Case Management

Create and manage investigation cases to organize materials, track progress, and protect sources.

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What is a Case?

A Case is a container for a single investigation that includes:

• Materials: Documents, recordings, photos, notes
• Timeline: Key events and milestones in the investigation
• Recipients: Editors, colleagues, legal team who receive materials if released
• Release Policy: Dead man's switch configuration
• Context: README and instructions for recipients
• Metadata: Case status, dates, size, access logs

Think of it as: A secure evidence locker + dead man's switch for one investigation.

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Creating a Case

Step 1: Navigate to Journalist Mode

1. Log in to Torvus Security
2. Click Cases in sidebar (or Journalist Mode if first time)
3. Click New Case button

Step 2: Basic Information

Case Name (required):

• Use descriptive but discreet names
• Good: "Government Contracts Investigation 2025"
• Bad: "Senator Smith Corruption" (too specific if account compromised)

Description (optional):

• Brief overview for your reference
• Not visible to recipients until release
• Example: "Investigation into fraudulent DoD contracts involving XYZ Corp"

Status (automatic):

• Active: Currently investigating
• Published: Story published, case closed
• Archived: Investigation ended, materials preserved
• Destroyed: Materials permanently deleted

Step 3: Configure Release Policy

Choose when to release materials to recipients:

Time-Based (Recommended):

Release if no check-in for: [7] days
Grace period: [24] hours

Event-Based (Enterprise only):

Release immediately if:
- I trigger emergency alert
- Duress code entered
- Delegate confirms I'm compromised

Release Options:

• ☑ Send alert to recipients immediately when deadline passes
• ☑ Include case materials in release package
• ☑ Include timeline and context documents
• ☐ Auto-destroy materials after release (optional)

Step 4: Add Recipients

Add people who will receive materials if released:

Required Fields:

• Name: "Jane Smith"
• Email: "jane.smith@newsorg.com"
• Role: "Editor" / "Legal Counsel" / "Colleague" / "Other"
• Verification: MFA required (yes/no)

Recipient Permissions:

• View Only: Can read but not download materials
• Full Access: Can download and save materials locally
• Emergency Contact: Receives alerts but not materials (optional)

Best Practices:

• Minimum 2 recipients (redundancy)
• Maximum 5 recipients (security)
• Always include your editor
• Include legal counsel for sensitive cases

Step 5: Review and Create

Review case configuration:

• Case name and description
• Release policy settings
• Recipient list
• Check-in frequency

Click Create Case to finalize.

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Case Dashboard

Overview Tab

Case Summary:

📁 Case: Government Contracts Investigation
Status: 🟢 Active
Created: January 15, 2025
Last Updated: March 10, 2025

Materials: 47 files (2.3 GB)
Timeline: 12 events
Recipients: 3 people

Next Check-in Due: March 17, 2025 (7 days)
⚠️ Check in by March 17 or materials will be released after 24-hour grace period

Quick Actions:

• ✅ Check In Now (reset timer)
• 📤 Upload Materials
• ✏️ Add Timeline Event
• 👥 Manage Recipients
• ⚙️ Case Settings
• 🗑️ Destroy Case (emergency)

Materials Tab

Folder Structure:

📁 Source Materials (1.2 GB)
  📄 contract_docs_2024.zip
  📄 email_thread_smith_xyz.pdf
  🎤 witness_interview_2025-02-15.mp3
  📸 meeting_photo_evidence.jpg

📁 Analysis (450 MB)
  📄 financial_flow_diagram.pdf
  📄 timeline_analysis.xlsx
  📄 key_players.md

📁 Story Drafts (15 MB)
  📄 story_draft_v5_FINAL.docx
  📄 executive_summary.pdf
  📄 fact_check_notes.md

📁 Legal (5 MB)
  📄 legal_review_jones.pdf
  📄 source_protection_plan.pdf

📄 README.txt (10 KB)

File Actions:

• Upload: Drag-and-drop or click to upload
• Download: Download individual files or entire folders
• Preview: View documents in-browser (images, PDFs, text)
• Redact: Built-in redaction tools (see Redaction section below)
• Delete: Remove files permanently
• Move: Organize into folders
• Metadata: View/edit file metadata (add notes, tags)

