Most evidence systems write an audit log. Far fewer can tell you whether that log can be changed afterward — or by whom. ERIN7’s audit trail is append-only and hash-chained, so tampering isn’t merely prohibited. It’s detectable.
How ERIN7 Builds a Wall Defense Attorneys Can’t Knock Down
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“Prove it’s untampered.” |
A defense attorney says those three words and every eye in the courtroom turns to your agency. If your answer lives in a three-ring binder, a handwritten sign-out sheet, or a collection of spreadsheets spread across different folders, you are already at a disadvantage. Paper gets lost. Handwriting gets misread. Spreadsheets do not record who made a change or when. None of that belongs in a courtroom. None of it needs to.
ERIN7 was built to answer that question — completely, instantly, and in court. Every single action taken on a piece of evidence is recorded by the system automatically, without anyone having to remember to write it down. The result is a chain of custody that is unbroken, tamper-evident, and always ready to produce.
This article explains what ERIN7 records, how to access those records when it matters most, and why the details built into the system make evidence challenges extremely difficult to sustain.
The Problem With Paper
Law enforcement has relied on paper-based evidence documentation for decades. Many agencies still do. And while paper works well enough in quiet times, it tends to fall apart under the pressure of a courtroom challenge.
Frank McCully, an investigator who oversees evidence operations at a New York sheriff’s office, described what it was like before his agency moved to a modern system. You can read his full account in our Madison County Sheriff’s Office case study. Officers would hand-fill property receipts, write out chain of custody forms by hand, and attach the paperwork to the item before it went to the evidence building. Someone there would enter it into software and put the item on a shelf. Every step was manual. Every step was a chance for error.
“The chain of custody, the continuity of that item and that paperwork, could make or break a case. There’s a lot of integrity built into the chain of custody for every single item that we receive into this building.”
(Customer Interview – Frank McCully, Madison County Sheriff’s Office)
The problems with paper are not theoretical. Handwriting gets misread. Fields get left blank. Documents get misplaced. There is no timestamp on a handwritten entry — just whatever date someone scribbled down, which may or may not be accurate. And if someone makes a change to a paper log, there is no record of what it said before the change was made.
A defense attorney does not need to prove the evidence was tampered with. They only need to create doubt. A missing entry, a crossed-out field, or a date that does not line up is enough to raise a question in a jury’s mind. ERIN7 eliminates those vulnerabilities.
What ERIN7 Records Automatically
Every time anyone in ERIN7 interacts with a piece of evidence, the system creates a permanent, timestamped record. This happens in the background, without any extra steps required from the user. There is no “log this action” button. It is always running.
For every transaction — check-in, check-out, transfer, move, disposal, or any status change — ERIN7 captures the following:
- Who performed the action, identified by their login
- What action was taken
- The exact date and time, recorded down to the second
- Where the item was moved from and where it was placed
- Any notes entered during the transaction
- Digital signatures on transactions where required
That last point matters more than it might seem. ERIN7 supports digital signatures collected through a touch screen, a Topaz Signature Pad, or a mouse-drawn signature. When an officer checks an item out for court, their signature is attached to that transaction. When it comes back in, the receiving officer’s signature is attached. The custody chain shows not just who handled the item, but who signed for it at every step.
Those records are append-only. No one can edit or delete an audit entry — not an administrator, and not ERIN Technology. See how ERIN7’s audit trail works.
Have more questions about how this works? Visit our Evidence Tracking FAQ for answers to common chain of custody questions.
How to Pull a Chain of Custody Report
When you need to show the court exactly what happened to a piece of evidence, the process in ERIN7 takes less than a minute. Navigate to the item record, locate the Chain of Custody tab, or select Chain of Custody Report from the report dropdown. The system generates a complete, chronological log of every action ever taken on that item — from the moment it was first entered to the present.
That report can be exported as a PDF or printed directly. It is formatted clearly, with every transaction listed in order, every user identified, and every timestamp visible. You do not summarize what happened to the evidence. You print the full record.
For agencies with large evidence rooms, the ability to search by case number, item number, or any other field and pull the relevant report in seconds is a significant operational advantage. In the middle of a trial, when an attorney or a judge asks for documentation, the answer is not “we’ll have to look into that.” It is a printed report, ready to go.
