File Uploads & Evidence Management

Attach documents, images and ZIP archives to whistleblowing reports with controlled file handling.

Overview

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

Key Features:

• PDF, Office, image and ZIP files
• Drag-and-drop upload interface
• Metadata handling controls
• File security checks
• Encrypted storage and transmission
• Preview capabilities
• Version tracking

Access: Available during report submission

Storage by plan: See Subscription Tiers. Pro includes secure storage on a reasonable-use basis (no fixed numerical allowance). Organisation and Enterprise include unlimited secure storage, still subject to Acceptable Use.

Supported File Types

Reporters can upload the following file types:

• Documents: PDF (.pdf), Word (.docx), Excel (.xlsx), PowerPoint (.pptx)
• Images: JPEG (.jpg, .jpeg), PNG (.png)
• Archives: ZIP (.zip)

Older Office formats (.doc, .xls, .ppt), audio, video and other file types are not currently supported. Convert files to a supported format, or combine several files into a ZIP archive.

File Size Limits

Storage by plan

Pro:

• Secure storage included
• Reasonable-use basis (no fixed GB/TB allowance currently defined; no automated plan-based storage enforcement)

Organisation / Enterprise:

• Unlimited secure storage
• General Acceptable Use protections still apply

Need a different arrangement?

Contact support if your usage needs discussion: support@disclosurely.com

File Limits

• Up to 50 MB per file
• Up to 10 files per report submission

If a file is too large, compress it (for example, reduce image resolution or compress a PDF) or split it into several files.

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

1. Open file explorer/finder
2. Select one or multiple files
3. Drag into upload zone
4. Drop files
5. Upload begins automatically

Method 2: Browse and Select

1. Click "Choose Files" button
2. Browse to file location
3. Select one or multiple files (hold Ctrl/Cmd for multiple)
4. Click "Open"
5. 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)
• File name confirmation
• Option to add file description

Multiple Files: Attach up to 10 files when submitting a report, each up to 50 MB.

After Submission

Files can currently only be attached when you first submit a report. If you have more evidence later, mention it in a secure message and the investigating team can tell you how to share it.

Mobile Upload

On phones and tablets, the upload button opens your device's file picker. You can choose existing photos or files and, depending on your device, take a new photo.

Metadata Removal

Protecting Anonymity

Metadata Handling:

Files uploaded through the reporting portal are processed to remove common identifying metadata before they are stored:

• Images (JPEG, PNG): EXIF data, including camera details and GPS location, and other embedded image metadata
• PDFs: document properties such as author, title and creation software
• Office documents (Word, Excel, PowerPoint): document properties such as author, company and last modified by

What is not removed:

• Comments, tracked changes and reviewer names inside Office documents
• Text, images or other content inside a file that could identify someone
• Files inside ZIP archives, which are not cleaned individually
• Some embedded PDF metadata

Metadata removal reduces risk but does not guarantee anonymity. Reporters should check files before uploading.

Manual Metadata Removal:

For extra caution, remove metadata before upload:

Windows:

1. Right-click file > Properties
2. Go to "Details" tab
3. Click "Remove Properties and Personal Information"
4. Select "Remove the following properties"
5. 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

Encryption in Transit and at Rest:

Uploaded files are handled using encrypted transmission and encrypted storage controls:

Encryption Process:

1. Upload: File is transmitted over encrypted transport
2. Transit: Connection protections apply during transfer
3. Storage: Stored content is protected at rest
4. Access: Viewing remains subject to application permissions

Learn More: Security Overview

File Security Checks

Automatic Checks:

Uploaded files may be subject to automated security checks as part of the handling workflow:

Checking Process:

1. File is received by the upload workflow
2. Automated checks may run before the file is made available
3. Suspicious uploads can be blocked or flagged for review
4. Customers should verify current behaviour during evaluation

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
• Access outside approved workflows should not be assumed

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:

1. Navigate to report with evidence
2. Locate file in attachments section
3. Click "Download" button
4. File downloads to default folder

Bulk Download:

Download all case files at once:

1. Open case details
2. Click "Download All Evidence"
3. Files packaged as ZIP archive
4. Includes folder structure
5. Metadata manifest included

Useful For:

• External legal review
• Archiving closed cases
• Offline analysis
• Evidence preservation

Download Audit:

Download activity can appear in audit trail records where audit logging is enabled for the relevant workflow.

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:

• Data Retention Policies
• GDPR Requests

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

Related Features

Anonymous Reporting

Anonymous File Uploads:

Files uploaded in anonymous reports:

• Metadata handling is applied where supported by the file type and workflow
• Reporter identification depends on what is included in the uploaded content
• 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:

• Similar handling approach to initial submission
• Supports all file types
• Integrated with case timeline
• Notifies investigators automatically

Learn More: Secure Messaging

Audit Trail

File Access Logging:

All file activity logged:

• Uploads
• Views
• Downloads
• Modifications
• Deletions
• Access attempts (authorized and unauthorized)

Learn More: Audit Trail

Related Pages

• How to Submit a Report - Full submission guide
• Secure Messaging - Post-submission uploads
• Anonymous Reporting - Anonymous file uploads
• Security Overview - Security controls
• Audit Trail - File access logging
• Subscription Tiers - Storage by plan

Support

Questions about file uploads?

• Email: support@disclosurely.com
• Contact Support
• File type requests: support@disclosurely.com