Organize Sensitive Audio Recordings Securely Offline with VaultBook
If you rely on audio recordings to do your best work—therapy sessions, research interviews, standups, lectures, client calls—you’ve probably tried tools like Notion, Evernote, OneNote, or Obsidian. They’re great for quick notes, but as soon as you’re dealing with sensitive recordings, compliance requirements, and a growing archive of files, the cloud stops feeling safe and starts feeling risky.
VaultBook takes a different path: it is a secure, offline-first notebook and attachment vault designed for power users who need real privacy and strict control. Your audio stays on your machine, under your supervision, while still being easy to organize, review, and purge on a schedule.
Why cloud note apps struggle with private audio
Most mainstream tools—Notion, Evernote, OneNote, Obsidian, Google Keep, and others—are built around always-on sync. That’s convenient, but for recordings that contain protected health information (PHI), personally identifiable information (PII), or confidential client data, it creates real concerns:
Audio files are uploaded to someone else’s servers, often stored in multi-tenant cloud environments.
Compliance teams worry about access logs, jurisdiction, and long-term retention policies.
Attachments are scattered across notebooks and workspaces, making structured review and cleanup difficult.
“Delete” doesn’t always mean “securely gone” within a defined time window.
If you’re a therapist, lawyer, researcher, data scientist, data analyst, journalist, or any professional handling sensitive recordings, you need more than “basic encryption in the cloud.” You need an offline system you can reason about and audit.
Meet VaultBook: your offline digital vault for audio
VaultBook is a secure, offline, password-protected digital vault for notes and attachments—especially audio recordings. It runs locally and does not require any cloud account, background sync, or internet connection to work.
Offline-first, no cloud required: Everything lives on your own drive. VaultBook works perfectly with Wi-Fi off.
Password protection with AES-GCM: Your vault is protected with modern AES-GCM encryption, so opening VaultBook requires your password.
HIPAA and PII-ready design: Built to support workflows in healthcare, legal, finance, and privacy-sensitive workplaces that cannot send recordings to random clouds.
No encryption at rest by default: VaultBook does not add its own full-disk encryption layer. You remain in control and can pair it with your preferred OS or drive-level encryption if required by policy.
Yearly subscription: A simple yearly payment model funds ongoing development and new power features without selling your data or behavior.
And because VaultBook’s vault is just a set of local folders (index, attachments, libraries, JSONs, and more), you can optionally sync those folders with your own cloud provider—such as a corporate OneDrive, Dropbox, or private NAS—if your policies allow it. Sync is your choice, not a default.
Attach and organize all your audio recordings in one place
VaultBook doesn’t treat audio as an afterthought. It lets you attach recordings alongside the rest of your work so each session sits in full context.
Attach audio files (meeting recordings, voice notes, interviews) directly to entries.
Store related PDFs, Word documents, Excel sheets, Outlook MSG emails, and images with the same entry.
Use Pages, Labels, and Hierarchy to group recordings by client, project, cohort, research study, or case number.
Search across titles, notes, labels, and metadata so you can quickly locate “Session 12 – sleep issues” or “Q4 risk review call.”
Instead of juggling audio in one app, notes in another, and spreadsheets in a third, VaultBook lets you treat each recording as part of a complete story.
Pages, labels, and hierarchy: from chaos to clarity
VaultBook is built for power users who think in structure. You can:
Create master Pages for each client, subject, or project.
Add nested sections for sessions, interviews, or recurring meetings.
Apply Labels like urgent, follow-up, billing, or analysis pending.
Mirror your real-world workflows and file plan, so audio isn’t just a flat list of filenames.
Students can group lectures by course and week; therapists can build case timelines; data scientists can track experiment reviews and standups; journalists can tie source interviews to drafts and supporting documents.
Expiry limits and 60-day purge policies for sensitive data
For regulated environments, simply “keeping everything forever” is a liability. VaultBook helps you design your own retention rules:
Set expiry limits on sensitive notes and attachments so you know what needs review or removal.
Use 60-day purge policies to ensure data doesn’t linger indefinitely once its useful life is over.
Keep personal and professional recordings separate while still benefiting from the same organized system.
This is where VaultBook really shines compared to tools like Notion, Evernote, OneNote, or Google Keep. Those platforms prioritize long-term, cloud-stored history and auto-backups. VaultBook prioritizes intentional retention, designed to support compliance-minded teams.
Why VaultBook wins against Notion, Evernote, OneNote & Obsidian for audio
You don’t have to uninstall your existing apps. They’re still great for general brainstorming and collaborative wiki-style content. But when it comes to sensitive audio recordings, VaultBook has key advantages:
Local by default: Notion, Evernote, OneNote, and Google Keep are cloud-first. VaultBook is offline-first; nothing leaves your machine unless you explicitly sync the folders yourself.
Designed around privacy: VaultBook is built with HIPAA and PII-sensitive use cases in mind, where uncontrolled cloud storage is a blocker.
Structured attachment model: VaultBook treats PDFs, Word, Excel, images, Outlook MSG, and audio as first-class citizens in a single, organized vault.
Retention mindset: Expiry and 60-day purge policies are central to the design, not an afterthought.
No “mystery infra”: Your data sits where you put it. You know which drive it lives on, which encryptions you’ve chosen, and how it’s backed up.
For therapists who currently bounce between TherapyNotes and various cloud drives, for journalists who mix WhatsApp voice notes with random folders, or for analysts who bury stakeholder recordings in SharePoint, VaultBook offers a single, opinionated, offline vault that you directly control.
Who gets the most value from VaultBook?
VaultBook is built for serious professionals who depend on recordings:
Students who record lectures and want to link audio with slides, PDFs, and revision notes.
Therapists and counselors who handle PHI and must respect strict privacy policies.
Data scientists and data analysts who capture experiment reviews, stakeholder syncs, and debriefs.
Journalists and researchers who need organized source interviews, documents, and supporting evidence.
Legal, finance, and compliance teams who cannot risk uncontrolled cloud storage of sensitive calls.
If your recordings are valuable enough that you’d be worried to see them in the wrong hands, VaultBook is built for you.
Own your recordings, support a focused product
VaultBook follows a straightforward model: a yearly subscription that funds new features and ongoing improvements—without ads, tracking, or mining your data. You pay for the software, and in return you get a private, offline vault that respects your boundaries.
You stay in charge of where the vault lives, how it’s backed up, whether it’s synced to another device, and what gets deleted after 60 days. VaultBook simply gives you the tools to turn scattered audio files into a structured, secure, and manageable archive.
If you’ve ever wondered, “How do I keep all these recordings organized and truly private?”—VaultBook is the answer you’ve been looking for.