The Detail That Wins Cases: Custom Fields and Unique Identifiers
ERIN7 does more than track movement. It captures identifying details that make it nearly impossible for a defense attorney to argue that the wrong item was processed, or that the evidence in a photograph does not match what was actually collected.
A digital forensics unit, for example, can configure ERIN7 to capture the device type, the serial number, and the IMEI number of every phone or tablet that comes through intake. The IMEI number is unique to each device worldwide. If an attorney in court questions whether the device in an evidence photo is the same device that was processed and analyzed, the IMEI number recorded at intake — and matched in the lab report and the photograph — provides a definitive answer.
One forensics lab described exactly this scenario: seven defendants being tried at the same time, with defense attorneys challenging whether the evidence being presented was the same evidence that had been processed. Because unique identifiers had been recorded in ERIN7 at intake, cross-referenced in reports, and captured in photographs, the chain of evidence was airtight.
ERIN7 allows administrators to create as many custom fields as needed and organize them by item category. A drug evidence record can capture different fields than a firearm record, which can capture different fields than an electronic device record. Every field is configured once and then becomes a permanent part of the intake form for that category — ensuring that the right information is always collected consistently, not just when someone remembers to ask for it.
Government-Grade Security Backs Every Record
The integrity of evidence records is not just about what the software captures — it is also about where those records live and how they are protected. ERIN7 is hosted on Microsoft Azure Government Cloud, the same infrastructure used by federal, state, and local government agencies across the country. Every agency’s data is kept in its own separate database, completely isolated from other customers’ records.
All access to ERIN7 is encrypted using TLS 1.2 with 256-bit certificates. This means that data moving between your agency’s devices and the server cannot be intercepted or read by anyone outside the system. Learn more about our full compliance and security standards, including CJIS, FIPS 140-2, FedRAMP, and SOC 2 Type II certification.
These certifications matter in court. When the integrity of your records is questioned, you are not relying on a verbal assurance that the system is secure. You have the documentation to prove it.
What Happens When Items Are Disposed
Chain of custody does not end when an item leaves the evidence room for the last time. Disposal documentation is part of the legal record, and gaps in that documentation can create liability long after a case is closed.
In ERIN7, the disposal workflow captures the disposal method (destroyed, returned to owner, transferred to another agency, etc.), the officer who performed the disposal, a witness, the date, the time, and optional notes. Each of these fields is required before the system will complete the disposal process. Nothing can be skipped.
If an item is later un-disposed for any reason, ERIN7 preserves the original disposal record and documents the reason for the status change. The history is never overwritten — it accumulates, so the full lifecycle of every item is always visible.
Quick Reference: What ERIN7 Logs for Every Action
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Action |
What ERIN7 Records |
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Check-In |
User, date/time, storage location, received by, item status, notes, signature |
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Check-Out |
Issued by, taken by, date/time, reason, expected return date, signature |
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Transfer |
Delivered by, received by, new location, reason, date/time, signature |
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Move |
Delivered by, received by, new location, reason, date/time |
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Status Change |
What changed, who changed it, previous value, new value, when |
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Disposal |
Method, disposed by, witness, date/time, notes, signature |
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Undispose |
Reason for reversal, new status — original disposal record fully preserved |
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Any Field Edit |
Field name, old value, new value, user who made the change, timestamp |
The Bottom Line
Defense attorneys challenge evidence when they sense a gap — a missing log entry, an unexplained break in custody, a record that does not match a photograph. The challenge is rarely that the evidence was actually tampered with. It is that the documentation leaves room for doubt.
ERIN7 closes those gaps before they form. Every action is logged. Every user is identified. Every transaction is timestamped. Every signature is captured. The chain of custody report is one click away, ready to be printed and handed to a judge or placed in a case file.
When the challenge comes — and it will — your agency will not need to scramble for answers. The answers will already be there, organized, complete, and impossible to question.
Want to see how ERIN7’s chain of custody reporting works for your agency?
Contact ERIN Technology at (855) 558-3746 or visit erintechnology.com
ERIN7 Evidence Management Software | Built for Modern Agencies
ERIN7: The Evidence Management Software Built for the Way Modern Agencies Actually Work
Law enforcement and corrections agencies bear an enormous responsibility regarding evidence. A single mishandled item, a missing entry in the chain of custody, or a documentation gap can compromise an entire investigation, derail a prosecution, or expose an agency to serious legal and regulatory consequences. As caseloads grow, evidence rooms fill faster, and digital media becomes an ever-larger part of every investigation, the tools agencies rely on to manage evidence must keep pace.
