Building Your Proof Vault: Uploading Licenses and Tracking Compliance
The core of our Mini-DAMS architecture is the Proof Vault. While the forensic engine helps you triage risk, true compliance requires a system-of-record where you can store verifiable proof. Our platform allows you to upload licenses, receipts, and release forms directly to specific image records, securely backing them up to our enterprise Backblaze B2 storage infrastructure.
Verified Status Categories
When updating image status after attaching proof, choose the category that best describes the asset’s provenance:
Whitelisted / Approved Assets
Images explicitly approved by your organization for use (e.g., brand assets, partner logos with permission).
Stock Licensed
Images purchased from a stock library with a valid commercial license on file.
Self-Owned
Original photography or graphics created by your team or commissioned as work-for-hire.
Third-Party Permission
Images used with explicit written permission from the rights holder.
Step-by-Step Configuration
Uploading Your Proof Files
You can attach proof files from either the Site Details or Job Details dashboard.
Locate the image row in your Master Inventory Ledger.
Click the Proof File icon (the document icon in the proof_file column).
In the modal, drag-and-drop or browse for your license document.
Supported file types: PDF, JPG, JPEG, PNG, GIF, DOC, DOCX, XLS, XLSX, TXT. Upload limits: Our frontend accepts files up to 10MB, ensuring fast, reliable uploads.
Once uploaded, the ledger row will immediately refresh, displaying a green checkmark, the file extension badge, and a secure timestamp. You can retrieve these documents at any time via secure, time-limited presigned URLs.
Manually Updating the Image Status (Crucial)
Uploading a file attaches the proof, but it does not automatically change the image’s compliance status. Compliance verification must be an intentional, user-confirmed action.
After your file is attached, use the status dropdown to categorize the image. Common verified statuses include:
Handling Site-Wide Duplicates
Our crawler uses 64-bit cryptographic hashing to identify exact duplicates across your domain. However, attaching a proof file to a primary URL does not automatically cascade the verified status to its duplicates.
If you need to verify a globally used asset (like a site-wide logo or footer image), use the Smart Rules feature. Smart Rules allow you to apply bulk actions—updating the status of hundreds of image instances simultaneously based on their source domain or URL path.