Comparing Evidence Management Software

 

For those of you who are not using digital evidence management systems, or are stuck with an RMS product, at some point you’re going to want to upgrade. Bearing that in mind, we felt it was important to provide information and resources that you could use to independently evaluate your evidence management software options. 

Of course, we hope that when you are fully informed and have compared Tracker’s evidence management software to others on the market, you’ll find that our SAFE software solution is a state-of-the-art, full-spectrum evidence management software system that will empower you to run efficient, effective, and sustainable evidence operations for many years to come.

Below, we’ll review, what we believe to be, the five most important elements of a top-notch evidence management solution. The system’s: Architecture, Dashboard, Graphs and Statistics, Searching and Data Extraction, Digital Evidence Management, and Transfers and Disposition.

The Architecture

Simply put, architecture means… Where does the evidence management system “live?” Is this a browser-based system, or am I installing it on my hardware? Generally the closer the product is to a cloud-based/browser-based application, odds are its newer architecture. 

In older digital evidence storage systems, data is stored on-site on computers, external hard drives, and servers. Only devices connected directly to the LAN network can utilize this data, and if the hardware becomes damaged, the information will be lost forever.

Advantages  of a Cloud-Based EMS Over On-Premises Computing

Cost 

If you compare the cost of hosting your data on a cloud solution, you’ll find that it is cheaper than purchasing devices, servers, and hardware to set up your own data center. 

Security 

Cloud-based systems are highly protected through encryption, backups, advanced login functions, and other safeguards.

Scalability 

In the digital age, law enforcement agencies and police departments can collect more evidence than ever before. However, in a traditional LAN system, digital storage space is limited. With a cloud-based system, agencies can immediately and inexpensively add extra remote storage capacity.

Instant Access 

Officers and investigators with pre-assigned credentials can log in and access to evidence on mobile devices from anywhere in the world. SAFE’s mobile application makes evidence tracking more accurate, as information is updated in real-time.

Dashboards, Graphs, and Statistics

Great dashboards communicate information at a glance through efficient data visualizations that allow users to extract actionable insights, identify trends and patterns, and find improvement opportunities through a friendly online data analysis process.

Information is only valuable when it is directly actionable. Based on this principle, it’s critical that users can leverage the information on a dashboard to enhance their personal goals, roles, and activities within the evidence management unit.

For example, during an interview about Tracker’s dashboard, David Bragg – the evidence administrator for the Bowling Green Police Department in Kentucky (BGPD) – said, “I started doing these (intake to disposition rate) charts in 2012, so I knew from year to year what we were looking at. In using the data from Tracker Products’ SAFE software, I forecasted that by the end of 2019, we were going to have reached capacity. And that came true.

“What was surprising was being able to use that data to get to a particular goal.”

“We were reaching capacity in the storage. Our command officers took this data, presented it to our city manager, and then presented it to our board of commissioners. They reviewed the data and realized that, Yes, you are in need. So, the board of commissioners approved a two-story, 10-car-bay, bulk-storage facility, on our headquarters site.”

Searching/Data Extraction

Evidence and property personnel are tasked with the unsung duties of working as the liaison between detectives and attorneys to ensure all evidence for criminal discovery is properly stored, documented, analyzed, presented in court, and eventually disposed of in accordance with all legal and ethical guidelines.

In order to do that, it’s imperative to use state-of-the-art, evidence tracking software. Recently, we spoke with James Gummert – the Detective Sergeant for the Apple Valley Police Department in MN – about his department’s decision to go with Tracker Products’ SAFE software. 

He said, “Tracker Products’ SAFE software fits our needs in 2020. Now we can easily enter property and evidence, track it, and run more in-depth reports. For example, we now have the ability to narrow our research to sex assault kits, robbery cases, drug or murder cases, etc. With an effective system, we can get a better picture of what we have on a daily basis.”

Digital Evidence Management

Your worlds are no longer just physical evidence. Now you have to manage the digital components of evidence. Some of the questions you may want to ask evidence management technology providers are… Does your application allow physical and digital evidence to be managed within the same software product? Do you offer a digital chain of custody? Does your software automatically update every time the evidence is handled?

Increased technological use has resulted in an explosion of digital crimes. For law enforcement, it’s not uncommon for squad car video, body cam recordings, crime scene photos, audio files, or mobile phone data to be collected during almost every criminal case. Digital footprints inevitably leave a trail that can be traced back to perpetrators… if the piece of evidence is properly managed, stored, and tracked.

Access to digital evidence is often critical to an effective investigation process. When it comes to digital evidence, it’s important that your new evidence management system provides easy access to those who need it – from anywhere in the world – while denying access to those who don’t.

Transfers and Disposition

Any and all movement of evidence must have an unalterable chain of custody. In criminal or legal proceedings, the chain of custody’s history is the detailed, chronological record of how evidence was retrieved, taken into custody, filed, transferred, assessed, and disposed of. 

