A safe deposit box in the activities of a notary office

Notary offices store documents and valuables

Notary office operations often involve storing important documents, declarations of intent, securities, security copies, cash, and other valuables. Most notary offices struggle with the need to store these documents and items in a safe and/or a strongbox located within the office.

Notary offices are often located in apartments or other premises that are not particularly well-equipped for security or the storage of valuables. While safes and armored cabinets are certainly a good form of security, they can be vulnerable to burglary, theft, and difficulty recovering stolen items, leading to dissatisfied clients.

A safe deposit box in the vault as an alternative to a safe in the office

For notary offices that provide document and valuables storage services, it's worth considering a safe deposit box in the vault to complement an office safe. For particularly valuable items or documents, this form of storage is significantly more secure than an office safe, and a modern vault and deposit service provides, among other things, constant access to the safe deposit box, insurance, and many other conveniences.

One of the most important aspects of renting a safe deposit box in a professional vault is limiting the liability of the notary's office and entrusting storage to a professional entity that, in principle, only handles this. A professional vault and depository operator complies with AML and GDPR regulations and should ensure the highest level of security, confidentiality, and discretion.

Depending on the situation, the safe deposit box may be made available solely to the notary's office or also to the parties to the agreement, which requires notary certification. Access to the company safe deposit box can be granted to up to five proxies, the safe deposit box can be specially secured (sealed), and in special cases, the safe deposit box operator may accept an instruction to block access to the safe deposit box for all parties and conditionally unblock it under established terms.

A safe deposit box in a modern vault - safety first

A key element of security is safe deposit box insurance offered by a vault operator. Historically, banks did not offer bank safe deposit box insurance. Modern vaults, unlike banks and bank safe deposit boxes, offer individual insurance for each safe deposit box against all risks, with varying limits.

A modern vault is a special, certified room with the highest security standards, physical protection, and technologies supporting the proper identification of each client. In the most advanced facilities, access to the vault is granted via a biometric key that cannot be forged, transferred, or lost.

A modern vault offers many conveniences for customers

Modern safe deposit boxes and vaults are typically larger than A4 and offer ample storage for notarial deeds and binders. This is particularly important for law firms or companies that primarily store documents such as notarial deeds, important contracts, declarations of intent, or securities.

A key advantage of a modern vault is its 24/7 availability, 365 days a year. Modern facilities are fully automated and allow customers free access to the vault and safe deposit box. This is crucial in these times, when the coronavirus has closed some offices and limited or even impossible access. A modern vault requires no contact with staff or security and ensures secure access to the safe deposit box, even with the restrictions imposed in 2020 due to COVID-19.

Among the interesting conveniences that are currently a plus, it's worth mentioning that the process of signing a safe deposit box rental agreement in a modern vault should be done electronically. The same applies to issuing receipts or invoices, making payments for the safe deposit box rental, or extending or changing the terms of the agreement. This makes the service more accessible and allows for preparation and implementation in a law firm, practically entirely from the comfort of your office chair or home office.

It's also worth considering what can be stored in a safe deposit box. Many clients, including law firms, have historically used bank safe deposit boxes, where regulations prohibit the storage of items such as cash. Of course, standard regulations in most vaults prohibit the storage of items such as items obtained from crime, explosives, liquids, or food. It's worth emphasizing that non-bank vaults can store cash and weapons (excluding ammunition). The vault operator typically doesn't know, and doesn't want to know, what the client is storing in their safe deposit box.

Safebox24 is a modern vault and deposit service available in Warsaw and soon in select cities in Poland. Safebox24 provides safe deposit boxes in certified, insured vault facilities, providing 24/7 access to the locker based on biometric identification.