How to Store Secure Notes, Files, and Sensitive Information in Keeper

Applies to: Windows 10/11, macOS, iPhone, iPad, Android, and Supported Web Browsers
Difficulty: Beginner
Estimated Time: 5–10 minutes

Overview

Keeper Password Manager does more than store passwords. It can also protect sensitive information, documents, photographs, and other confidential records inside your encrypted Keeper Vault.

Using Keeper, you can securely save important information without leaving it in unsecured text files, ordinary notes applications, or unprotected folders on your computer.

Depending on your organization’s subscription and permissions, Keeper supports:

  • Secure notes and custom record fields.
  • File and photograph attachments.
  • Dedicated record types for different kinds of information.
  • Encrypted file storage.
  • Secure sharing with authorized recipients.
  • Access to saved records across your approved devices.

This guide explains how to create secure notes, upload files, organize sensitive information, and safely access or share stored documents.

Before You Begin:

  • Make sure your Keeper account is active.
  • Sign in using your organization’s approved authentication method.
  • Confirm that your device is connected to the internet.
  • Have the information or files you want to save available.
  • Verify that you are authorized to store the information in Keeper.
  • Confirm that Secure File Storage is enabled if you plan to upload attachments.

Important: Keeper Secure File Storage may require an additional subscription or storage entitlement. If file attachment features are unavailable, contact True Synergy Networks.

Note: Keeper is designed for securely storing individual sensitive records and attachments. It is not necessarily a replacement for your organization’s approved document management, backup, or file collaboration systems.

Understanding Secure Information Storage in Keeper

Keeper stores information in encrypted entries called Records.

A record can contain several types of information, including:

  • Login credentials.
  • Secure notes.
  • Website addresses.
  • Custom fields.
  • File attachments.
  • Photographs.
  • Other supported sensitive information.

Example Uses

You might use Keeper to store:

  • An approved vendor account recovery code.
  • A confidential license or reference number.
  • A business application setup note.
  • A protected document related to an account.
  • A network recovery code when authorized.
  • Other approved information that needs secure storage.

Important: Only store information permitted by your organization’s data-handling policies.

Do not assume that every type of confidential document is approved for storage in your personal Keeper Vault.

Understanding Secure Notes vs. File Attachments

Keeper supports several ways to store sensitive information.

Secure Notes

A note is text saved inside an encrypted Keeper record.

Secure notes are useful for:

  • Instructions related to an account.
  • Important reference numbers.
  • Recovery information.
  • Short confidential notes.
  • Other information that does not require a separate document.

Custom Fields

Custom fields provide structured places to save additional information.

For example:

  • Account ID.
  • Customer Reference Number.
  • Security Question Reference.
  • Internal Service Identifier.

Some record types provide fields designed for particular types of information.

File Attachments

File attachments allow you to store supported documents and other files within Keeper.

Examples include:

  • PDF documents.
  • Images.
  • Text files.
  • Other supported business files.

Recommendation: Use notes for short text-based information and file attachments for documents that must retain their original format.

Windows or Mac — Create a Secure Note

Step 1: Open Keeper

  1. Open the Keeper desktop application or Web Vault.
  2. Sign in using your assigned account.
  3. Complete any required authentication.
  4. Wait for your Keeper Vault to load.

Step 2: Create a New Record

  1. Click + Create New.
  2. Select Record.
  3. Review the available record types.
  4. Choose a suitable type, such as a dedicated secure-note type if provided, or another appropriate record type with a Notes field.
  5. Enter a descriptive title.

Step 3: Enter Your Information

  1. Locate the Notes field.
  2. Enter the information you want to protect.
  3. Add any other relevant fields.
  4. Review the contents for accuracy.

Example:

Title: Vendor Account Recovery Information

Notes:

Account recovery instructions and authorized support contact information for the vendor service.

Important: Avoid putting information into an ordinary login record’s password field unless it is actually a password. Use appropriately named fields for clarity.