Timeline Tab

Visual Timeline:

January 15, 2025
  📩 Initial contact from source

January 20, 2025
  📄 Source provides first batch of documents

February 10, 2025
  🎤 Interview with Source A (recorded)

February 20, 2025
  💰 Financial analysis reveals $50M discrepancy

March 1, 2025
  ⚖️ Legal review initiated

March 5, 2025
  ✏️ First draft complete

March 10, 2025
  📞 Attempted to reach Sen. Smith's office (no response)

[Current: March 10, 2025]

March 15, 2025 (Planned)
  📰 Planned publication date

Add Timeline Event:

• Date: When it happened
• Type: Contact, Document, Interview, Meeting, Milestone, Other
• Description: Brief summary
• Attachments: Link to related materials in case
• Visibility: Visible to recipients on release (yes/no)

Recipients Tab

Recipient List:

Name	Role	Email	MFA	Status	Actions
Jane Smith	Editor	jane@news.com	✅	Active	Edit | Remove
Legal Team	Legal	legal@news.com	✅	Active	Edit | Remove
John Doe	Colleague	john@other.com	✅	Active	Edit | Remove

Add Recipient:

• Click Add Recipient
• Enter name, email, role
• Configure permissions (view-only vs full access)
• Require MFA verification (recommended)
• Send notification (optional)

Manage Recipients:

• Edit: Change role, permissions, contact info
• Remove: Remove recipient before case is released
• Test Alert: Send test notification to verify contact info works
• Access Log: See when recipients accessed materials (after release)

Settings Tab

Release Policy:

• Check-in frequency (2-30 days)
• Grace period (6-72 hours)
• Auto-destroy after release (yes/no, + timeframe)
• Release package contents (materials, timeline, context)

Security Settings:

• MFA required for all recipients (recommended)
• View-only vs full download permissions
• Access expiration (materials expire after X days post-release)
• Audit trail (log all access to materials)

Case Information:

• Case name and description
• Status (active, published, archived)
• Tags (for organization)
• Priority (high, medium, low)

Danger Zone:

• Mark as Published: Close case after story publishes
• Archive Case: Preserve materials but disable dead man's switch
• Destroy Case: Permanently delete all materials (irreversible)

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Uploading Materials

Supported File Types

Documents:

• PDF, DOCX, DOC, TXT, MD, RTF
• XLSX, XLS, CSV (spreadsheets)
• PPTX, PPT (presentations)

Media:

• JPG, PNG, GIF, WEBP, HEIC (images)
• MP4, MOV, AVI, MKV (video)
• MP3, WAV, M4A, FLAC (audio)

Archives:

• ZIP, RAR, 7Z, TAR, GZ

Other:

• EML (emails)
• PST (Outlook archives)
• Any file type (stored as-is)

File Size Limits:

• Pro plan: 2 GB per file, 50 GB per case
• Business plan: 5 GB per file, 500 GB per case
• Enterprise: 10 GB per file, unlimited per case

Upload Methods

Drag and Drop:

1. Open Materials tab
2. Drag files from desktop into upload area
3. Files upload with progress indicator
4. Automatically organized by file type (optional)

Click to Upload:

1. Click Upload Files button
2. Select files in file picker
3. Click Open to upload

Folder Upload (Chrome, Edge only):

1. Click Upload Folder button
2. Select folder in file picker
3. Entire folder structure preserved

Email Upload (Enterprise only):

• Each case gets unique email address
• Forward emails directly to case
• Email + attachments stored automatically
• Use case: Source sends materials via email

Automatic Processing

On Upload:

• Virus Scan: All files scanned for malware
• Metadata Extraction: EXIF, author, creation date extracted
• Thumbnail Generation: Preview images for photos/documents
• Text Extraction: OCR for searchable PDFs
• Deduplication: Identical files auto-detected

Security:

• Encryption: Files encrypted immediately (AES-256)
• Metadata Stripping (optional): Remove EXIF, author info
• Secure Delete: Original upload temp file securely wiped

