Types of Safe Documentation Methods

Comparing journals, apps, cloud tools, and printed logs for safety and privacy.

Types of Safe Documentation Methods

Overview: Comparing Documentation Options

This page outlines several options for storing notes, screenshots, and other records related to relationship harm. Each method has different benefits and risks, especially if someone else has access to your devices, accounts, or home.

Key Questions Before You Choose a Method

• Who can see or access your phone, computer, or paper items?
• Does anyone else know your passwords or device passcodes?
• Is there device or account monitoring software that you know about—or are concerned might be present?
• Would missing or hidden items (papers, apps, folders) make someone suspicious?
• Do you have a trusted person who could store copies for you?

Paper Logs

Paper logs include handwritten notes, printed emails or messages, and physical copies of photos or records.

How Paper Logs Work

• Use a notebook, planner, or loose pages to record dates, times, and short descriptions.
• Print important messages, emails, or screenshots when safe to do so.
• Label pages by date to keep events in order.

Advantages of Paper Logs

• Not connected to the internet or devices that might be monitored.
• Can be stored outside the home with a trusted person or in a secure location.
• Simple to use and does not require technology skills.
• Can be quickly handed to a lawyer, advocate, or police officer if you choose.

Risks and Limitations of Paper Logs

• Can be discovered during a search of your home, bag, or car.
• May be destroyed or taken if found.
• Bulky to store if there are many pages or printed records.
• Harder to back up unless you also scan or photograph pages.

Ways to Make Paper Logs Safer

• Use a notebook that looks ordinary (e.g., work notes, school notebook, planner).
• Store logs in a neutral location if possible (work locker, trusted friend, safety deposit box).
• Write in brief, factual language (dates, times, short descriptions).
• Periodically photograph or scan key pages and store them somewhere separate, if safe.

Encrypted Apps

Encrypted apps include secure note apps, password managers with secure notes, or messaging apps with end-to-end encryption that you use for self-notes.

How Encrypted Apps Work

• Data is scrambled so that only someone with the correct password or key can read it.
• Some apps lock behind an additional passcode or biometric (fingerprint, face ID).
• Certain apps allow hidden or “vault” sections not visible on the main screen.

Advantages of Encrypted Apps

• Extra layer of protection if someone gets access to your device.
• Often support attaching photos, audio, and documents.
• May sync across devices through an encrypted service.
• Some allow quick “lock” or “panic” features to close the app.

Risks and Limitations of Encrypted Apps

• The app icon itself may raise questions if noticed.
• Someone with your device passcode may still open the app if it is not separately locked.
• Backups for these apps might store copies elsewhere (cloud or computer) that you do not control.
• Not all apps are equally secure; some may claim encryption without strong protections.

Ways to Make Encrypted Apps Safer

• Choose an app that blends in (for example, secure notes within a password manager you already use).
• Use a strong, unique password not shared with any other account.
• Turn off auto-fill or face unlock if the other person might physically hold your device to your face.
• Check the app’s settings for:
  • Separate app lock or PIN
  • Disable screenshots if that reduces risk
  • Clear notifications and hide preview content

Cloud Backups

Cloud backups store files, photos, and notes on remote servers accessible through the internet using an account login.

How Cloud Backups Work

• Files from your phone or computer are copied to a cloud service (for example, photos, documents, messages).
• Backups can be automatic or manual, depending on settings.
• Data can be accessed from another device using your credentials.

Advantages of Cloud Backups

• Evidence may be preserved even if a device is destroyed, lost, or reset.
• Can access files later from a different device, such as a library or trusted person’s computer.
• Useful for storing scanned copies of important documents (IDs, court papers, medical visit summaries).

Risks and Limitations of Cloud Backups

• If the other person knows your account password or security questions, they may access backups.
• Shared accounts or family plans may give others visibility into activity or storage.
• Account notifications (new logins, password changes) might be visible to the other person.
• Deleting files from your device does not always delete them from the cloud, and vice versa.

Ways to Make Cloud Backups Safer

• Use a separate account that the other person does not know about, when safe.
• Turn on two-factor authentication that sends codes to a device or email only you can access.
• Review:
  • Devices logged into your account
  • Shared folders and shared albums
  • App permissions that can see your files
• Consider storing only selected, key files rather than backing up everything.

