Keep original photos, videos and messages organized
Build a small, understandable record that connects every file to its source, while keeping your originals separate from edited or shared copies.
Updated October 17, 2026 · By Hit & Run Evidence Preservation · Original practical guidance · Examples are illustrative
Create three places for your files
Use separate folders named Originals, Working copies and Sent copies. Originals hold the files as received or captured. Working copies hold crops, captions and excerpts. Sent copies show exactly what you supplied to an agency or insurer. This organization is a practical workflow, not a certification that a file is legally admissible.
Give each source an identifier such as PHOTO-01 or CAMERA-02 in your worksheet. Keep the original filename in your index, even if you give a working copy a more descriptive name. This makes it possible to connect your notes to the file someone actually supplied.
Write a short file index
For each item record its identifier, original filename, source, date received, what it appears to show and backup location. Distinguish the date you received a recording from the time displayed inside it. If either is unknown, say so.
Illustrative index entry: CAMERA-02; entrance_export.mp4; supplied by the store manager on October 17; appears to show the east entrance; displayed clock has not been verified; original and backup checked. The entry describes the source without claiming that it identifies the fleeing vehicle.
Keep messages and attachments together
Save the message that accompanied a file, including its sender, date and any explanation of camera coverage or time settings. An attachment alone may lose that context. If you also save a screenshot for convenience, keep the original message or export when available.
Avoid annotating the only copy of a photograph or converting the only copy of a video. If you make a smaller version for sharing, record which original it came from and describe what changed. Keep a copy of your submission and its acknowledgment in Sent copies.
Check your backup before relying on it
Make another copy in a separate storage location you control. Open a sample of the copied photos, documents and videos to check that the files are readable. A folder name or a completed upload icon alone does not tell you whether the correct files are inside.
Keep sensitive records private and share only the material needed with the intended recipient using their accepted submission method. The website stores worksheet notes only when you choose device saving; it does not upload or back up your original media. Download your worksheet and store it alongside the index.
Further reading on keeping digital records
The Library of Congress personal digital archiving resources explain general approaches to keeping photographs, video, email and documents. These are preservation resources, not crash-specific legal instructions. The worked examples on this page are our own illustrations.
Continue your record
Open the evidence utility to organize your notes, or read another guide.
General educational information. For reporting requirements, access rights or legal deadlines, consult the relevant agency or a qualified professional.