Vault Only for seasonal agents
AEP ends. OEP slows down. ACA open enrollment passes. The phones get quieter.
But your records do not stop mattering.
Keep SOAs, call recordings, ACA consent records, eligibility review files, uploaded sales documents, and historical records accessible during the slower season with SOA Vault.
SOA Vault
November call
Recording stored
December SOA
Signed file accessible
ACA consent
10-year record layer
OEP document
Uploaded and searchable
Export package
Ready if workflow changes
Quick verdict
Use Business Line + Vault when actively selling. Use Vault Only when you want lower monthly cost but still need access to compliance records.
Seasonal recordkeeping
Insurance sales are seasonal. Medicare.gov lists Medicare Open Enrollment from October 15 through December 7, with changes effective January 1 when the plan receives the enrollment request by December 7. Medicare Advantage Open Enrollment runs January 1 through March 31 for people already in a Medicare Advantage Plan. Review Medicare enrollment periods.
For agents, that means months of intense call volume, documentation, plan reviews, SOAs, recorded conversations, enrollment-related work, and file cleanup. Then the season changes.
The agent income may slow down and the business line may not be used as heavily. But the recordkeeping need does not disappear just because the selling season ended.
What to keep
You may not need a live recorded business line in April, May, June, or July. But you may still need to retrieve a November call, a December SOA, a January OEP file, or an ACA consent record from the prior season.
Business Line + Vault vs. Vault Only
Business Line + Vault is for the active selling season: dedicated recorded business line, automatic call recording, electronic SOA workflow, telephone SOA / voice signature recordkeeping, ACA record storage, uploaded sales documents, and record export.
Vault Only is for off-season or storage-only use: keep stored records accessible at a lower monthly cost when you do not need the recorded line active year-round.
Independent agent economics
Independent agents often carry seasonal commission cycles, chargeback risk, carrier certification costs, E&O costs, licensing fees, CRM costs, quoting-tool costs, lead costs, and slower cash flow after AEP or OEP.
Vault Only lets you keep the record layer, lower the monthly cost, and reactivate the full recorded line when you need it again.
That is not just a pricing feature. It is a business model that matches the way many independent Medicare and ACA agents actually work.
Record types
A Medicare marketing or sales call is not the same thing as an enrollment-related record. An SOA is not the same thing as an ACA consumer consent record. An ACA eligibility application review confirmation is not the same thing as a general sales note.
For CY2027, CMS finalized a six-year retention framework for Medicare marketing and sales calls. For the first three years, records must be kept in audio format. For years four, five, and six, records may be kept either as audio or as complete and accurate transcript recordings. CMS also stated that the final rule did not address the retention timeframe for enrollment calls.
Read the April 6, 2026 Federal Register final ruleUnder 45 CFR 155.220, agents, brokers, and web-brokers assisting through Federally-facilitated Exchanges must document that eligibility application information was reviewed and confirmed as accurate before submission. The rule also requires consumer consent documentation before assisting with or facilitating enrollment. Both documentation categories must generally be maintained for at least 10 years and produced upon request.
Read 45 CFR 155.220Storage vs. folders
Vault Only is not just a folder subscription. Supported SOAs, ACA records, uploaded files, and call recordings use WORM-style Object Lock controls to help protect records from ordinary alteration or deletion during the retention period.
The problem is not the cloud. The problem is the workflow. A folder system can break down when recordings are named inconsistently, SOAs live somewhere else, ACA records sit in email, and historical files are scattered across platforms.
A phone system has a similar limitation. A phone system records calls. A vault keeps records.
Vault Only is designed for the seasonal advantage: keep agent records accessible when you do not need the line active.
Seasonal workflow
The goal is simple: pay for the active recorded line when you need it, but keep your compliance records accessible when you do not.
Use Business Line + Vault when your sales season is ramping up. Set up the recorded line, confirm your SOA workflow, and make sure ACA records and uploaded files have a home.
Use the full workflow for call recording, electronic SOAs, telephone SOA records, ACA consent and eligibility review documentation, uploaded files, and record export.
Move to Vault Only if you do not need the recorded line active year-round. Keep access to stored call recordings, SOAs, ACA records, uploaded documents, and export tools.
