Upload points and their limits
Files can be uploaded from several places in School Vault. Each upload point has its own size limit and accepted formats:
| Upload point | Accepted formats | Max size per file |
|---|---|---|
| Daily report photos | JPEG, PNG | 5 MB |
| Learning Journal observation photos | JPEG, PNG | 5 MB |
| Health record attachments (sick notes, vaccination cards) | PDF, JPEG, PNG | 10 MB |
| Incident report attachments | PDF, JPEG, PNG | 10 MB |
| Student profile documents (birth certificate, passport copy) | PDF, JPEG, PNG | 10 MB |
| Resource library files | PDF, DOCX, XLSX, JPEG, PNG | 20 MB |
| Homework attachments (teacher uploads) | PDF, DOCX, JPEG, PNG, MP3 | 20 MB |
| School logo | PNG, SVG | 2 MB |
| Class and school photos | JPEG, PNG | 5 MB |
Storage allocation
Each school subscription includes storage as follows:
- Up to 50 students: 10 GB total storage
- 51–150 students: 25 GB total storage
- 151–300 students: 50 GB total storage
- 301+ students: 100 GB total storage
To check current usage, contact support@schoolvault.ng to request a storage usage summary.
Photos use the most storage. Daily report photos accumulate quickly, at 1 photo per child per day, a 100-child school generates ~3,000 photos per 30-day month. Compress photos before uploading (use the camera's standard quality setting, not "original" or "raw"). School Vault automatically creates a web-optimised version for display, but the original file is also retained.
File security
- All uploaded files are stored in encrypted object storage (article 8.1).
- Files cannot be accessed by direct URL, every file requires an authenticated session token to download.
- Files are scanned for malware during upload. Files that fail the scan are rejected with an error message.
Data retention
- Active students: all files are retained indefinitely while the child is enrolled.
- Archived/withdrawn students: files are retained for 3 years after the withdrawal date, then permanently deleted.
- Deactivated schools: if a school's subscription lapses and the school is deactivated, files are retained for 90 days before deletion. Reactivating within 90 days restores all data.
- School Vault backups: daily backups are retained for 30 days. Backup restoration is available on request to support@schoolvault.ng.
There is no manual delete for uploaded files. If you need a specific file deleted (e.g. a document uploaded by mistake containing sensitive data), contact support@schoolvault.ng with the file location. Support will confirm the deletion and record it in the audit log.
Managing storage approaching the limit
- Contact support@schoolvault.ng to request a storage usage breakdown. The team can identify which category is using the most space and advise on next steps.
- Archive students who have left — their files move to the "Archived" bucket and are not counted against the active storage alert threshold.
- If your school is consistently above 80% usage, contact support@schoolvault.ng to discuss a storage upgrade.