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Organizing Materials

Folder Structure

Recommended Organization:

📁 [Case Name]
  📁 01_Source_Materials (originals, never modify)
    📁 Batch_1_Jan_2025
    📁 Batch_2_Feb_2025
    📁 Batch_3_Mar_2025

  📁 02_Analysis (your work product)
    📁 Financial_Analysis
    📁 Timeline_Research
    📁 Background_Research

  📁 03_Interviews
    📁 Audio_Recordings
    📁 Transcripts
    📁 Interview_Notes

  📁 04_Story_Drafts
    📁 Drafts (working versions)
    📁 Final (publication-ready)
    📁 Fact_Checking

  📁 05_Legal
    📁 Legal_Reviews
    📁 Source_Protection_Plans
    📁 Pre_Publication_Legal

  📁 06_Context (for recipients)
    📄 README.txt (what this case is about)
    📄 INSTRUCTIONS.txt (what to do with materials)
    📄 CONTACTS.txt (key people and sources)

Tags and Metadata

Add Tags:

• Select file(s) → Add Tags
• Tags: source-a, financial-evidence, needs-verification, high-priority
• Use tags to find related materials across folders
• Recipients can see tags after release

File Metadata:

• Upload Date: When file added to case
• Original Date: When file created (from EXIF/metadata)
• Source: Who provided file (e.g., "Source A", "Public records request")
• Notes: Your notes about the file
• Verification Status: Verified, Needs Verification, Unverified
• Sensitivity: Public, Confidential, Highly Sensitive

Search and Filter

Search Materials:

• Full-text search across all documents (OCR applied)
• Search by filename, tags, notes, metadata
• Filter by date range, file type, source, sensitivity
• Save searches for quick access

Example Searches:

• tag:source-a AND type:audio → All recordings from Source A
• "Senator Smith" AND date:2025-02 → Mentions of Sen. Smith in February
• verification:needs-verification → Files that need fact-checking

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Redaction Tools

Document Redaction

Redact PDFs:

1. Open PDF in preview
2. Click Redact tool
3. Draw box over sensitive text
4. Text replaced with black box
5. Save redacted version (original preserved)

Redaction Types:

• Text Redaction: Black out names, addresses, SSNs
• Page Removal: Delete entire pages
• Metadata Stripping: Remove author, company, edit history
• Watermark: Add "REDACTED FOR SOURCE PROTECTION"

Photo Redaction

Redact Images:

1. Open image in preview
2. Click Redact tool
3. Use blur or black box tools
4. Blur faces, license plates, identifying features
5. Save redacted version

Tools:

• Face Blur (automatic): AI detects and blurs faces
• Manual Blur: Brush tool to blur areas
• Black Box: Cover areas with black rectangle
• Crop: Remove identifying edges/backgrounds
• Metadata Strip: Remove GPS, camera info, timestamps

Audio/Video Redaction

Redact Audio:

• Voice Distortion: Alter source's voice
• Beep Censor: Beep out names or identifying info
• Clip Removal: Cut specific segments
• Transcript Redaction: Redact transcript separately

Redact Video:

• Face Blur: Blur faces throughout video
• Object Blur: Blur license plates, documents, backgrounds
• Clip Removal: Cut segments
• Audio Redaction: Apply audio redaction tools

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Check-in Management

Manual Check-in

How to Check In:

1. Open case dashboard
2. Click Check In Now button
3. Verify with MFA (if enabled)
4. Check-in timer resets

Check-in Confirmation:

✅ Check-in successful!

