Accounts

Tracument is intended as a business to business solution. You must be a business, organization, firm, sole proprietorship, partnership, government, or public-private entity. You will need to provide an address, telephone, and email contact details. We require one person to take an ‘owner’ account within your organization--the account that controls all others. Additionally, if you wish to charge for records or documents, you must provide bank account details for your regular deposit.

Tracument specializes in conveying very sensitive information between businesses, organizations, and other entities. When a given organization sends documents to another through Tracument, they must be sure that the documents will only be available to the intended recipient. We cannot risk one individual or entity masquerading as another. We prevent this by verifying the authenticity of new accounts and then limiting changes in ownership.

We verify new users by telephoning or emailing them through publicly listed contact information. You will need to have such information available for our registration personnel. This information can be listed on the internet, on a firm’s own website, or in the phone book, but cannot come from the person signing up the account. Usually, this can be done in a few hours.

Unfortunately, Tracument is designed for business to business use. This feature may be added in the future. If you are an individual who regularly trades or purchases documents with a business, such as a contractor, and your name is also your trade name, you may fall into the sole-proprietorship category. Contact registration@tracument.com for further advice.

Your organization should consider how you wish to represent yourselves to the public and to other firms. If you exist in two different locations--say, Toronto and Vancouver--and each maintains a separate practice, it may be appropriate to have two different accounts. However, if you wish to amalgamate the two, this is possible. The main limiting factor is the bank account: each account can have only one bank account where funds are deposited or withdrawn. If payments/receipts are not centralized, each branch must have its own account. Please contact registration@tracument.com for further details.

Unlimited log-in accounts are available to each parent account. An organization may have as many staff as they wish accessing their Tracument activities, or they may wish to vest the responsibility with one person (something that Tracument makes possible). Please contact support@tracument.com for further advice on how to make the most of Tracument in your office.

We recommend training in your office or over the phone. We also offer a robust Help Document to get you started. Contact support@tracument.com for further information.

Using Tracument

Tracument is a powerful system designed to simplify your office and reduce the amount of staff time required to deal with documents. If you obtain, provide, or exchange documents in the course of your business, you undoubtedly spend a lot of time and money figuring out what is needed where and then either paying or getting paid for the documents. Tracument simplifies this process while making it more secure and environmentally friendly.

We offer a robust Help Document to get you started. However, we also offer free training over the phone or in your office. Contact support@tracument.com for further information.

We offer a robust Help Document to get you started. However, we also offer training over the phone or in your office. Contact support@tracument.com for further information.

Yes, Tracument has a manual of sorts. See our Help Document for a description of each and every page contained on our website and how each one can reduce your workload.

Tracument is a means of conveyance, like a courier or the mail, but faster, more secure, and environmentally friendly. We offer no guarantee as to the quality or content of the documents we transfer. If you experience a problem with the documents or records you have received, you must take this up with the party that sent them. Tracument will not get involved in disputes between two of its member parties. Please see our Privacy Policy and our User Agreement for further information.

Tracument is a means of conveyance, like a courier or the mail, but faster, more secure, and environmentally friendly. We offer no guarantee as to the veracity of the invoice provided to us with the documents. We simply pass on the invoice and add our fee for use of our transfer system. If you disagree with the invoice provided to you, you may choose not to pay it, or you may contact the creator of the invoice (the same party who uploaded the documents). Tracument will not get involved in disputes between two of its member parties. Please see our Privacy Policy and our User Agreement for further information.

No. Tracument is a means of conveyance, like a courier or the mail, but faster, more secure, and environmentally friendly. We do not provide any endorsement of your request, nor can we help you see it fulfilled beyond assisting your firm with tracking the status of the request and sending reminder notices. We provide no further services in this area. Please contact the party responsible for the documents you wish to obtain. Tracument will not get involved in disputes between two of its member parties. Please see our Privacy Policy and our User Agreement for further information.

No. Tracument is a means of conveyance, like a courier or the mail, but faster, more secure, and environmentally friendly. We do not buy your documents from you and resell them to the requesting party. We simply convey your invoice and documents and hold them until the requesting party pays. We suggest you contact the requesting party directly or use our system to push a reminder notice. Beyond this, we cannot help you. Tracument will not get involved in disputes between two of its member parties. Please see our Privacy Policy and our User Agreement for further information.

Tracument is not an online storage service. We store all paid documents and records for 120 days before deleting them permanently. This ensures that we balance a need for privacy and storage concerns with ease-of-use for our members. If you have paid for documents but did not download them within 120 days, or the documents have since been lost, please contact the providing party. They may convey them to you by other means (as their invoice has been paid), or they may convey them to you through Tracument with a nil invoice, in which case our minimum transfer fee of $4 will apply.

Simply cancel the invoice before it is paid and the other party will not have access to the documents. If the other party has paid your invoice, they will have had access already and you must contact them directly.

Payments

Basic Tracument accounts are free: no monthly fee and no user licenses. We offer several paid options for accounts with more features and privileges that also come with training and process optimization. We charge to transfer documents from one party to another, based on a percentage of the cost of the documents. For chargeable documents, only the party receiving the documents is charged. Non-chargeable documents carry a fee to the sender. Portals are charged to the creator of the Portal. We feel that our charges replace conventional courier or mail charges, while reducing photocopy, paper, ink, office machine, and staff costs. In addition, we charge for requests made on a per transaction basis. See our Pricing page for more details.

See our Pricing page for more details.

We charge based on a percentage as that is how our payment processing costs are structured.

Most documents can be paid for by major credit card (including American Express), cheque, or EFT.

Credit card charges are processed immediately in the normal fashion, usually showing up within a day. Bank transfers are processed in groups at regular intervals, anywhere from one day to one week following the authorization.

See our Pricing page for more details.

We deposit all payments collected on your behalf to the bank account that you have designated semi-monthly on the following schedule:

Payments collected between the 1st and 15th of any given month are deposited on the last business day of that month.
Payments collected between the 16th and the last day of any given month are deposited on the 15th of the following month.

We provide a statement of all payments made and a separate statement of all payments received. These are organized to allow very easy posting by your bookkeeping or accounting department. Statements are provided according to the following schedule:

Transactions processed between the 1st and 15th of any given month are included on a statement provided on the last business day of that month.
Transactions processed between the 16th and the last day of any given month are included on a statement provided on the 15th of the following month.

You may also access a list of your account activities at any time by navigating to the Accounting tab under the Admin heading after you have logged in to your account (Admin Accounts only).

Send the cheque for the full invoice amount payable to “Tracument Solutions Inc” to one of our office locations. Please include the invoice number on the cheque.

We process cheques regularly and guarantee processing within seven days of receipt. If you require quicker access to the documents, consider paying by credit card or sign up an account to pay by EFT.

Privacy and Security

Tracument’s security features are listed on our Security page.

Tracument is designed primarily for the Canadian market. Its servers are hosted in a secure facility in Canada. See our privacy policy for more details.

Tracument’s privacy policy was developed to meet standards set by various regulating bodies and government organizations and can be found here.

Other

Yes, Tracument provides service in all ten provinces and three territories.

Unfortunately, at this time we are not able to offer full Tracument services to firms outside of Canada. We are able to open a limited account for a US-based organization that will allow that firm to pay, by credit card, for documents originating from a Canadian Tracument client. Only Canadian-based entities may upload documents for transfer. All business is deemed to be conducted in Canada, using Canadian currency, and subject to Canadian law.