Email-to-Self

Email-to-self means sending emails to your own email address (or to a trusted person) with descriptions, attachments, or photos as a way to timestamp and store records.

How Email-to-Self Works

• Compose an email with:
  • A clear subject line containing the date and a short label (e.g., “2025-03-14 incident details”).
  • A factual description in the body.
  • Attachments like screenshots or documents, if safe.
• Send to:
  • Your own email address, or
  • A trusted recipient who knows how to store it safely.

Advantages of Email-to-Self

• Creates a time-stamped record stored outside your device.
• Easy to search later using dates, keywords, or subject lines.
• Works from most phones, tablets, and computers.
• Can be combined with a trusted person who will keep copies.

Risks and Limitations of Email-to-Self

• Sent and received messages may be visible on all devices logged into that email account.
• If the other person knows the password, they can read or delete emails.
• Drafts and “Sent” folders may show activity even if you later delete messages.
• Some email services show brief previews of messages in notifications.

Ways to Make Email-to-Self Safer

• Use an email account that:
  • Is not shared, and
  • Does not auto-login on any device the other person uses.
• Turn off:
  • Email previews in notifications
  • Automatic syncing to shared computers or tablets
• Regularly move emails into a specific folder with a neutral name (for example, “Receipts” or “Projects”) if that reduces attention.
• Consider sending documentation directly to a trusted professional or support service if that aligns with your plans; some options are listed at DV.Support.

Hidden Folders on Devices

Hidden folders include disguised folders, “hidden” photo albums, or buried directories on a phone, computer, or tablet.

How Hidden Folders Work

• Create folders with neutral names (for example, “Work Budget,” “School Notes,” “Tax Docs”).
• Store documents, screenshots, or text files in those folders.
• On some systems, you can mark folders as hidden so they are less visible in standard views.

Advantages of Hidden Folders

• Can be quick to access if you regularly use that device alone.
• Does not require special apps or new accounts that might look unusual.
• Allows you to organize multiple file types in one place (text, images, PDFs).

Risks and Limitations of Hidden Folders

• Anyone comfortable with the device may still find or search for hidden folders.
• Spot checks of your device might reveal recent files in “Recent” or “Recents” views.
• Files may sync to cloud services or shared devices without you realizing.
• Deleting a hidden folder might move files to a “Recently Deleted” area that is easy to check.

Ways to Make Hidden Folders Safer

• Use file and folder names that match your everyday life (work, school, hobbies) and are consistent with other content on your device.
• Periodically move key items off the device (for example, to a safer cloud account, encrypted app, or external drive) to reduce what is stored locally.
• Review:
  • “Recents” or “Recent Files” sections
  • Photo “Hidden” or “Recently Deleted” albums
  • Automatic sync settings to cloud or shared services

Choosing and Combining Methods

Many people combine several methods to balance ease of use and safety. For example:

• Write brief notes in a paper log stored outside the home, and
• Keep scanned copies of key documents in a secure cloud account, and
• Use email-to-self from a private email for important screenshots, when safe.

Comparison Checklist

• Paper logs
  • Best when: device monitoring is a concern; you have a safe off-site storage option.
  • Watch for: discovery during searches; difficulty backing up.
• Encrypted apps
  • Best when: devices are mostly under your control; the app will not attract attention.
  • Watch for: shared passwords, visible app icons, automatic backups.
• Cloud backups
  • Best when: you may lose access to your device; you can keep the account private.
  • Watch for: shared accounts, family plans, and logged-in devices.
• Email-to-self
  • Best when: you can safely access a private email account from different devices.
  • Watch for: synced email on shared devices and message previews.
• Hidden folders
  • Best when: the other person rarely searches your device and you use neutral naming.
  • Watch for: “Recent” file lists and automated cloud syncing.

Periodic Review Steps

• Review where each type of record is stored and who might see it.
• Check device and account security settings (passwords, two-factor authentication, shared access).
• Decide what to move, copy, or delete based on any changes in your situation.
• Consider whether a trusted person can securely hold backup copies for you.

Recommended Articles

• Gathering Evidence Safely
• Digital Safety Basics
• Safety Planning Checklist
• Storing Important Documents Safely
• Protecting Your Online Accounts