The parties bringing forth the evidence must be able to demonstrate their chain of custody in order to verify its integrity. Basically, this procedure helps to ensure the evidence has not been tampered with, planted, or misrepresented.

Our friends in law enforcement know that from the time an item is collected in the field, the life of the evidence clock starts ticking. Some items will stay for weeks, others for years, and some forever. But each item stored in your property room has the same essential life cycle. Tracker’s SAFE evidence management software makes it easy for you to manage every step in the lifecycle, from collection through disposition.

Some Extras to Consider

Customization

Evidence tracking solutions should be customizable, with role-based access controlled by an internal process dictating how and when changes or new data field additions can be implemented. System stability and integrity can easily be compromised if captured data is ever deleted. SAFE will allow the deactivation of fields/users but never deletion.

Mobile Apps

 

With a mobile app, officers can add real-time crime scene documentation and do remote evidence entry from the field. Additionally, evidence custodians can perform audits, inventories, and inspections using the app. All assigned chain-of-custody users are updated in real-time no matter where they are. So, if your Chief needs information about a certain case, he or she is able to simply double-tap the app, and any information they need is just a couple of clicks away.

Training and Continued Education

Buying a software product and just throwing it in place is not going to fix your problems. Software is one component of a larger evidence management process. Once an agency has chosen a new system, it’s important to have a support and implementation team provide ongoing expert training and support. This ensures that everyone within the organization is up to speed on how to use the evidence management technology software and can take full advantage of its capabilities.

Conclusion

It can be very difficult to understand the differences between evidence management systems, especially if you haven’t tested any of them yet.  We have a free downloadable spreadsheet that is pre-populated with 49 factors to consider.  You can rank the importance of each factor and add additional fields for consideration. Upon form submission, the Evidence Management Comparison Worksheet will be automatically delivered via email attachment. 

We hope the information and resources we have provided will help you independently evaluate your evidence management software options and find an effective and efficient solution that will best suit your evidence management unit. Please contact us with any questions that you may have.

Evidence Management Software Comparison Resources

• How to evaluate evidence management systems – Part 1
• How to evaluate evidence management systems – Part 2
• Evidence Management System Decision Guide – 10 Essential Factors to Consider 
• Software Comparison Worksheet
• Evidence Management Webinar Series Episode 11: How To Evaluate Evidence Management Systems

 

 Frequently Asked Questions

 

• Is Tracker’s SAFE capable of handling both physical and digital evidence?

Yes, our evidence management software SAFE is capable of handling both digital and physical evidence. It allows evidence custodians to securely store and manage physical evidence in a single system. Physical evidence can be scanned into the application, which provides an easy way to document it and track the chain of custody. SAFE also allows users to generate barcodes for physical evidence, streamline task management, automate notifications, and more.

 

• What is User Administration?

The user administration feature allows users to control the people who have access to the evidence management system. This includes adding, editing or blocking user accounts and defining their specific roles and privileges. It also provides a centralized location for tracking user activities within the software. User Administration is highly customizable and can be tailored to fit an agency’s individual needs.

 

• What are the key elements of a successful evidence management system?

The key elements of a successful evidence management system include a user-friendly intuitive interface, secure data storage and transmission, customization options, remote access capability via mobile devices, a chain of custody tracking, interactive reporting features, and continued education programs for users.

 

• What are the security concerns when it comes to evidence management systems?

Data security is always a key concern when selecting any software, especially an evidence management system. Look for features such as detailed chain of custody reports to help monitor user actions, encryption of all transferred data, and encrypted backups. Additionally, make sure the system you choose has role-based access control that allows only authorized personnel to view or modify records. Other things to pay attention to:

• Data Retention: Does the system have a data retention policy in place to ensure that all captured data is kept safe and secure?
• Backup Policies: How often is data backed up, and what processes ensure that the information is safe from corruption or hacking?
• Software Updates: Does the system provider offer regular software updates to keep up with evolving security threats?
• Access control: Who can see the information stored in the system and what level of access do they have?

 

• What are the benefits of cloud-based evidence management software?

Some benefits of cloud-based evidence management software include:

• Allows for remote access to digital evidence from any location.
• Provides scalability, allowing organizations to increase or decrease their storage capacity as needed.
• Offers cost savings by eliminating the need for physical infrastructure such as servers and storage devices.
• Permits the use of advanced analytics tools to gain evidence-based insights.
• Allows for easy sharing and collaboration between multiple users.
• Enhances security by providing encryption of data stored in the cloud.
• Improves evidence integrity by providing real-time updates about digital evidence.
• Allows for automated backups and recovery measures to protect against data loss.
• Provides access control to ensure only authorized users can access the system and its data.
• …and more.