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The Raven Guide

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Vaulting a REALM

Vaulting moves a completed REALM into permanent, unchangeable storage. This is broker work, and it's one-way — so Realm checks the transaction is truly ready before it seals anything.

Before you start

A REALM can only be vaulted once it has closed and cleared broker review. If something's missing — a required document, a signature, the closing date, broker approval, or the title closing package — the REALM won't be eligible yet, and Realm will tell you what's outstanding.

The seal also waits for the close date. A file whose close date is still ahead cannot be sealed, because a sealed record cannot be amended and the closing documents have not arrived yet. "Today" for this rule is your brokerage's own calendar (the timezone under Brokerage Settings → General), so an Arizona file dated the 13th does not close on the evening of the 12th because a server elsewhere has already rolled over. On the day the close date arrives, the transaction closes and the seal is offered.

How to vault a REALM

  1. Open the Vault page from the dashboard.
  2. In the Ready to Vault section, find the transaction. The **Vault REALM** button shows for the account owner, brokerage admins, and anyone whose Access Role grants Seal to Vault; everyone else sees the row read-only. See Users & Roles for how a broker delegates the seal.
  3. Click Vault REALM.
  4. Realm runs a precheck. If anything is blocking, those items are listed right on the card and vaulting stops until they're resolved.
  5. If the precheck is clear, confirm the prompt. This can't be undone.
  6. The REALM is sealed and moves from Ready to Vault into **All Records**.

What happens behind the scenes

When you confirm, the vaulting process runs in three parts:

  • Precheck — a final, deterministic check for blockers (missing documents, missing signatures, no closing date, no broker approval, and so on). No blockers means it proceeds; otherwise it surfaces exactly what's wrong.
  • Seal — the REALM's documents, compliance state, and identifying details are snapshotted into a permanent record. Documents are copied into locked storage with retention applied, and the REALM's conversation history is archived alongside them. The seal also includes an AI Activity Record: every EVE action linked to this transaction (what was done, the message content, whether it was AI-generated, and who — EVE or a person — did it), preserved as its own locked file listed with the sealed documents. A transaction with no linked AI actions still gets the file — it states explicitly that zero AI actions were linked at seal time, so an empty record and a missing record can never be confused later.
  • Snapshot & integrity — the record gets a tamper-evident trail. Realm verifies the stored documents on an ongoing basis so you can trust the archive hasn't drifted.

If storage is briefly unavailable while you vault, Realm still seals the record and completes the archival when storage recovers — it won't roll back your seal or lose the REALM.

After vaulting

The vaulted REALM shows up in All Records with:

  • A vault number and the property, client, agent, and close date.
  • Compliance status, document count, and integrity status.
  • A retention date — how long the record is kept.
  • A legal hold badge if the record is under hold (which extends retention).

You can open any record to see its full preserved contents, view its Certifications (proof of integrity), and check overall Vault Health.

Reminders

If a REALM clears review but isn't vaulted, Realm sends an ambient reminder to your brokerage's broker(s) so finished REALMS don't linger. It's a nudge, not a deadline.