Step 4: Save the Record

  1. Click Save.
  2. Return to your vault.
  3. Search for the new record.
  4. Open it to confirm that your information was saved.

Your note is now stored within your Keeper Vault.

Note: Access to the record is subject to your Keeper authentication and sharing permissions.

How to Add Sensitive Information to an Existing Record

Sometimes information belongs with an existing account rather than in a separate note.

For example, a vendor account record might also need a reference number or setup instructions.

Step 1: Locate the Record

  1. Open Keeper.
  2. Search for the appropriate record.
  3. Open it.

Step 2: Edit the Record

  1. Click Edit.
  2. Locate the Notes section or an appropriate custom field.
  3. Add the additional information.
  4. Review the entry.

Step 3: Save

  1. Click Save.
  2. Confirm that the updated information appears.

Important: If the record is shared, other authorized people with access to that record may also be able to view the information you add.

Only add sensitive information to a shared record when everyone with access is authorized to see it.

How to Use Custom Fields

Custom fields help you organize information that does not fit into a standard login field.

Step 1: Open a Record

  1. Sign in to Keeper.
  2. Open the record you want to update.
  3. Select Edit.

Step 2: Add a Custom Field

  1. Locate the custom field section.
  2. Select the option to add a field.
  3. Choose the appropriate field type if prompted.
  4. Enter a descriptive label.
  5. Enter the information.

For example:

Label: Account Reference Number
Value: Your organization’s assigned reference number

Step 3: Save Your Changes

  1. Review the new field.
  2. Click Save.
  3. Confirm that the information appears correctly.

Note: Some custom field types can conceal their values until you choose to reveal them, depending on the Keeper interface.

Windows or Mac — Upload a Secure File

Keeper Secure File Storage allows supported accounts to upload encrypted file attachments.

Step 1: Open Your Keeper Vault

  1. Open Keeper.
  2. Sign in using your assigned account.
  3. Locate the record where you want to store the file.

You may create a new record or use an existing one.

Step 2: Add the File

  1. Open the record.
  2. Click Edit.
  3. Locate Add Attachments, Files or Photos, or the available attachment control.
  4. Select the file from your computer.

Alternatively, supported desktop interfaces may allow you to drag and drop a file into the record.

Step 3: Upload the Attachment

  1. Confirm that you selected the correct file.
  2. Wait for the upload to finish.
  3. Review the attachment name.
  4. Click Save.

Important: Do not close Keeper before the file upload has completed.

Note: Upload size limits depend on the application and subscription. Keeper’s published limits support files up to 100 MB through the Web Vault and larger individual files through supported desktop and mobile applications, subject to available storage.

Step 4: Verify the Upload

  1. Reopen the record.
  2. Locate the attachment.
  3. Confirm that the file appears.
  4. Open or download it if appropriate to verify that it is accessible.

Recommendation: Confirm successful synchronization before removing the original file from its approved storage location.

Important: Do not delete an organization’s original business document simply because you uploaded a copy to Keeper.

How to Upload a File by Drag and Drop

Supported Keeper desktop interfaces allow files to be added using drag and drop.

Step 1: Locate the File

  1. Open File Explorer on Windows or Finder on Mac.
  2. Navigate to the file you want to store.
  3. Confirm that it is the correct document.

Step 2: Open Keeper

  1. Open your Keeper Vault.
  2. Create or open the appropriate record.
  3. Enter edit mode if required.

Step 3: Drag the File

  1. Select the file in File Explorer or Finder.
  2. Drag it into the Keeper record or supported upload area.
  3. Release the file.
  4. Wait for the upload.
  5. Save the record.

Note: Drag-and-drop availability depends on your Keeper application and operating system.

How to View or Download a Stored File

Step 1: Open the Record

  1. Open Keeper.
  2. Locate the record containing the attachment.
  3. Select the record.

Step 2: Select the File

  1. Locate the attachment in the record.
  2. Click the file name or the available download icon.
  3. Choose the appropriate view or download action.

