💼 VaultBook for Work
Your work knowledge,
finally searchable.
Capture decisions, index files, protect sensitive data, and find anything you've ever written — from a single file that runs entirely on your machine. No cloud. No subscriptions eating your notes.
73%
faster document retrieval
7×
content layers searched
0 B
data sent to any server
60d
version history per note
Sound familiar?
Where work knowledge goes to disappear
The real cost isn't losing notes — it's rebuilding context you already paid for once.
📂
The folder archaeology problem
That decision was in a doc, inside a folder, inside a shared drive that got reorganized. You spend 40 minutes reconstructing a 5-minute conversation from six months ago.
☁️
Your notes live in someone else's server
SaaS tools are always connected, always syncing, always one data breach or sunset away. Client names, strategy drafts, and financial models shouldn't be anyone else's business.
🔍
Search that only finds what you remember
Most tools keyword-match the title. If you don't recall the exact filename, the information is effectively gone — buried in an attachment you can't search.
How it fits your work
Every workflow, one workspace
From a quick meeting note to a 200-page research archive — VaultBook handles the whole spectrum.
Stakeholder review — Q2 roadmap
Sarah confirmed budget for feature B. Tom raised concerns about timeline. Next step: revised estimate by Friday.
1:1 with Priya — career check-in
Discussed promotion timeline. Notes encrypted — AES-256. Revisit after performance review.
Sprint retrospective — Sprint 41
Velocity improved 14%. Blocker: staging env instability. Action: infra review assigned to Dev-Ops.
Meeting Notes
Your meeting memory, searchable forever
Stop rewriting the same context in every new meeting. Capture notes once — with labels, due dates, and attendee tags — and find any decision or action item months later with a single natural-language search.
1
Write in the meeting, not after it
Rich text editor with live formatting — bullet points, callouts, and tables — all inside a single HTML file you open in Chrome.
2
Label, tag, and link to a project page
Assign labels like "Q2 Planning" and nest the note under the right project page. Kanban boards auto-generate from your labels.
3
Ask a question later — get the answer
"When did we decide to cut the API integration?" — QA search returns the exact note, ranked by relevance, in under a second.
Why did we choose Postgres over MySQL in 2024?
DB architecture decision — April 2024
Engineering · Decisions
98%
Vendor evaluation: Postgres vs MySQL
Attached PDF · page 3
87%
Q2 2024 infra retrospective
Meeting notes · Engineering
74%
Decision Log
No more "why did we do it this way?"
Every architectural choice, vendor selection, and product pivot deserves a written record. VaultBook lets you build a living decision log that's searchable years later — including across attached PDFs and spreadsheets.
1
Document decisions with full context
Record the options considered, the stakeholders involved, and the reasoning — not just the outcome.
2
Attach the evidence
Drag in the comparison spreadsheet, vendor PDF, or meeting transcript. Deep indexing makes them searchable.
3
Find context, not just keywords
Ask in natural language. Get ranked results that surface the decision, the rationale, and the data — together.
Competitor analysis — Notion vs. Obsidian
Sections: Pricing · Feature matrix · Sync model · Enterprise support. 4 attachments indexed (2 PDFs, 1 XLSX, 1 PPTX).
Market sizing model — TAM/SAM/SOM
Encrypted. Attached: market-model-v3.xlsx, investor-brief.pdf. Click to decrypt.
User interview summaries — 12 sessions
Common themes: search latency, offline access, folder depth. 3 transcript PDFs indexed via OCR.
Research Workflows
Research that compounds instead of disappearing
Build a structured research library where every interview, analysis, and literature review is indexed and interconnected. Sections let you break long research notes into named chapters — each with its own attachments.
1
Structure with sections and labels
Break research into collapsible chapters. Label by topic, project, and status. Navigate instantly with typeahead.
2
Index everything — PDFs, XLSX, PPTX, ZIP
Deep file indexing extracts text from all attached documents. A search for a term in a slide deck returns the entry it's attached to.
3
Surface related work automatically
Related Entries suggests contextually similar notes as you read, so serendipitous connections replace duplicated effort.
Indexed attachments
📊
Q4-forecast-final.xlsx
SheetJS · 4 sheets · 2,847 cells indexed
Indexed
📑
vendor-agreement-2026.pdf
pdf.js · 38 pages · text layer + OCR
Indexed
📋
product-roadmap-v2.pptx
JSZip · 24 slides · speaker notes indexed
Indexed
📧
client-thread-export.msg
MSG parser · subject, body + 2 attachments
Indexed
File Intelligence
Your files, finally part of your knowledge
Attachments are usually dead weight — stored but not searchable. VaultBook's deep indexing pipeline reads inside XLSX, PPTX, PDF, ZIP, and MSG files, so a search for any term surfaces the entry it's attached to, not just the filename.
