Cloud-based evidence management is more secure, easily accessible, and backed up in multiple locations. Learn more about the benefits here.
Is your paper and digital evidence starting to stack up? Then you might want to consider an alternate storage method.
While some evidence simply has to be kept in its original physical state, other files can be converted to electronic formats. This eliminates the need for piles and folders full of paper.
Simply storing files on a computer isn’t enough, though. You run the risk of losing evidence if you do it that way.
Cloud-based evidence management is much more effective. Keep reading to find out why.
1. Better Security
The evidence you’ve found and tracked down, needs to be kept safe and organized. Court cases have been lost due to mishandling of evidence. Plus, if you don’t take the time to organize and protect your evidence, you may just find it missing when you need it.
Cloud storage offers high-security evidence storage that is much better than storing lots of evidence on a shelf. When you store evidence in the cloud, it’s stored digitally and is always available to authorized users.
But hacks keep happening right? So how does cloud storage secure your data?
Since hackers continue to try to steal data, the good guys are hard at work too. Technology updates and constant monitoring helps prevent data loss.
2. Easily Accessible Anywhere
Have you ever wished you had a specific case, or piece of evidence available to you, no matter where you are? If so, cloud storage is perfect for you.
Evidence that’s stored in the cloud can be accessed by you in any location, as long as you have an internet connection and a browser. This means you can pull something up on your phone when you’re away from the office, or look through evidence on your computer at work.
Cloud storage offers access flexibility you just can’t get any other way. This flexibility doesn’t alter security, though. You’ll have access, and those who shouldn’t, won’t.
3. Multiple Backup Locations
One way to prevent data loss is through regular backups. These backups make sure you have your important files kept in more than one place.
You can backup your data to a physical location, but using the cloud is better. The best option is to use multiple methods for storing your most important files.
Storing in the cloud along with different physical locations means you won’t have to worry about crashes. If one storage location goes down, you’ll have the other one.
More than having multiple backup locations, cloud storage offers you an entirely different type of storage. This offers greater protection from data loss.
4. Compliance Options
Since you’re working with sensitive data, you must follow all compliance rules. Cloud storage does offer compliance options. You’ll just need to make sure you choose an option that fits.
Check all requirements to make sure your online storage choice matches all compliance rules.
Don’t only focus on that, though. Choose an option that gives you all the tools you need to access your data properly, as well as remain compliant.
There are a couple ways to utilize storage of evidence data. First, you can pay a company up front for the software and any equipment you’ll need. Once you have those things, you’ll host everything at your site.
Or you can have someone else do your hosting for you. Buy storage as needed ,and don’t worry about housing any software or server hardware. Just utilize the service and know your evidence is securely protected.
Having a company host your data and software for you offer a more affordable option. You’ll pay month by month, where you’ll have to put down a large lump sum if you want to host your storage in-house, and then pay an annual maintenance fee.
6. Readily Available
Not only can you access your storage from multiple devices and wherever you have internet and a browser, but you can also access it whenever you want. You won’t have to wait for a company to be operating to see your data.
Do you need emergency access at 2:31 a.m.? No problem. Simply access your cloud storage and you’re in.
7. Always Up-to-Date
When hosting your own data, you’re in charge of making sure that all important software and hardware updates happen. Updates are important for maintaining security and ease of use.
Cloud storage that’s hosted elsewhere will automatically be updated when needed. You won’t have to oversee this at all. Instead, you’ll just have the convenience of knowing that everything is up to date.
8. Options That Fit
If you’re thinking that cloud storage isn’t as flexible as choosing your own physical storage, think again. There are many options when it comes to storing things in the cloud.
If you don’t need a ton of space, you don’t have to pay for a ton of space. Simply choose a company that has the options you need and you’ll be good to go.
Need to change your storage amount later, or the number of people who have access? No problem. You’ll be able to do it quickly.
9. Free up Storage Space
You have a lot to work with when you’re cracking a case. Help things go smoothly by eliminating piles of paper and evidence.
Cloud storage keeps your files and evidence off your desk and out of your file cabinets. This leaves you more room to work and gives much better retrieval of information.
10. Reap Benefits Instantly
Whenever your cloud storage provider has an update for security or just a cool new feature, you won’t have to wait for it. Instead, they’ll simply roll it out.
This saves you time and money since you don’t have to spend time visiting stores or talking to customer service people. New features and updates will show up in your storage automatically. This keeps everything convenient for you.
Cloud-Based Evidence Management is the Way to Go
There are some benefits to storing evidence in a physical location in-house But there are more reasons to go with cloud-based evidence management.
Cloud-based storage frees up your space, time, and money, making sure you can optimize all of those things. Try it out to see how it can improve your operations.
Want to see exactly how we can help? Contact us today!