Step 3: Open the Document

  1. If a preview is available, review the file.
  2. If downloading, select an approved storage location.
  3. Open the downloaded file using an approved application.

Important: A downloaded file may exist outside Keeper’s encrypted vault protections.

Avoid saving confidential documents to public computers, personal cloud storage, or unauthorized shared folders.

Delete temporary local copies when they are no longer needed and your organization’s policies permit deletion.

iPhone or iPad — Create a Secure Note

Step 1: Open Keeper

  1. Open Keeper Password Manager.
  2. Sign in using your assigned account.
  3. Unlock your vault if prompted.

Step 2: Create a Record

  1. Tap the + button.
  2. Select Create New Record.
  3. Choose an appropriate record type.
  4. Enter a descriptive title.

Step 3: Add the Note

  1. Locate the Notes field.
  2. Enter the information.
  3. Review it for accuracy.
  4. Tap Save.

Note: You can also edit an existing Keeper record and add information to its Notes or supported custom fields.

iPhone or iPad — Upload Files and Photos

Step 1: Open a Record

  1. Open Keeper.
  2. Create a new record or select an existing record.
  3. Enter edit mode if necessary.

Step 2: Add an Attachment

  1. Tap Attach Files, Photos & Videos, or the available attachment option.
  2. Choose whether to select an existing file or take a photograph.
  3. Allow the necessary device permissions when prompted.

Step 3: Select the File

If choosing an existing file:

  1. Browse the Files or Photos interface.
  2. Locate the correct item.
  3. Select the file.

If taking a photograph:

  1. Open the camera when prompted.
  2. Capture the image.
  3. Confirm that you want to use it.

Step 4: Save the Record

  1. Wait for the attachment to upload.
  2. Review the file details.
  3. Tap Save.
  4. Reopen the record to verify the attachment.

Important: Make sure the upload has synchronized before deleting the original file or photograph.

iPhone or iPad — Send a File Directly to Keeper

On supported iOS versions, you may be able to send a document to Keeper directly from another application.

Step 1: Open the Document

  1. Open the approved application containing the document.
  2. Locate the file you want to store.
  3. Tap the Share icon.

Step 2: Select Keeper

  1. Review the available sharing destinations.
  2. Select Keeper.
  3. Unlock Keeper if prompted.

Step 3: Choose a Record

Keeper may allow you to:

  • Add the file to a new record.
  • Add the file to an existing record.
  1. Select the appropriate option.
  2. Enter or confirm the record information.
  3. Save the record.

Important: Only use this feature with files that your organization permits you to store in Keeper.

iPhone or iPad — Scan a Document

Supported Keeper iOS versions include a document scanning feature.

Step 1: Open a Record

  1. Open Keeper.
  2. Select or create a record.
  3. Enter edit mode.

Step 2: Scan the Document

  1. Tap Scan a Document, if available.
  2. Allow camera access if prompted.
  3. Position the document within the camera view.
  4. Capture the document.

Step 3: Save the Scan

Keeper may offer to save the captured document as:

  • A file attachment.
  • Text extracted into the Notes field.
  1. Review the available options.
  2. Select the appropriate format.
  3. Verify that the content is readable.
  4. Save the record.

Important: Text extracted from an image may contain errors. Carefully verify account numbers, recovery information, and other critical details.

Android — Create a Secure Note

Step 1: Open Keeper

  1. Open the Keeper application.
  2. Sign in using your assigned account.
  3. Unlock the vault.

Step 2: Create a Record

  1. Tap the + button.
  2. Choose an appropriate record type.
  3. Enter a title.

Step 3: Add Your Information

  1. Locate the Notes field.
  2. Enter your confidential note.
  3. Add other supported fields if necessary.
  4. Tap Save.

Android — Upload a Secure File

Step 1: Open a Record

  1. Open Keeper.
  2. Create a new record or open an existing one.
  3. Enter edit mode if required.

Step 2: Add an Attachment

  1. Tap Add Files or Photos, Attach Files, or the available attachment option.
  2. Select the file or photograph you want to upload.
  3. Allow approved permissions if prompted.

