File Uploads & Evidence Management | Disclosurely

Securely upload documents, images, videos, and audio files as evidence for whistleblowing reports. Support for 50+ file types with automatic metadata stripping and virus scanning.

File Uploads & Evidence Management

Securely attach documents, images, videos, and audio files to whistleblowing reports with comprehensive evidence management supporting 50+ file types, automatic metadata stripping, and enterprise-grade security.

Overview

Evidence documentation is critical for effective whistleblowing investigations. Disclosurely's file upload system enables reporters to attach supporting evidence—documents, photos, videos, audio recordings, spreadsheets, and more—while maintaining security, privacy, and anonymity throughout the process.

Key Features:

50+ supported file types
Drag-and-drop upload interface
Automatic metadata stripping (protects anonymity)
Virus and malware scanning
Encrypted storage and transmission
Preview capabilities
Version tracking

Access: Available during report submission and via secure messaging

Storage Limits: Vary by plan—see Subscription Tiers

Supported File Types

Documents

Office Documents:

Microsoft Word - .doc, .docx
Microsoft Excel - .xls, .xlsx
Microsoft PowerPoint - .ppt, .pptx
Microsoft Visio - .vsd, .vsdx
OpenOffice/LibreOffice - .odt, .ods, .odp

PDF:

PDF Documents - .pdf (all versions)
PDF/A - .pdf (archival format)

Text Files:

Plain Text - .txt
Rich Text - .rtf
Markdown - .md
CSV - .csv (comma-separated values)
Log Files - .log

eBooks:

EPUB - .epub
MOBI - .mobi

Images

Photographs:

JPEG - .jpg, .jpeg
PNG - .png
GIF - .gif (static and animated)
WebP - .webp
HEIC - .heic (iPhone photos)

Professional Graphics:

TIFF - .tiff, .tif
BMP - .bmp
SVG - .svg (vector graphics)
RAW Formats - .cr2, .nef, .arw, .dng

Design Files:

Adobe Photoshop - .psd
Adobe Illustrator - .ai (requires Pro plan)

Video

Common Formats:

MP4 - .mp4 (most common)
MOV - .mov (Apple QuickTime)
AVI - .avi
WMV - .wmv (Windows Media)
WebM - .webm

Professional Video:

MKV - .mkv (Matroska)
FLV - .flv (Flash video)
M4V - .m4v (iTunes)
MPEG - .mpeg, .mpg

Mobile Video:

3GP - .3gp (mobile phones)
iPhone Video - .mov (HEVC format)

Maximum Video Duration: 60 minutes per file

Audio

Audio Files:

MP3 - .mp3
WAV - .wav (uncompressed)
AAC - .aac, .m4a
FLAC - .flac (lossless)
OGG - .ogg

Voice Recordings:

Voice Memos - .m4a (iPhone)
AMR - .amr (Android)
WMA - .wma (Windows)

Maximum Audio Duration: 4 hours per file

Email

Email Formats:

EML - .eml (standard email format)
MSG - .msg (Outlook messages)
PST - .pst (Outlook archive - Pro plan)
MBOX - .mbox (email archives)

Email Attachments: Automatically extracted and displayed separately.

Code & Development

Source Code:

JavaScript - .js, .json
Python - .py
Java - .java
C/C++ - .c, .cpp, .h
PHP - .php
HTML/CSS - .html, .css
SQL - .sql

Configuration:

YAML - .yaml, .yml
XML - .xml
INI - .ini
ENV - .env

Use Cases: Evidence of code violations, security vulnerabilities, data breaches

Other Formats

Database Files:

SQLite - .sqlite, .db
CSV Exports - .csv

CAD/Engineering:

AutoCAD - .dwg, .dxf (Enterprise plan)
SolidWorks - .sldprt (Enterprise plan)

Medical:

DICOM - .dcm (medical imaging - Enterprise plan)

Unsupported File Type?

Contact support@disclosurely.com to request additional format support. Enterprise customers receive priority for custom file type additions.

File Size Limits

Limits by Plan

Free Plan:

Per File: 10 MB maximum
Per Report: 50 MB total
Total Storage: 1 GB organization-wide

Starter Plan:

Per File: 50 MB maximum
Per Report: 250 MB total
Total Storage: 25 GB organization-wide

Pro Plan:

Per File: 500 MB maximum
Per Report: 2 GB total
Total Storage: 100 GB organization-wide

Enterprise Plan:

Per File: 5 GB maximum
Per Report: 20 GB total
Total Storage: Unlimited

Need More Storage?