ERIN7, developed by ERIN Technology LLC, is a comprehensive evidence management platform purpose-built for modern law enforcement agencies, corrections departments, and government organizations. It was designed not by software engineers working in a vacuum, but by evidence professionals who understand the daily pressures of running a compliant, audit-ready evidence operation. The result is a system that doesn’t just digitize old processes — it fundamentally improves them.
One Platform for Every Type of Evidence
One of the most persistent challenges facing evidence managers today is fragmentation. Physical evidence — firearms, narcotics, currency, clothing, documents — often lives in one system, while digital evidence — mobile devices, hard drives, body camera footage, surveillance video — is tracked separately, if at all, in a systematic way. The result is a patchwork of spreadsheets, binders, and disconnected software that creates accountability gaps and multiplies audit headaches.
ERIN7 solves this by bringing both physical and digital evidence management into a single, unified platform. Whether your agency is processing a firearm seized at a crime scene or ingesting terabytes of data from a forensic examination, ERIN7 handles it within the same system, under the same chain of custody framework, and with the same robust audit trail.
The platform supports a wide range of evidence types and workflows, including:
- Physical evidence intake, storage, and tracking
- Digital evidence storage, review, and transfer
- Barcode scanning and label printing directly to Zebra printers
- Case, item, and person management
- Evidence transfers, court check-outs, and returns
- Disposal and destruction workflows
- Inventory audits and discrepancy reporting
- API integrations with Records Management Systems (RMS) and other agency platforms
This breadth of capability means agencies no longer need to stitch together multiple products to manage their evidence room. ERIN7 is the single source of truth.
Chain of Custody: Built to Be Unbreakable
In evidence management, the chain of custody isn’t just paperwork — it’s the legal backbone of every case. A break in the chain can render evidence inadmissible, undermine witness credibility, and give defense attorneys grounds to challenge even the most straightforward prosecutions.
ERIN7 was architected with chain-of-custody integrity as a foundational principle, not an afterthought. Every action taken within the system — whether it’s checking an item out for court, transferring custody between personnel, conducting an audit scan, or updating a record — is automatically logged with a full before-and-after snapshot of the data. This creates an unalterable, time-stamped audit trail that documents exactly who did what, when, and what the record looked like before and after the action.
Key chain of custody features include:
- Unalterable audit logging — no record can be modified without creating a permanent log entry
- Full custody history tracking — view the complete lifecycle of any item from intake to disposal
- Barcode-based evidence movement — scan in/out workflows that reduce manual entry and human error
- Digital signature capture — electronic signatures confirm every transfer and custody handoff
- Automated inventory and discrepancy reporting — quickly identify missing, misplaced, or unaccounted-for items
This level of documentation means that when an attorney, auditor, or accreditation body asks for a complete record of an item’s history, ERIN7 produces it instantly and completely.
Cloud or On-Premises: Flexibility Without Compromise
Different agencies have different infrastructure needs and IT policies. Some are ready to move fully to the cloud. Others have legacy infrastructure, bandwidth constraints, or organizational policies that require on-premises installation. ERIN7 accommodates both without sacrificing functionality.
Microsoft Azure Government Cloud is ERIN7’s recommended deployment path for agencies seeking maximum security, compliance, and accessibility. Azure Government is specifically designed for public sector organizations and provides a security and compliance framework that meets or exceeds the rigorous standards law enforcement demands. ERIN7’s Azure-hosted deployment includes:
- CJIS-aligned security capabilities — meeting Criminal Justice Information Services security standards
- FIPS 140-2 encryption — federal-grade data protection for data at rest and in transit
- Backup redundancy every 15 minutes — minimizing data loss risk in any scenario
- Segregated customer databases — your agency’s data is never commingled with another agency’s
- Anywhere-access web architecture — secure access from any authorized device with a modern browser
For agencies that require or prefer local control, ERIN7’s on-premises installation delivers the same full feature set within the agency’s own infrastructure.
Unlimited Customization — No Programmers Required
No two agencies operate exactly alike. Policies differ. Workflows differ. The categories of evidence, the forms required for intake, and the approval chains for disposal — all of these vary by jurisdiction, agency size, and operational philosophy. Many evidence management systems force agencies to adapt their workflows to fit the software. ERIN7 takes the opposite approach.