Step 3: Upload and Save

  1. Confirm the selected file.
  2. Wait for the upload to complete.
  3. Save the record.
  4. Reopen it and verify that the attachment appears.

Note: Android file picker and photo selection screens vary by device manufacturer and operating system version.

Understanding File Synchronization

Keeper can synchronize encrypted records and attachments across authorized devices.

For example:

  1. You upload a file to Keeper from your computer.
  2. Keeper encrypts and stores the attachment.
  3. You open Keeper on your mobile device.
  4. The file becomes accessible when synchronization is complete.

Important: A file that has not finished uploading may not be available on other devices.

How to Recognize an Upload Problem

On mobile devices, Keeper may display a cloud icon with a line through it when an attachment has not successfully uploaded or synchronized.

If this occurs:

  1. Check your internet connection.
  2. Keep the original device available.
  3. Reopen the record.
  4. Allow the attachment to synchronize.
  5. Confirm that it can be accessed from another device.

Important: Do not delete the original file or uninstall Keeper while an attachment remains unsynchronized.

How to Organize Sensitive Records

Folders can help separate different types of information.

Example Folder Structure

Business Accounts

  • Vendor Information
  • License Records
  • Account Recovery Information

Secure Documents

  • Authorized Reference Files
  • Business Certificates
  • Other Approved Documents

Create a Folder

  1. Open Keeper.
  2. Select Create New.
  3. Choose Folder.
  4. Enter a descriptive name.
  5. Save the folder.
  6. Move authorized records into it.

Note: Folder organization does not change the permissions of the underlying records unless they are placed in a shared folder or another access-controlled location.

How to Share a Secure Note or File

Keeper supports encrypted record sharing with other authorized Keeper users.

Step 1: Open the Record

  1. Sign in to Keeper.
  2. Find the secure note or file record.
  3. Open it.

Step 2: Open Sharing

  1. Select Share.
  2. Choose the option to share with another Keeper user.
  3. Enter the recipient’s authorized work email address.

Step 3: Review Permissions

Depending on the record and your permissions, Keeper may allow:

  • View access.
  • Editing permissions.
  • Sharing permissions.
  1. Review the available access levels.
  2. Choose the minimum permissions needed.
  3. Confirm the sharing action.

Important: Sharing a record may also grant the recipient access to its attached files and notes.

Verify that the entire record is appropriate for the recipient before sharing.

How to Use One-Time Share for Sensitive Information

If permitted by your organization, Keeper One-Time Share allows a recipient to access an approved record through a temporary secure link.

Step 1: Open the Record

  1. Open Keeper.
  2. Locate the record.
  3. Select Share.
  4. Choose One-Time Share, if available.

Step 2: Create the Link

  1. Select Create a Share Link.
  2. Choose an appropriate expiration.
  3. Confirm the share.

Step 3: Send the Link

  1. Copy the link.
  2. Verify the recipient.
  3. Send the link through an approved communication method.

Important: A One-Time Share link may give access to all information in the selected record, including notes and attachments.

Do not use One-Time Share for documents your organization prohibits sharing externally.

What Not to Store in Keeper

Although Keeper provides encrypted storage, not every document belongs in a password manager.

Avoid storing information that:

  • Your organization requires to remain in another approved system.
  • Is prohibited by company policy.
  • Must be retained in a regulated document management system.
  • Exceeds your organization’s approved storage limits.
  • Does not have a legitimate business need to be stored in Keeper.

Important: Do not use a personal Keeper account for company-sensitive documents unless explicitly approved.

If you are unsure whether a document belongs in Keeper, contact True Synergy Networks or your organization’s authorized administrator.

Troubleshooting

I Cannot Find the Notes Field

  1. Open the Keeper record.
  2. Select Edit.
  3. Review the available record fields.
  4. Check whether the selected record type provides a Notes field.
  5. Use another appropriate record type if permitted.

If the required option is unavailable, contact True Synergy Networks.