Upgrade your plan or purchase additional storage:

+50 GB - $25/month
+250 GB - $100/month
+1 TB - $300/month

Access: Dashboard > Settings > Billing > Add Storage

Large File Handling

Files Approaching Limits:

When uploading large files:

Compression Recommended:

Compress videos (reduce resolution if needed)
Compress PDFs (remove embedded fonts, reduce images)
Archive multiple files together
Use lossless compression for important evidence

Chunked Upload: Large files upload in chunks to prevent timeout:

10 MB chunks for reliability
Resume capability if connection interrupted
Progress bar shows upload status
Retry failed chunks automatically

Upload Time Estimates:

On 10 Mbps connection:

100 MB file: ~1.5 minutes
500 MB file: ~7 minutes
2 GB file: ~30 minutes
5 GB file: ~75 minutes (Enterprise only)

Tips for Faster Uploads:

Use wired connection (not WiFi)
Close other bandwidth-intensive applications
Upload during off-peak hours
Use compression to reduce file size

How to Upload Files

During Report Submission

Upload Interface:

Step 1: Access Upload Area

Navigate to report submission form
Proceed to "Evidence & Attachments" step
Click "Upload Files" button or drag files into upload zone

Step 2: Select Files

Two Methods:

Method 1: Drag and Drop

Open file explorer/finder
Select one or multiple files
Drag into upload zone
Drop files
Upload begins automatically

Method 2: Browse and Select

Click "Choose Files" button
Browse to file location
Select one or multiple files (hold Ctrl/Cmd for multiple)
Click "Open"
Upload begins automatically

Step 3: Monitor Upload

Progress bar shows upload status
File name and size displayed
Estimated time remaining
Cancel button available if needed

Step 4: Confirmation

Green checkmark when upload complete
Thumbnail preview (images/videos)
File name confirmation
Option to add file description

Multiple Files: Upload up to 20 files simultaneously. Total report limits still apply.

Via Secure Messaging

Add Evidence After Submission:

How to Upload:

Track your report using report tracking
Access secure messaging
Type message or go directly to attachment icon
Click paperclip/attachment icon
Select file(s) using same methods above
Add optional description
Send message with attachment

Use Cases:

Additional evidence discovered after submission
Investigator requests specific documents
Clarification documents
Follow-up evidence

Learn More: Secure Messaging

Mobile Upload

Upload from Phone/Tablet:

Mobile Optimizations:

Responsive upload interface
Camera integration (take photo directly)
Voice memo recording and upload
Gallery/photos app integration
Cloud storage integration (iCloud, Google Drive)

Take Photo Directly:

In upload interface, tap "Take Photo"
Grant camera permission if prompted
Take photo of evidence
Review and confirm
Upload automatically begins

Record Voice Memo:

Tap "Record Audio"
Grant microphone permission
Record your evidence/testimony
Stop recording
Review and upload

Access Cloud Files:

iOS: Access iCloud Drive files
Android: Access Google Drive files
File picker integration seamless

Metadata Removal

Protecting Anonymity

Automatic Metadata Stripping:

To protect reporter anonymity, Disclosurely automatically removes metadata from all uploaded files:

Metadata Removed:

Documents:

Author name
Company/organization
Computer name
Last modified by user
Document creation software
File path information
Tracked changes history
Comments and annotations (optional)

Images:

EXIF data (camera model, settings)
GPS location coordinates
Date/time photograph taken
Photographer name
Copyright information
Camera serial number
Software used for editing

Videos:

Device information
Recording location
Date and time recorded
Editing software details
Copyright metadata

Audio:

Recording device information
Artist/creator tags
Album/collection information
Timestamps

Emails:

Sender IP address
Email client details
Routing information (headers simplified)
Internal server paths

Metadata Preview

Before Upload:

Optional Preview (Pro/Enterprise):

Select file for upload
Click "Preview Metadata"
See what metadata exists
Confirm removal
Proceed with upload

Metadata Report: Shows detected metadata categories:

✅ Author information (will be removed)
✅ GPS coordinates (will be removed)
✅ Device details (will be removed)
❌ No sensitive metadata detected

Manual Metadata Removal:

For extra caution, remove metadata before upload:

Windows:

