What is the PASSPort Vault?

The PASSPort Vault is a document management and storage solution designed to increase transparency and collaboration for organizations using PASSPort. It is secure and easy to use.

The PASSPort Vault, or Vault, is a centralized document repository benefiting organizations with:

• Secure and paperless storage and management of electronic documents related to City procurement.
• Seamless document sharing among PASSPort users and their organizations.
• Automatic document linkage to business processes in PASSPort (contracts, purchase orders, RFx, etc.).
• Document Search Options (Name, Document Type, Shared, Linked, etc.).

By default, when a document is uploaded to the PASSPort Vault, it is private—only members of your organization who have been granted access to your organization's PASSPort Account can view those documents. The Vault makes it easy to Send documents to other organizations (Vendors, City Agencies) which allows them to view and download them.

Anyone with user access to your organization's PASSPort account will have the ability to manage the contents of your organization's Vault.

Important: Please remember to obtain all necessary approval before uploading any of your organization's documents to the Vault, especially documents with sensitive information. Any material that may be deemed offensive or inappropriate is not to be stored in the Vault. Documents uploaded to the Vault cannot be deleted, only archived, and become a part of system record.

Tip: Develop best practices for using the Vault within your organization, including folder organization and hierarchy, and standardized Document Naming conventions and versioning so it is clear what the Document is to anyone accessing your organization's Vault.

Note: The Vault functionality will only appear for new procurements issued starting August 26, 2024. Any in progress procurements started prior to the launch of the Vault in PASSPort will continue to work without the Vault.