# Storing photos and evidence: manage pickup images correctly

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# Storing photos and evidence: manage pickup images correctly

How to store and organise pickup photos and handover receipts so they remain useful for claims and audits. Checklists, file names and storage tips.

15 September 2026

## Quick answer

Save pickup photos immediately with a clear filename, date/time, location and order reference. Use redundant storage (local + cloud), consistent folders and metadata. This makes images usable for claims and fast to find for audits.

## Why correct storage matters

Pickup images and handover receipts record condition, quantity and handover time. They support damage claims, customer disputes and internal checks. In Switzerland, photos often serve as supporting evidence — but only if date, context and link to the order are clear.

## Immediate actions at pickup

Take several photos: overall view, close‑ups of damage, and the receipt or signature. Photograph readable address labels or package IDs. Capture date/time with the camera or an app. Note contact names briefly on the handover form.

## Consistent file naming

Use a consistent format, e.g. "ClientRef_YYYYMMDD_HHMM_Location_01.jpg". Example: "AcmeCo_12345_20260915_0830_Zurich_01.jpg". This helps locate images by filename and avoids duplicates.

## Folder structure and metadata

Create folders by year > client > order. Within an order, separate "Pickup", "Delivery" and "Receipts". Add metadata (tags, descriptions) in your image manager or DMS. Keep original EXIF data including GPS when possible.

## Secure retention and backups

Use at least two storage locations: a local copy and a cloud DMS. Automate regular backups. Restrict who can delete or modify files. Regularly test restores to ensure integrity.

## Legal and privacy notes

Respect Swiss privacy rules: only photograph what is necessary. Store signatures or personal data only with a legitimate business need. Delete images according to your retention policy or legal requirements.

## Frequently asked questions

How long should I keep pickup photos? Keep photos as long as they are business‑relevant. For claims, retain them at least for the warranty or internal review period you define. Set a clear retention rule.

Which file formats should I use? JPEG is compact and widely compatible. For archival quality and lossless storage, use TIFF or PNG if storage and workflows allow.

What about photos of people? Avoid unnecessary images of people. If individuals are identifiable, ensure a legitimate reason or consent. Blur faces if no consent exists.

Can smartphone photos be uploaded automatically to the company archive? Yes. Use secure apps or a mobile device management solution that uploads to predefined folders. Ensure encryption and access controls.

## Plan a courier trip in Switzerland

x25pronto Switzerland carries small and well packed shipments by car. Businesses can choose a direct courier trip or overnight service. Route, timing and shipment details can be entered online before booking. The guide price is then shown for the planned courier order.

[Direct courier →](https://x25pronto.ch/en/direct-courier.html)[Overnight →](https://x25pronto.ch/en/overnight.html)[Services →](https://x25pronto.ch/en/services.html)[Calculate guide price →](https://x25pronto.ch/en/#quote)

### At a glance: Storing photos and evidence: manage pickup images correctly

Key points from this article. Follow the links to read each explanation.

Why correct storage matters Pickup images and handover receipts record condition, quantity and handover time. [Read this section](https://x25pronto.ch/en/blog/fotos-und-beweismittel-richtig-speichern-abhol-bilder-verwalten.html#courier-article-step-1)

Immediate actions at pickup Take several photos: overall view, close‑ups of damage, and the receipt or signature. [Read this section](https://x25pronto.ch/en/blog/fotos-und-beweismittel-richtig-speichern-abhol-bilder-verwalten.html#courier-article-step-2)

Consistent file naming Use a consistent format, for example "ClientRef_YYYYMMDD_HHMM_Location_01.jpg". [Read this section](https://x25pronto.ch/en/blog/fotos-und-beweismittel-richtig-speichern-abhol-bilder-verwalten.html#courier-article-step-3)

Folder structure and metadata Create folders by year > client > order. [Read this section](https://x25pronto.ch/en/blog/fotos-und-beweismittel-richtig-speichern-abhol-bilder-verwalten.html#courier-article-step-4)

Secure retention and backups Use at least two storage locations: a local copy and a cloud DMS. [Read this section](https://x25pronto.ch/en/blog/fotos-und-beweismittel-richtig-speichern-abhol-bilder-verwalten.html#courier-article-step-5)

More on this topic These guides cover related questions: [Storing photos correctly: file formats, metadata and filing](https://x25pronto.ch/en/blog/fotos-richtig-speichern-formate-metadaten-und-ablagestrukturen.html) · [Guide: Correctly Name and Upload Photos from Smartphone](https://x25pronto.ch/en/blog/anleitung-fotos-mit-dem-smartphone-richtig-benennen-und-hochladen.html)