Capturing & Uploading Document Images

Document Image Requirements

When uploading identity documents (birth certificates, passports, adoption certificates), the image must be clear enough to read all text and verify the child's identity.

Supported File Types

File Size Limits

• Maximum file size: 10MB (default, configurable by administrator)
• Recommended: 1-5MB for optimal balance of quality and upload speed
• Files are automatically compressed for storage

Taking Quality Photos

Equipment

• Use a smartphone camera (most have sufficient quality)
• Ensure camera lens is clean
• Use the main camera, not selfie camera, for better resolution

Lighting

• Good: Natural daylight, evenly lit room
• Avoid: Direct sunlight (causes glare), low light (causes blur), flash on glossy documents
• Position document near a window but not in direct sun

Positioning

• Place document flat on a contrasting surface (dark document on light table or vice versa)
• Position camera directly above, not at an angle
• Fill the frame with the document but include all edges
• Ensure all corners are visible

Focus

• Tap the screen on the text area to focus
• Wait for the camera to focus before taking the photo
• Hold steady - brace elbows if needed
• Take multiple photos and choose the clearest

Quality Checklist

Before uploading, verify:

• ☑️ All text is readable (names, dates, certificate numbers)
• ☑️ No part of the document is cut off
• ☑️ Image is in focus, not blurry
• ☑️ No glare or shadows obscuring information
• ☑️ Document is right-way up (can be rotated in viewer)
• ☑️ All official stamps/seals are visible

Uploading from Different Devices

From Smartphone (Most Common)

1. Click 'Upload Document' or 'Choose File'
2. Select 'Camera' to take a new photo, or 'Photo Library' for existing
3. Take photo or select from gallery
4. Confirm selection
5. Wait for upload to complete

From Computer

1. First, transfer photo from phone to computer (email, cloud, cable)
2. Click 'Choose File' in the portal
3. Navigate to the photo location
4. Select and upload

From Scanner

1. Scan document at 200-300 DPI (higher isn't needed)
2. Save as PDF or JPEG
3. Upload the scanned file

How Images Are Stored

For security and efficiency:

• Compression: Images are automatically compressed (GZip) to reduce storage
• Integrity: SHA-256 hash is calculated to detect any tampering
• Encryption: Can be enabled for additional security
• Retention: Stored for the required retention period, then securely deleted

Viewing Uploaded Documents

Staff can view uploaded documents in:

• Child's details page (Documents tab)
• Submission review page
• Click thumbnail to open full-size viewer
• Viewer supports zoom, rotate, and download

Common Problems

Upload Fails

• Check file size is under limit
• Check file format is supported
• Check internet connection
• Try a different browser

Image Too Large

• Most phones can reduce photo size in settings
• Use an image editing app to resize before upload
• Take photo at lower resolution

Image Rejected as Unreadable

• Retake with better lighting
• Ensure focus is on the text
• Try scanning instead of photographing