing options are available, you can choose between monthly and yearly billing when selecting your membership.

The current price and billing period are shown before the membership is added to your basket.

Where available, each membership can have its own billing option.

For example, you could choose a yearly Home Membership and a monthly Trade Membership.

Your account can still recognise both active memberships and provide the Safes included with each.

Each membership gives access to a particular group of Safes.

When you sign in, My Safe Docs checks the memberships active on your account and shows the Safes available to you.

If you have more than one active membership, the available Safes from those memberships are combined.

You do not need to manage duplicate versions of the same Safe.

If more than one active membership gives you access to the same Safe type, that Safe simply remains available within your account.

No. Travel and Destination records are included within eligible memberships rather than being sold as a separate Travel Membership.

Travel and Destination records are currently available with Student and Home Memberships.

They can be used to organise information such as:

• Destinations
• Travel documents
• Travel insurance
• Booking information
• Important trip details
• Records of possessions taken away with you

Yes. You do not have to purchase every membership at the same time.

If you already have an active membership and later need additional Safes, you can purchase another eligible membership for the same account.

Your existing active membership can continue alongside the new one.

Yes. Memberships are managed individually.

If you have more than one active membership and one is cancelled or ends, your other active memberships can continue.

You will retain access to the Safes provided by the memberships that remain active.

Yes. You can manage and cancel your membership from your account.

If you have several memberships, cancelling one does not automatically cancel your other memberships.

Some My Safe Docs services require an eligible active membership before records can be created or updated.

If one membership ends, the Safes provided exclusively by that membership may no longer be available for creating or editing records.

If you have another active membership, the Safes included with that membership remain available.

Your existing records are not automatically removed simply because a membership ends.

However, an eligible active membership may be required to create new records, upload additional information or make changes to existing records.

Yes. If a membership has ended, you can purchase an eligible membership again.

Once the relevant membership is active again, the features and Safes included with that membership can become available to your account again.

No. My Safe Docs does not store your full payment card number.

Payments and recurring membership payments are handled through the payment provider used during checkout.

A Safe is a structured area used to record a particular type of asset.

Examples can include:

• Tools
• Vehicles
• Phones and devices
• Documents
• General items
• Personal records
• Firearms
• Machinery and equipment
• Travel and Destination records

The Safes available to you depend on the memberships active on your account.

Yes. Each membership is designed around different types of records and assets.

If you have multiple active memberships, the Safes included with those memberships are combined so you can access the relevant Safe types from the same account.

Add as much useful identifying information as you reasonably can.

This may include:

• Clear photographs
• Make and model
• Serial or identification numbers
• Purchase details
• Receipts or invoices
• Identifying marks
• DNA marking information
• Relevant supporting files

Where the relevant record supports multiple photographs or files, you can add multiple pieces of supporting evidence.

Try to include a clear overall photograph of the item as well as close-ups of useful identifying details such as serial numbers, labels, distinguishing marks or damage.

Normal Safe records can be updated where the system provides editing controls. This allows you to keep information current as details change.

Locked evidence systems such as Condition Reports work differently and cannot be altered after a stage has been locked.

It records the item's stolen status within your My Safe Docs records and helps you identify which recorded items relate to a theft or Recovery Case.

A Location is a record of a place connected to your possessions, such as a home, garage, workshop, storage area, vehicle or other relevant place.

Depending on the Location record, you can store information such as its name, type, location or address details, notes, exact position notes, photographs and supporting files.

Yes. Supported items can be associated with a saved Location, helping you keep track of where your recorded possessions are kept.

Yes. The Location uploader supports multiple files and photographs, allowing you to build a more complete record of the Location.

Where the delete option is available on the Location edit page, individual previously uploaded files can be removed.

Only delete a file when you are certain it is no longer required.

Location photographs can provide useful context about where items were kept and the general condition or security of the area at the time the record was created.

Forensic property marking products can apply a unique identifying code or solution to possessions, helping link marked property to its registered owner.

My Safe Docs includes areas where relevant marking information can be recorded against assets.

This can include:

• DNA marking status
• Type or provider
• Reference code
• Identifying marks
• Photographs of labels or markings

Keeping the reference with your asset record means you do not have to search for paperwork later if the information is needed.

No. My Safe Docs records the information. The physical forensic marking product must be purchased, registered and applied in accordance with the provider's instructions.

1. Open the relevant Tool Safe.
2. Create a new tool record.
3. Add information such as make, model and serial number.
4. Add clear photographs.
5. Add receipts or supporting files where available.
6. Record identifying or DNA marking information where relevant.
7. Save the item.

1. Open the Vehicle Safe.
2. Create the vehicle record.
3. Add identifying information such as registration, VIN, make and model.
4. Add photographs.
5. Upload relevant documents or supporting evidence.
6. Save the vehicle.

1. Open the Document Safe.
2. Select or enter the document type.
3. Upload the document or photograph.
4. Add notes, dates or other relevant information.
5. Save the record.

Travel and Destination records are currently available with Student and Home Memberships.

They can be used to organise trip details, travel documents, insurance information, bookings and records relating to possessions taken away with you.

Use the relevant Firearm Safe and add the identifying information requested by the record, together with appropriate photographs and supporting documents.

My Safe Docs is a record-keeping platform and does not replace any legal licensing, storage or compliance requirements.

Create the relevant machinery or equipment record and add identifying information, serial numbers, purchase details, photographs and supporting files where available.

Yes. On supported devices you can choose files or photographs directly from your phone when the relevant upload field is available.

Several areas of My Safe Docs support multiple-file upload. Where available, you can choose several files together or add further files before completing the record.

Where drag-and-drop uploading is supported, you can drag files directly into the uploader instead of selecting them individually.

Upload progress is shown while supported files are being transferred.

Yes. You can sign in to your account from compatible devices using your account credentials.

Your records are associated with your My Safe Docs account rather than being stored only on the device you used to create them.

You can sign in from another compatible device.

Use the password reset option on the sign-in page and follow the instructions sent to the email address associated with your account.

Where two-factor authentication is enabled for your account, it provides an additional layer of security alongside your password.

Large photographs and especially video files can take longer to upload depending on the size of the file and the speed of your internet connection.

Where an upload progress indicator is shown, allow the file to finish uploading before leaving the page.

An upload that has not finished may be interrupted. Wait until the file shows as uploaded before navigating away.

Several My Safe Docs areas provide printable report or PDF options, including Recovery Cases, Condition Reports and other supported records.

Printable reports are designed to use your browser or device's print system. From there you can print the report or use your device's available option to save it as a PDF.

No. My Safe Docs does not store your full payment card information.

Payments are handled securely through the payment provider used at checkout.

Yes. Multiple active My Safe Docs memberships can belong to the same user account.

The Safes available to you are based on the memberships currently active on that account.

Delete options depend on the type of record. Where a delete control is provided, use it carefully because deletion may also remove associated uploaded files.

You should treat permanent deletion as final. Do not delete a record or evidence unless you are certain it is no longer required.