Next check-in due: March 17, 2025 (7 days from now)
You will receive reminders:
- 3 days before (March 14)
- 1 day before (March 16)
- 6 hours before (March 17, 6 AM)

Automatic Check-in

Auto Check-in Triggers (if enabled):

• Logging in to Torvus
• Opening case dashboard
• Uploading materials to case
• Adding timeline event

Configuration:

• Settings → Check-ins → Auto check-in on login (toggle)
• Recommended: Keep enabled for convenience
• Disable if you want explicit check-in requirement

Check-in Reminders

Reminder Schedule (configurable):

• First Reminder: 3 days before deadline
• Second Reminder: 1 day before deadline
• Final Reminder: 6 hours before deadline
• Grace Period Alerts: Every hour during grace period

Reminder Channels:

• ☑ Email (primary)
• ☑ SMS (recommended for high-risk cases)
• ☑ Push notification (mobile app)
• ☐ Phone call (Enterprise only, emergency use)

Reminder Content:

Subject: [URGENT] Check-in required for case "Govt Contracts Investigation"

You have not checked in for your Journalist Mode case.

Check in now to prevent automatic release.

Next check-in due: March 17, 2025 at 11:59 PM PST
Time remaining: 6 hours

[Check In Now Button]

If you're unable to check in due to detention, compromise, or emergency,
your materials will be released to designated recipients after grace period.

Recipients who will receive materials:
- Jane Smith (editor@newsorg.com)
- Legal Team (legal@newsorg.com)

Missed Check-in

What Happens:

1. Deadline passes (e.g., March 17, 11:59 PM)
2. Immediate alert sent to all recipients: "Journalist may be compromised"
3. Grace period begins (24-72 hours configurable)
4. Escalating alerts sent to you and recipients every few hours
5. Materials released if no check-in before grace period ends

Grace Period Alerts (sent to you):

Subject: [URGENT] Grace period active - 24 hours to check in

Your check-in deadline has passed for case "Govt Contracts Investigation".

Grace period: 24 hours remaining

If you're reading this and you're safe, check in immediately to prevent release.

[Check In Now Button]

If you're detained, compromised, or unable to respond:
Your materials will be released to 3 recipients in 24 hours.

Stopping Release:

• Check in anytime during grace period
• Requires MFA verification
• All alerts canceled immediately
• Recipients notified: "False alarm, journalist has checked in"

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Case Status Management

Active Cases

Status: Active

• Investigation in progress
• Dead man's switch enabled
• Regular check-ins required
• Materials can be edited

Actions:

• Upload materials
• Add timeline events
• Manage recipients
• Check in regularly

Publishing a Case

When to Publish:

• Story has been published
• Investigation complete
• No longer need dead man's switch

Mark as Published:

1. Case Settings → Mark as Published
2. Confirmation: "Are you sure? This will disable dead man's switch."
3. Click Confirm

After Publishing:

• Dead man's switch disabled (no more check-ins)
• Materials remain accessible to you
• Can still share with recipients manually
• Timeline preserved for your records
• Option to export case for archival

Archiving a Case

Status: Archived

• Investigation ended (may not have published)
• Materials preserved but locked
• Dead man's switch disabled
• No check-ins required

Use Cases:

• Investigation went cold
• Story killed by editors
• Source withdrew cooperation
• Preserving materials for future reference

Archive Case:

1. Case Settings → Archive Case
2. Reason (optional): "Source withdrew, preserving materials for future"
3. Click Archive

After Archiving:

• Materials read-only (can't add new files)
• Can reactivate case later if needed
• Can export materials
• Can destroy case if no longer needed

Destroying a Case

When to Destroy:

• Source Compromised: Source identified, need to protect them
• Investigation Ended: No longer need materials
• Legal Requirement: Court order or legal obligation
• Emergency: Immediate threat

Destroy Case:

1. Case Settings → Danger Zone → Destroy Case
2. Warning: "This will PERMANENTLY DELETE all materials. Cannot be undone."
3. Enter confirmation: Type case name
4. MFA verification required
5. Click Destroy Permanently

Destruction Process:

• All files deleted immediately (secure wipe, 7-pass DoD standard)
• Timeline deleted
• Recipient list deleted
• Audit logs preserved (for legal compliance)
• Case marked as "Destroyed" (no materials recoverable)

Emergency Destroy:

• Duress Code (Enterprise only): Enter special password to trigger immediate destruction
• Use case: Forced to unlock device, need to protect sources instantly

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Collaboration (Enterprise)

Shared Cases

Add Collaborators:

