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, please follow the steps:

• Log in to the Secureframe platform
• Navigate to the Data Room in the left-hand side menu at the bottom
• From here, you will have the option to access the following
  • Evidence Folder - where evidence is stored
  • Exports Folder - where exports are stored after initiating those exports
  • Search for a specific piece of evidence - ex, background check, Security Awareness Training, etc..
  • Upload files - ability to manually upload evidence
  • Create folders - ability to manually organize data room

Uploading evidence into the Data Room

• Once in the Data Room, click Upload Files in the top right corner.
• Upload the file in question
• select the appropriate evidence type to ensure the correct control requirement is met
• If applicable, choose the employee that is associated with this evidence
• Then click the Upload button

Who has access to the Data Room?

All Secureframe admins have access to the files in Data Room, except for background checks and performance reviews.

Important Note: Only Super Admins can access background checks and performance reviews since these are considered sensitive data.

How to export data from the Data Room

• Once in the Data Room, click Export Data in the top right corner
• Then select the areas of the platform you wish to export. Note: you can select individual sections or select ALL to export. 
• Once you are done with your selection, click Export
• All exported data will show up in the Exports Folder and will be named with today's date
• 

How to edit already existing Evidence in the Data Room

If you have already uploaded a piece of evidence in the Data Room, you will have the option to edit in the future by following the steps below.

• Head to the Data Room
• Find the evidence in question in the Evidence list, by using keyword search, or clicking into a specific folder.
• Once you have found the evidence, click the 3 dot menu on the right of that evidence and click Edit
• From here you will have many options, included the ability to Edit.
• 
• Once you click Edit, you will have the ability to change the Evidence Type and or Employee associated and then Save.
• 

How to find evidence in the data room

In the Data Room, you can use the global search to find specific evidence types or to search for evidence associated with a specific user name.

The Evidence Type column will also assist in the type of evidence like Background Check, Resume, Training, Performance Review and more. 

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 one of your Background Providers (Checkr or Vetty) 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 or Vetty 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.