1
Drag and drop — indexing starts immediately
Attach files to any entry or section. VaultBook begins extracting text in the background the moment you drop them.
2
Search inside documents, not just around them
Find "revenue projection" and it surfaces the entry with the XLSX — even if the entry title says nothing about revenue.
3
OCR for scanned and image-heavy documents
Scanned contracts, whiteboard photos, and photographed receipts are all read and indexed via inline OCR.
Project structure
📁 Project Atlas
Sub-pages: Kickoff · Research · Decisions · Retros · Client comms
Kickoff notes — Mar 1
Architecture decision record #1
Client brief.pdf
Project Organisation
One project, one place — from kickoff to close
Build a hierarchical page tree for every project. Sub-pages for research, decisions, and retrospectives. All entries filtered to the project context, with Kanban views auto-generated from your labels.
1
Create a project page tree
Unlimited nesting, drag-and-drop reordering, custom icons and color dots. Your hierarchy, your structure.
2
Track progress with Kanban and due dates
Labels like "In Progress" and "Blocked" create drag-and-drop Kanban columns. The Due sidebar tab shows everything approaching deadline.
3
Onboard teammates to a complete record
Share the folder. Anyone with VaultBook can search the full project history — decisions, files, and all — in seconds.
Built for professional work
Everything you actually need
No filler features. Every capability below solves a real problem that comes up in professional work every week.
🧠
Natural-language QA search
Ask questions like "What did we agree with the client in February?" VaultBook searches across 7 weighted content layers — titles, labels, OCR, body, sections, attachments — and returns ranked answers.
Plus📁
Deep file indexing
XLSX cell data, PPTX slide text and speaker notes, PDF text layers, ZIP archive contents, and MSG email bodies are all extracted and indexed. Your attachments become searchable knowledge, not dead weight.
Pro🔐
Per-entry AES-256-GCM encryption
Each sensitive entry is encrypted independently with a unique salt and IV. Salaries, client contracts, and strategy docs get their own password — compromising one never exposes the others.
Plus⏳
60-day version history
Every edit to every note creates a timestamped snapshot. Browse your history in a side panel, see exactly what changed, and restore any previous state with one click. Great for tracking how a strategy or spec evolved.
Pro🗂️
Hierarchical pages + Kanban
Unlimited nesting for projects, clients, and departments. Labels and inline #hashtags auto-generate Kanban columns — drag a card and the note status updates. Multi-tab views let you compare across projects simultaneously.
Pro📸
Inline OCR for images
Paste a whiteboard photo, screenshot, or scanned business card into a note and the text is automatically extracted and indexed. Useful for capturing handwritten notes and screenshot-heavy workflows.
PlusWho uses it
Built for everyone who thinks for a living
VaultBook fits naturally into roles where knowledge work means constantly capturing, connecting, and finding information.
👩💻
Engineers & Technical Leads
Architecture, debugging, runbooks
"I stopped losing context between sprints. Every ADR, post-mortem, and debugging session is indexed and searchable six months later."
Architecture decision records with version history showing how the spec evolved
Runbooks and debug logs with attached stack traces and config files
Sprint retros and post-mortems linked to the relevant project page
Sensitive credentials stored in AES-256 encrypted entries
📊
Product Managers & Strategists
Roadmaps, research, stakeholder comms
"When a stakeholder asks why we deprioritised something eight months ago, I can find the reasoning and the original data in under a minute."
Decision log with attached competitive analysis PDFs and market data spreadsheets
User interview summaries with OCR'd transcripts and tagged themes
Roadmap drafts with 60-day version history tracking every revision
Kanban board auto-generated from feature status labels
⚖️
Legal & Compliance Teams
Contracts, obligations, audit trails
"Client contracts, regulatory documents, and case notes are indexed and searchable — but stay completely off any external server."
Contract library with deep-indexed PDFs — find any clause in any agreement
Per-matter encryption so each client's files have independent passwords
Deadline tracking with due dates and expiry dates on obligations
MSG email exports indexed — search across archived client correspondence
📈
Analysts & Researchers
Data, models, literature, findings
"Every analyst's nightmare is spending 45 minutes finding a model you built six months ago. VaultBook ended that. The XLSX is indexed, the note explains the assumptions."