Right-click file > Properties
Go to "Details" tab
Click "Remove Properties and Personal Information"
Select "Remove the following properties"
Select all > OK

macOS: Use third-party tools:

ImageOptim (images)
ExifTool (all files)
Preview.app Export (images)

Online Tools:

PDF metadata removers
Image EXIF removers
Be cautious uploading sensitive evidence to public online tools

File Security

Encryption

End-to-End Encryption:

All uploaded files are encrypted:

Encryption Process:

Upload: File encrypted in browser before transmission (TLS 1.3)
Transit: Encrypted connection to servers
Storage: AES-256 encryption at rest
Access: Decrypted only when authorized user views

Learn More: Security Overview

Virus Scanning

Automatic Malware Detection:

Every uploaded file scanned for viruses and malware:

Scanning Process:

File uploaded to secure quarantine
Multiple antivirus engines scan file
Malware signatures checked
Behavioral analysis performed
If clean: file moved to permanent storage
If infected: upload rejected, reporter notified

Scanning Engines:

ClamAV (open source)
Commercial antivirus integration
Signature databases updated daily

Rejected File:

If file contains malware:

Upload immediately stopped
File deleted from quarantine
Reporter receives notification:
- "File rejected due to security concerns"
- Virus/malware name (if identifiable)
- Recommendation to scan file locally
Can attempt upload after cleaning file

False Positives:

Occasionally legitimate files flagged:

Contact support@disclosurely.com
Provide file hash or description
Manual review possible
Whitelist if confirmed safe

Access Controls

Who Can View Files:

✅ Authorized Personnel:

Assigned investigators (case team)
Organization administrators (configurable)
Compliance officers (audit access)

❌ Unauthorized Access:

Other organization employees
Unassigned investigators
External parties
Disclosurely staff (zero-knowledge encryption)

Access Logging:

All file access logged in audit trail:

Who accessed file
When accessed
From where (IP address)
Action taken (viewed, downloaded)
Duration of access

Download Controls:

Organization Settings:

Configure file download permissions:

Prevent Downloads: Files viewable only (no download)
Logged Downloads: Downloads allowed but logged
Watermarked Downloads: Files stamped with accessor identity
Unrestricted: Downloads allowed (default for most)

Access: Dashboard > Settings > Security > File Access

Learn More: Access Control

File Preview & Viewing

In-Browser Preview

Supported Preview Formats:

Documents:

PDFs (inline viewer)
Office files (converted preview)
Text files (syntax highlighting)

Images:

All formats (lightbox viewer)
Zoom and pan
Fullscreen mode
Image rotation

Videos:

Inline video player
Playback controls
Fullscreen option
Frame-by-frame navigation

Audio:

Waveform visualization
Playback controls
Timestamp markers
Speed controls (0.5x, 1x, 1.5x, 2x)

No Download Required: Files can be reviewed entirely in browser without downloading.

Download Options

Downloading Files:

How to Download:

Navigate to report with evidence
Locate file in attachments section
Click "Download" button
File downloads to default folder

Bulk Download:

Download all case files at once:

Open case details
Click "Download All Evidence"
Files packaged as ZIP archive
Includes folder structure
Metadata manifest included

Useful For:

External legal review
Archiving closed cases
Offline analysis
Evidence preservation

Download Audit:

All downloads logged in audit trail for compliance.

Annotation Tools (Pro/Enterprise)

Markup Evidence:

Available Tools:

Highlight text or image areas
Redact sensitive information
Add comments to specific sections
Draw arrows and shapes
Add text boxes

Use Cases:

Highlight important passages
Redact third-party PII before sharing
Mark specific evidence details
Annotate investigator notes

Version Control:

Original file preserved
Annotated version saved separately
Annotation history tracked
Multiple annotation versions possible

Access: Pro and Enterprise plans only

File Organization

Folder Structure

Automatic Organization:

Files automatically organized by:

By Case:

/Case DIS-ABC123/
  /Initial Submission/
    - document1.pdf
    - photo1.jpg
  /Messages/
    - additional-evidence.xlsx
    - screenshot.png
  /Investigation/
    - investigator-notes.docx

By File Type:

Documents
Images
Videos
Audio
Other

By Date:

Chronological order
Upload timestamp preserved

Search & Filtering

Finding Files:

Access: Case > Evidence > Search Files

Search Options:

File name search
File type filter (documents, images, etc.)
Upload date range
Uploaded by (reporter vs. investigator)
File size range