I Cannot Upload a File

If the upload fails:

  1. Confirm that Secure File Storage is enabled.
  2. Check your internet connection.
  3. Verify that the file is within the supported size limit.
  4. Confirm that the file is accessible on your device.
  5. Try again.

If the issue continues, contact True Synergy Networks.

My File Is Too Large

If Keeper rejects a large file:

  1. Review the reported size limit.
  2. Confirm which Keeper application you are using.
  3. Check your organization’s available secure storage.
  4. Use an approved alternative document storage service if necessary.

Note: Keeper’s published file limits vary between the Web Vault and supported desktop or mobile applications, and storage availability depends on your account.

My File Is Not Appearing on Another Device

  1. Confirm that you are signed into the same Keeper account.
  2. Check the internet connection on both devices.
  3. Review whether the upload completed.
  4. Look for any unsynchronized attachment warning.
  5. Allow time for synchronization.

If the attachment remains unavailable, contact True Synergy Networks.

Important: Do not delete the original file until successful synchronization has been confirmed.

I Cannot Open a Stored Attachment

  1. Confirm that you are signed into Keeper.
  2. Open the correct record.
  3. Check whether the file has synchronized.
  4. Select the available view or download option.
  5. Verify that your device supports the file format.

If the file cannot be accessed, contact True Synergy Networks.

A Downloaded File Is Missing

If you downloaded a file but cannot find it:

  1. Check your device’s Downloads folder.
  2. Review any download notification.
  3. Open the original Keeper record.
  4. Download the file again if authorized.

Important: Be mindful of where confidential files are downloaded and stored.

I Cannot Share a Secure Note

  1. Confirm that you have permission to share the record.
  2. Verify the recipient’s email address.
  3. Check whether the record belongs to a restricted shared folder.
  4. Review any error message.
  5. Contact True Synergy Networks if necessary.

Note: Enterprise security policies may restrict sharing.

My Secure Note Was Changed Accidentally

If information was overwritten:

  1. Open the affected record.
  2. Locate Record History, if available.
  3. Review previous versions.
  4. Restore the appropriate version if authorized.

Important: Restoring an older version may also restore other fields to their previous values.

I Accidentally Deleted a File or Record

  1. Open Keeper.
  2. Look for Deleted Items.
  3. Review whether the record can be recovered.
  4. Restore it if the option is available and you are authorized.

If only an attachment was removed from an existing record, check the available Record History or recovery options.

Important: Recovery is not guaranteed. Contact True Synergy Networks if an important business document has been deleted.

Keeper Is Asking for Additional Storage

If file storage is unavailable or your quota is exceeded:

  1. Review the displayed message.
  2. Confirm that you are signed into your organization-managed Keeper account.
  3. Do not purchase an additional subscription independently unless authorized.
  4. Contact True Synergy Networks.

Note: Secure File Storage entitlement and limits may be managed by your organization.

Additional Information

  • Keeper stores confidential notes, custom fields, and supported file attachments in encrypted records.
  • Secure File Storage may require an additional subscription or storage entitlement.
  • Files can be attached to existing records or stored in dedicated file records.
  • Supported desktop applications provide file upload and drag-and-drop capabilities.
  • Supported mobile applications allow uploading documents, photographs, and other permitted files.
  • Keeper for iPhone and iPad supports document scanning on compatible versions.
  • Attachments may be synchronized across authorized devices after successful upload.
  • A pending synchronization icon indicates that an attachment may not be available from other devices.
  • Record sharing can provide authorized coworkers access to notes and attachments.
  • True Synergy Networks manages enterprise storage policies, sharing permissions, and advanced troubleshooting.

Security Reminder: Only store business documents and sensitive information in Keeper when authorized by your organization. Never share confidential records, access codes, private documents, or file attachments with unauthorized individuals. Be cautious when downloading encrypted attachments because downloaded copies may no longer be protected by Keeper’s vault encryption. Verify recipients before sharing records, and contact True Synergy Networks immediately if you suspect unauthorized access or accidental disclosure.