Reactivate Business Line + Vault when your call volume and sales workflow justify it again.
Vault checklist
Use Vault Only for the records you may need after the sales conversation is over.
Pricing
Use Business Line + Vault during active selling months. Use Vault Only when record access matters more than active call recording.
Active selling season
$39.99
/month
You need the dedicated recorded business line, automatic call recording, SOA workflow, ACA record storage, uploaded sales documents, and exportable records.
Start Business Line + VaultOff-season storage
$9.99
/month
You want lower-cost off-season storage, continued access to stored records, stored call recordings, stored SOAs and ACA records, uploaded documents, record export, and off-season flexibility.
Start Vault OnlyOff-season checklist
If the answer is "I think so," that is not good enough. The off-season is when you turn "I think I have it" into "I know where it is."
Related workflows
Use the recorded business line when you are actively selling and need automatic call recording.
View workflowUse the call recording guide when you want the recorded-line workflow and storage requirements explained before AEP.
View workflowUse SOA Vault when your main need is long-term record storage, retrieval, and export.
View workflowSend, sign, track, and store SOAs with related records in the vault.
View workflowStore ACA consent, eligibility review documentation, Marketplace records, and supporting files.
View workflowFAQ
Off-season record storage is a lower-cost way to keep access to important agent records during slower sales months. For Medicare and ACA agents, that can include SOAs, call recordings, ACA consumer consent records, eligibility application review documentation, uploaded sales documents, historical records, and exportable files.
AEP and OEP may be over, but record requests can come later. A beneficiary, carrier, FMO, agency, compliance team, or regulator may ask for a file after the sales conversation happened. Off-season storage helps you keep records accessible without paying for every active selling tool year-round.
Business Line + Vault includes the dedicated recorded business line, automatic call recording, and vault storage. Vault Only is the lower-cost off-season option for agents who want continued access to stored records, stored call recordings, stored SOAs and ACA records, uploaded documents, record export, and off-season flexibility.
Vault Only is listed at $9.99/month. It is designed for agents who want lower-cost off-season storage or do not need the recorded business line year-round.
Yes. Vault Only is a strong fit for historical records. Use it to consolidate older SOAs, stored call recordings, ACA records, uploaded documents, and sales files so your record history is not scattered across phone systems, CRMs, FMOs, emails, and folders.
Yes. The seasonal workflow is to use Business Line + Vault when actively selling, downgrade to Vault Only during the slower season, keep important records in your account, and reactivate the line when the selling season ramps back up.
No. Vault Only is not a CRM. It is a record storage layer for agent compliance files. Use your CRM for relationship management. Use your quoting and enrollment tools for plan work. Use SOA Vault to keep the records.
Supported vault records use retention-oriented Object Lock storage in access-controlled S3 vault buckets, with versioning, SSE-KMS encryption, SHA-256 artifact hashes, and CloudTrail audit events. Runtime application roles do not have retention-bypass permission.
Yes. Vault Only is designed to store ACA consent and eligibility review records along with SOAs, call recordings, uploaded documents, and historical files. ACA Marketplace rules require documentation of consumer consent and eligibility application review, and those records must generally be maintained for at least 10 years and produced upon request.
Yes. The retention framework depends on the record type. For CY2027, CMS finalized a six-year framework for Medicare marketing and sales calls, with audio required for the first three years and audio or complete and accurate transcripts allowed for years four through six. Other records, including enrollment-related records, SOAs, ACA records, carrier files, and agency records, may follow different requirements or workflows.
Google Drive can store files, but it is not an insurance agent compliance vault. If you use folders, you still have to manually connect recordings, SOAs, ACA records, eligibility review files, uploaded documents, and historical records. Vault Only is designed specifically for keeping agent records together and accessible.
Bottom line
Vault Only gives Medicare and ACA agents a lower-cost way to keep SOAs, call recordings, ACA consent records, eligibility review documentation, uploaded sales files, historical records, and exportable files accessible after the busy season ends.
This page is for educational purposes only and is not legal, CMS, carrier, compliance, or tax advice. Agents should follow current CMS rules, carrier guidance, agency procedures, approved scripts, privacy requirements, applicable state call-recording consent laws, Marketplace requirements, and the requirements that apply to their specific sales and enrollment workflows.