The Data Room is used to store evidence that will eventually be exported during your audit period.

Examples of files stored under the Data Room are background check results, an architecture diagram, job descriptions, an organization chart, and more.

How to access the Data Room

To access the Data Room:

1. Log in to the Secureframe platform.
2. In the left-hand menu, navigate to Compliance.
3. Select Data Room.

Once inside the Data Room, you can:

• Open the Evidence Folder – View all stored evidence.
• Open the Exports Folder – Access files generated from initiated exports.
• Search for evidence – Quickly find items such as background checks, Security Awareness Training records, and more. (Note: The search bar works at the level of the selected folder)
• Filter and sort – Apply filters or Columns (e.g., Name, Evidence type, Date uploaded) and sort quickly to refine and reorder results.
• Upload files – Manually add evidence to the Data Room.
• Create folders – Organize your evidence into custom folders for easy navigation.

Uploading Evidence to the Data Room

1. In the Data Room, click Upload files in the top-right corner.
2. Choose an Upload type:
   • File(s) – Drag and drop or select one or more files from your computer (max file size: 500MB).
   • Link – Paste a direct URL to the file’s location (e.g., Dropbox, Google Drive).
      
3. Select the Evidence type from the dropdown to ensure it maps to the correct control requirement.
4. If the chosen Evidence type requires an associated person, a Relevant employee field will appear. Select the correct employee.
5. Click Upload to save the evidence to the Data Room.

User Access level to the Data Room

All Secureframe Admins can access files in the Data Room, except background checks and performance reviews.

Important: Background checks and performance reviews contain sensitive information and are only accessible to Super Admins.

Default Folders in the Data Room

The data room now visually identifies default folders with a Default tag. These folders are created automatically by the system to store important data and cannot be removed.

To learn more about a default folder, hover over the Default tag to see a tooltip explaining its purpose. This tag only appears on system-created folders — folders you create yourself will not display it.

Exporting Data from the Data Room

• In the Data Room, click the download icon in the top-right corner.
• Select the areas of the platform you want to export:
  • Choose individual sections, or
  • Click Select all to export everything.
• When ready, click Export.
• Once an export is processed, each selected category will display a checkmark. Click the category name to download a folder containing its respective evidence.

Editing Evidence in the Data Room

If you’ve already uploaded evidence to the Data Room, you can edit it at any time:

• In the Data Room, locate the folder or evidence you want to update by searching or navigating to the correct folder.
• Click the three-dot menu to the right of the item.
• If it’s a folder, the only option will be Edit name.
• If it’s an evidence file, you’ll see both Edit name and Edit details:
  • Edit name – Change the file’s display name.
  • Edit details – Update the Evidence type and/or Relevant employee (if applicable).
• Save your changes.

Finding Evidence in the Data Room

In the Data Room, use the search bar to locate specific evidence types or evidence linked to a specific user.

You can also use the Evidence Type column to quickly identify items such as background checks, resumes, training records, performance reviews, and more.

Archiving and Restoring Evidence in the Data Room

When you archive a file or folder in the Data Room, it is moved to the root folder and remains in an archived state.

• Archived folders cannot be opened or modified until restored.
  Individual files inside an archived folder cannot be restored on their own — the entire folder must be restored first.
• When restored, files and folders are placed in the root folder.

Note: Evidence uploaded into a test automatically appears in the Data Room’s Evidence folder. If archived, it will move to the root folder but will still display as archived in the related test’s slide-out view.

Executive Level Reporting

We offer a high level dashboard which displays an overview of your compliance program (testing, control health, vendor risk, etc.) so you can capture and share reporting with your executive team as needed.

Frequently Asked Questions (FAQ)

I tried to export Background Checks but I get the following error and nothing shows up in the export?

• Certain exports like Background checks and Performance Reviews are sensitive and can only be exported by Super Admins. 

I am using Checkr and for some reason Secureframe isn't picking up the background check with the right user?

• In some cases, you may have accidentally brought in 2 of the same users into Secureframe and the background check isn't sure which to associate with. 
• If you do have 2 of the same users, we recommend Merging those into one first and after that is complete you can manually associate the background check to that new user.

Why can't auditors get access to my background checks from Secureframe?

• Auditor are not Super Admins, so by default they do not have level of access for Background Checks, which contain sensitive data. Also important to note that Auditors don't need to see the background checks. They only need to know that it has been completed and when.
• If your auditor is requesting these documents, your Super Admin can always export and provide manually after careful consideration. 

What if I (a employee) already completed a background check previously?

If you have completed a background check, with Checkr previously, then you should enter the same email address used during your background check. This might be a different email than your company email if the background check was run before you were issued a company email address.  Entering your same email address will help backfill the completed background check report. 

I'm trying to export my Vendor Access List as part of my User Access Review steps, but no file is downloaded?

• The exports from the Data Room go into the "Exports" folder and under (another) folder with the date you exported it.

Where can I find resumes or background check documents uploaded in Secureframe?
Resumes and background check files are stored in the Data Room under the Evidence folder. You can use the search bar to locate these documents:

• If the file name includes the person’s name, it should appear in search results.

• If the file was uploaded with a generic name (e.g., resume.pdf or background-check.pdf), you may need to click into the file to verify the details.