Home Incident Reports 3. Adding photos and videos

3. Adding photos and videos

Last updated on May 08, 2026

Photos and videos make incident reports much clearer for reviewers and clinicians. BEHCA supports both, with sensible limits and processing.

What you can upload

  • Photos — JPG, PNG, HEIC.
  • Videos — .mp4, .webm, .mov. (Older formats like .avi aren't supported.)
  • Maximum video size: 100 MB.

Uploading from the web

  1. Open the IR (or start a new one).
  2. Find the Photos and Videos section.
  3. Click Upload (or drag and drop files into the zone).
  4. Wait for the upload to finish. A thumbnail or preview appears.

Uploading from mobile

  1. Open the IR.
  2. Tap Add Photo or Add Video.
  3. Choose:
    • Camera — take a new photo or video right now.
    • Library — pick existing media from your phone.
  4. The upload runs in the background. You'll see progress and can keep editing the IR.

Video processing — what happens after upload

Videos are processed to keep file sizes manageable:

  1. You upload the video. Status: Processing.
  2. BEHCA downscales to 720p (or compresses on the device if your video is larger than 100 MB).
  3. When complete, status changes to Ready and you'll see a notification (web push or in-app banner).
  4. The compressed video is what plays back to viewers.

If processing fails, status changes to Failed. The original file is still playable — re-upload to try compression again.

Compression takes anywhere from a few seconds (short clips) to a few minutes (long clips on slow connections). You can keep editing the IR while it processes.

Watching a video later

Videos are played inside BEHCA's viewer. They can't easily be downloaded — there's no download button, and right-click is disabled. This is intentional, to reduce the chance of sensitive footage getting redistributed.

The "no download" guard is best-effort, not absolute. Don't put video into BEHCA assuming it's impossible to extract — a determined viewer with technical knowledge can always grab it. The guard reduces casual mishandling.

Photo guidelines

  • Injury photos — well-lit, close-up, with a coin or ruler for scale if helpful.
  • Scene photos — wide enough to show context, but anonymise people in the background where possible.
  • Avoid identifying others. If staff or other residents are in the frame, consider whether they consented or should be cropped out.
  • Multiple angles help — a single photo can be misleading.

Video guidelines

  • Keep them short. Reviewers are time-poor. 30 seconds focused on the relevant moment is more useful than 10 minutes.
  • Hold the camera steady. Stabilized video is clearer.
  • Vertical or horizontal both work. BEHCA preserves orientation.
  • Audio is recorded. Keep it factual. Don't make accusatory comments while filming.

Storage and privacy

  • Photos and videos are stored in BEHCA's secure cloud storage.
  • They're visible only to people with access to the IR (the profile's team, Managers, designated reviewers).
  • They're retained as long as the IR is on the system.
  • They're included in the IR's PDF export — see Exporting an incident report PDF.

Common questions

  • Why is my video stuck on "Processing"? — Big videos take a while. If it's been hours, contact support. Most clips finish in under 5 minutes.
  • Can I edit a video after uploading? — No, videos are stored as-is (after compression). Trim or edit on your device first if needed.
  • What if the file is too big? — On mobile, BEHCA tries to compress files over 100 MB on the device before upload. If that fails, trim the video on your phone first.
  • Can I delete a photo or video from an IR? — Yes, until the IR is submitted. After submission, deletion is part of the amendment workflow.

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