Advanced Search (Pro/Enterprise):

Full-text search within documents
OCR search in images (scanned documents)
Metadata search (if preserved for internal files)

Learn More: Analytics Dashboard

File Retention

Retention Policies

Evidence Retention:

Files retained according to data retention policies:

Default Retention:

Active Cases: Retained until case closed
Closed Cases: Retained per organization policy (typically 7 years)
Archived Cases: Moved to long-term storage
Deleted Cases: Permanent deletion after retention period

Legal Holds:

Files under legal hold cannot be deleted:

Retention period extended
Deletion blocked automatically
Audit trail logs hold status
Released when legal matter resolved

GDPR Considerations:

Evidence in erasure requests:

Cannot delete if legal obligation to retain
Partial erasure possible (reporter data, not evidence)
Documented justification required

Learn More:

Storage Management

Monitor Storage Usage:

Access: Dashboard > Settings > Storage

Storage Metrics:

Total storage used
Storage by file type
Storage by case
Storage growth trends
Projected storage needs

Storage Alerts:

80% capacity warning
90% capacity critical alert
Automatic email to administrators
Upgrade prompts

Storage Cleanup:

Reclaim Space:

Archive old cases
Delete draft reports
Remove duplicate files
Compress large videos

Troubleshooting

Upload Failures

Common Issues:

1. File Too Large

Error: "File exceeds maximum size"
Solution: Compress file or upgrade plan
Compression tools: WinZip, 7-Zip, online compressors

2. Unsupported File Type

Error: "File type not supported"
Solution: Convert to supported format or contact support
Conversion tools: CloudConvert, Zamzar, Adobe Acrobat

3. Network Timeout

Error: "Upload failed - connection lost"
Solution:
- Retry upload (resumable from where it stopped)
- Use wired connection
- Upload smaller files
- Check internet stability

4. Virus Detected

Error: "File rejected - security threat detected"
Solution:
- Scan file locally with antivirus
- Clean or replace file
- Contact support if false positive

5. Browser Issues

Error: Upload stuck at 0% or 100%
Solution:
- Hard refresh page (Ctrl+F5)
- Clear browser cache
- Try different browser
- Disable browser extensions
- Update browser to latest version

File Not Displaying

Preview Issues:

1. Corrupted File

Try downloading and opening locally
Re-upload file if corrupted

2. Unsupported Preview

Some files can't preview in browser
Download file to view locally

3. Browser Compatibility

Update browser to latest version
Try Chrome, Firefox, or Edge
Clear browser cache

4. Slow Loading

Large files take time to generate preview
Wait 30-60 seconds
Refresh if needed

Download Problems

Can't Download File:

1. Permissions

Verify you have download permissions
Contact administrator if access denied

2. Browser Blocking

Check browser download settings
Disable pop-up blockers temporarily
Allow downloads from disclosurely.com

3. Network Issues

Large files may timeout
Try again later
Use wired connection for large downloads

Best Practices

For Reporters

✅ Organize Before Uploading:

Rename files descriptively (not "IMG_1234.jpg")
Group related evidence in folders (then ZIP)
Create file list documenting each attachment

✅ File Quality:

High enough quality to be useful evidence
Not so high that files are unnecessarily large
Compress videos without losing critical detail

✅ Privacy Protection:

Review files for unintended sensitive information
Redact third-party personal information
Use anonymous reporting if needed
Don't include your name in file names

✅ Descriptions:

Add description to each file
Explain what file shows
Note date/context if not obvious
Reference in report narrative

For Investigators

✅ Evidence Integrity:

Download files immediately upon receipt
Create backup copy for legal purposes
Document chain of custody
Note any file modifications in audit trail

✅ File Analysis:

Review all evidence thoroughly
Use annotation tools to mark key items
Cross-reference evidence with report details
Note discrepancies or questions

✅ Sharing Evidence:

Redact before sharing externally
Use access controls appropriately
Share via secure methods only
Log all evidence sharing

Anonymous Reporting

Anonymous File Uploads:

Files uploaded in anonymous reports:

Metadata automatically stripped
No reporter identification preserved
File access limited to case team
Audit trail doesn't link to reporter identity

Learn More: Anonymous Reporting

Secure Messaging

Evidence via Messages:

Upload additional evidence through secure messaging:

Same security as initial submission
Supports all file types
Integrated with case timeline
Notifies investigators automatically