• Invite other journalists to work on case together
• Collaborators can upload materials, add timeline events
• Each collaborator has own check-in schedule
• Any collaborator can check in to prevent release

Roles:

• Owner: Full control (you)
• Editor: Can edit case, upload materials, manage timeline
• Contributor: Can upload materials only
• Viewer: Read-only access

Use Case:

• Multiple reporters working on collaborative investigation (e.g., ICIJ projects)
• Backup reporter in case primary reporter is compromised
• Editor needs to review materials in real-time

Case Handoff

Transfer Case Ownership:

• If you're leaving investigation or publication
• Transfer to colleague or backup reporter
• They become new owner with full control
• Your access can be maintained or removed

Handoff Process:

1. Case Settings → Transfer Ownership
2. Select new owner (must be verified journalist)
3. New owner accepts transfer
4. Ownership transferred

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Best Practices

Security

✅ Use strong case names: Descriptive but not too specific ✅ Minimize recipients: Only essential people (2-5 max) ✅ Require MFA: All recipients must use MFA ✅ Redact materials: Remove identifying info before upload ✅ Test release process: Use Test Release to verify it works ✅ Regular check-ins: Don't let it get close to deadline ✅ Emergency plan: Recipients know what to do with materials

Organization

✅ Folder structure: Organize materials logically from day one ✅ Timeline tracking: Add events as they happen (not retroactively) ✅ File naming: Use clear, consistent file names ✅ Tags: Tag files for easy searching later ✅ README: Always include context document for recipients ✅ Backup: Export case periodically (local backup)

Operational Security

✅ Access case from secure networks: Avoid public WiFi for sensitive cases ✅ Use VPN: Especially when accessing from foreign countries ✅ Clear browser history: After accessing sensitive materials ✅ Lock device: Always lock device when not in use ✅ Secure communication: Use Signal/encrypted email for discussing case ✅ Need-to-know basis: Don't discuss case details unnecessarily

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Exporting Cases

Export Materials

Export Options:

• All Materials: Download entire case as ZIP
• Selected Files: Download specific files/folders
• Timeline: Export timeline as PDF or CSV
• Full Case Package: Materials + timeline + context (for archival)

Export Process:

1. Case Dashboard → Export
2. Select export type and options
3. Encryption password (optional, recommended)
4. Click Generate Export
5. Download ZIP file

Encrypted Export:

• Export encrypted with password (AES-256)
• Share password separately with recipients
• Use case: Sharing case materials via insecure channel

Case Archival

Long-term Preservation:

• Export case after publication for archival
• Store encrypted backup on secure offline storage
• Preserve audit trail and timeline for legal/historical record
• Recommended retention: 7 years (varies by jurisdiction)

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FAQ

Can I have multiple cases running simultaneously?

Yes. Pro plan: 5 cases. Business plan: Unlimited. Each case has independent check-in schedule and recipients.

What if I'm traveling and can't check in?

Set up Travel Mode:

• Extend check-in frequency temporarily (e.g., 7 days → 21 days)
• Add delegate who can check in on your behalf (Enterprise only)
• Pause case (disables dead man's switch temporarily, use cautiously)

Can recipients access materials before release?

No, unless you grant Early Access:

• Specific recipients can be given access before release
• Use case: Editor needs to review draft before publication
• Early access does not trigger release to other recipients

What happens if a recipient's email bounces?

Alert Failure Handling:

• If recipient email bounces, others still receive alerts
• You're notified of bounce immediately
• Update recipient email or add backup recipient
• Enterprise: Redundant contact methods (SMS + email + phone)

Can I pause a case temporarily?

Yes, but use cautiously:

• Pause Case: Disables dead man's switch temporarily
• Check-in not required while paused
• Use case: Extended travel, sabbatical, medical leave
• Risk: No protection if you're compromised while paused
• Better option: Extend check-in frequency or use delegate (Enterprise)

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Related Guides

• Journalist Mode Overview: What is Journalist Mode
• Timeline & Materials Management: Detailed timeline guide
• Release Policies: Understanding release conditions
• Security Best Practices: Operational security

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Last Updated: October 8, 2025