Detailed incident documentation is detailed and may require incorporating high-resolution photos, drone footage, and dashcam video. Efficient file management is critical. Aclaimant’s File Management features provide a centralized repository for all documentation and ties files to specific incidents and safety reports. With expanded file size limits, Aclaimant can support your organization’s data-heavy workflows.
Expanded File Size & Format Support
To ensure you can capture the full scope of an incident without technical barriers, Aclaimant has expanded its individual file size limits. This allows for the seamless upload of:
High-Resolution Media: Large-format JPG, PNG, and TIFF files from modern mobile devices.
Video Evidence: Longer clips from CCTV, dashcams, or site inspections that previously required external hosting or compression.
Comprehensive Documents: Large PDF bundles, legal filings, and high-page-count medical records.
Files associated with specific incidents or safety reports can be tied to specific records, while more general documentation can be stored in DocHub, which does not tie to a specific location, incident, or report.
Note: While individual file limits have increased, we recommend using standard web formats (like .mp4 for video and .pdf for documents) to ensure all stakeholders can view them without specialized software.
Monitoring Your Storage Usage
To help manage your data footprint, users with admin privileges can monitor total organization-wide storage usage directly within the platform.
Where to Check Your Storage:
Navigate to the Documents tab from your primary tabs
Scroll to the bottom of the list of documents to see your total storage used.
How to Upload Files
There are several ways to add files to Aclaiamnt based on your team's workflow and your document storage needs.
Inside an Incident or Safety Report
The most common way to upload files is directly within a specific record:
Files Sub-tab: Click into any Incident or Claim and select the Files sub-tab. Here you can click Upload or use the Drag-and-Drop feature to move files from your computer directly into the record.
Notes Sub-tab: You can also attach files directly to specific notes. This is ideal for adding context to a specific update or conversation.
Email to Notes: Files can be brought into the Notes Sub-tab via the unique email address assigned to the Incident or Safety Report
Centralized Management (DocHub)
For files that aren’t yet assigned to a specific incident—or for company-wide documents like safety manuals and policy templates—use the DocHub or Documents module:
Navigate to the Documents tab in the main menu.
Select Upload a Document or drag and drop the document you need to add.
Choose the relevant folder and add tags to the document and Save.
Summary of Best Practices
Use Descriptive Names: Rename files (e.g., "Site_Inspection_North_Wall.mp4") before uploading to make them searchable.
Leverage Drag-and-Drop: You can upload multiple files simultaneously by dragging them into the Files sub-tab area.
Monitor Inactive Data: Periodically review your storage dashboard to ensure you are within your plan limits; archiving old reports can help keep your active workspace streamlined.
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