Research notes with attached XLSX models indexed at the cell level
Literature reviews with PDF papers indexed and searchable by author and term
Vote-based search learning — upvote useful results to train future rankings
Related Entries surfaces connections between research threads automatically
Zero-trust architecture
Your work is nobody else's business
Work notes contain things that should never leave the building: client strategy, salary discussions, product roadmaps, and legal obligations. VaultBook is the only workspace that makes that guarantee by design.
🔐
Per-entry AES-256-GCM encryption
Every sensitive entry uses an independent key derived from PBKDF2 with 100,000 SHA-256 iterations. Unique 16-byte salt and 12-byte IV per encryption.
🌐
Absolute zero network requests
No backend, no API calls, no telemetry, no analytics pings. VaultBook makes no outgoing connections whatsoever. Your data never travels anywhere.
📂
Your files, your folder, your machine
Everything is stored as plain files in a folder you choose. Backup with any tool you trust, move to a new machine by copying a folder.
Security architecture
🌐
Network requests
Outbound connections made
0
🔐
Encryption standard
AES-256-GCM · PBKDF2 · 100k iterations
✓
☁️
Cloud sync
No account, no server, no sync
✗
📊
Analytics / telemetry
Zero data collection of any kind
✗
🔑
Decrypted data on disk
Plaintext is in-memory only
✗
📁
Data portability
Plain files · copy folder to migrate
✓
How it stacks up
VaultBook vs. the alternatives
Other tools make a tradeoff between search power and data privacy. VaultBook doesn't.
Capability
VaultBook
Notion / Confluence
Obsidian
Natural-language QA search
✓
✗
Plugin
Deep indexing of attachments (PDF, XLSX, PPTX)
✓
✗
✗
Per-entry AES-256 encryption
✓
✗
Vault plugin
Truly offline — zero network requests
✓
✗
✓
Version history per note
✓ 60 days
Paid plan
Plugin
Inline OCR for images
✓
✗
✗
Vote-based search personalisation
✓
✗
✗
No subscription, no account required
✓
✗
✓
From the field
What professionals say
"
I've been using VaultBook for eight months for all my client work. The ability to search inside attached PDFs and spreadsheets changed how I handle due diligence. Nothing like it exists in the SaaS space.
"
Our engineering team keeps all post-mortems, ADRs, and runbooks in VaultBook. The search is genuinely intelligent — I ask questions and get answers, not just filename matches. Onboarding new engineers is so much faster.
"
As a paralegal handling sensitive client matters, the offline-first architecture is non-negotiable. Per-entry encryption means each client's notes are completely isolated. I've recommended it to every attorney I know.
Common questions
FAQ for work use cases
Can I use VaultBook with my team?▾
Yes. VaultBook stores everything in a plain folder — just point multiple people at the same shared folder (via a network drive, Dropbox, or any sync tool you already trust) and everyone gets the same searchable library. Because there's no server, there's no central point of failure and no per-seat pricing.
Is it IT-approved for sensitive data?▾
VaultBook makes zero network requests and stores all data locally in your folder. There's no server to audit, no API to credential, and no cloud storage to evaluate. Most security teams clear it faster than any SaaS tool precisely because there's nothing external to assess. See our Security page for the full architecture documentation.
What file types does the deep indexing support?▾
Pro tier indexes: XLSX / XLSM (via SheetJS — every cell in every sheet), PPTX (via JSZip — all slide text and speaker notes), PDF (via pdf.js — text layer plus OCR for scanned pages), ZIP archives (contents extracted and indexed), and MSG files (Outlook emails — subject, body, plus nested attachments). All processing happens locally in your browser.
How does the version history work?▾
Every edit creates a snapshot in the
/versions directory inside your vault folder, retained for 60 days. Access them from the ⏳ icon on any entry card — you'll see a timeline sorted newest to oldest. Restoring any version is one click. Versions are stored as plain JSON files so you can also inspect or back them up directly.Can I migrate from Notion, Obsidian, or Evernote?▾
Yes. VaultBook includes a built-in Obsidian importer — drag your
.md files in and they're converted to searchable VaultBook entries immediately. For Notion exports (Markdown + CSV) or Evernote exports (ENEX), the same Markdown import handles the content.Does it work offline on planes and in secure facilities?▾
Completely. VaultBook is a single HTML file — once it's open in your browser, it makes zero network requests for anything. AI search, OCR, encryption, Kanban, and all built-in tools run entirely inside your browser's JavaScript runtime. Disconnect from the internet and nothing changes.
Your work knowledge deserves better than a folder you can't search.
Download VaultBook, open it in Chrome, and start building a work library that holds up over time.