Administrative users — not software developers — have complete control over how the system looks, behaves, and what data it captures. Through ERIN7’s administrative interface, authorized users can:
- Add unlimited custom fields to any screen or form
- Create role-specific screen configurations so each user sees exactly what they need
- Build custom workflows tailored to agency-specific processes
- Configure dashboards and widgets for at-a-glance operational visibility
- Design custom reports and evidence labels
- Create category-specific intake forms (a firearm form can look completely different from a digital evidence form)
- Set permissions on a granular level by role or physical site
This level of customization means ERIN7 adapts to your agency — not the other way around. And because no custom programming is required, agencies can make changes themselves as policies and needs evolve, without waiting on a vendor or paying for development time.
Mobile-Ready for the Field and the Evidence Room
Evidence work doesn’t happen only at a desktop terminal. Officers submit evidence in the field. Detectives pull case files from the road. Evidence technicians move through storage areas scanning hundreds of items during audits. A modern evidence management system needs to work everywhere people work — and ERIN7 does.
The platform is fully responsive and runs on any device with a modern web browser: smartphones, tablets, laptops, and desktop workstations. There’s no special app to install, and there are no device restrictions. Whether a staff member is on an iPhone, an Android tablet, or a Windows laptop, they get the same full-featured experience.
Mobile-specific capabilities include:
- Mobile barcode scanning using the device’s built-in camera
- Evidence reviews from the field — access case and item records from anywhere
- Digital media uploads directly from mobile devices
- Quick search and scan for fast item lookups during transfers or audits
For evidence technicians conducting large-scale physical inventories, the ability to walk through a storage room with a tablet and scan items in real time — while ERIN7 automatically flags discrepancies — is a dramatic efficiency improvement over paper-based or manual processes.
Built for Audits, Accreditation, and Compliance
Accreditation bodies, internal affairs offices, prosecuting attorneys, and oversight agencies all have one thing in common: they want documentation. The ability to prove, quickly and completely, that evidence was handled properly throughout its entire lifecycle is what separates agencies that pass audits with confidence from those that scramble to reconstruct records at the last minute.
ERIN7 is built audit-first. Every report an auditor or accreditor would want is either built into the system or can be created without programming through custom reporting tools. Inventory discrepancy reports identify items that are missing or out of place. Chain of custody reports provide a complete legal record for any item. Retention and disposition workflows ensure that evidence isn’t held longer than policy requires — and that disposal is properly documented when it occurs.
Investigator Brandy Jones of the Rockdale County Sheriff’s Office describes the difference ERIN7 made in her agency’s compliance operations: “It has definitely made it a lot easier for me… the inventory, the scanning, the audits.”
Proven at Scale Across Agencies of All Sizes
ERIN7 is trusted by law enforcement and corrections agencies across North America, from small municipal police departments to large state-level corrections systems. Its architecture is designed to scale, handling everything from a department with a few hundred evidence items to operations managing tens of thousands of items every month.
The Georgia Department of Corrections Digital Forensics Unit, for example, processes an extraordinary volume of digital devices. Megan Radcliffe of that unit explains: “We’re receiving somewhere between 1,000 to 1,500 devices every single month… and ERIN has really helped us track all kinds of things.”
Whether an agency needs to track a modest evidence room or manage enterprise-scale digital forensics operations, ERIN7 delivers the same reliability, auditability, and performance.
The Technical Foundation Agencies Can Trust
ERIN7 is built on a modern, maintainable technology stack: Microsoft .NET Core and SQL Server, with a responsive web architecture that reflects current best practices in enterprise software development. This matters because agencies investing in an evidence management platform are making a long-term commitment. A platform built on modern, widely supported technologies is far less likely to become obsolete or unsupported than one built on legacy frameworks.
Direct integration with Zebra label printers allows evidence labels to print without the intermediate PDF step that slows down other systems. Advanced search capabilities let users locate evidence by case number, item barcode, person name, category, serial number, and more — making it fast to find exactly what’s needed without wading through records manually.
SOC 2 and HECVAT Certified: Security You Can Document
For agencies that must satisfy procurement officers, IT security teams, or institutional stakeholders before adopting a new platform, ERIN7 goes beyond mere claims of security — it can prove it.
ERIN7 is SOC 2 compliant, meaning it has undergone an independent third-party audit against the American Institute of Certified Public Accountants (AICPA) Trust Services Criteria. SOC 2 certification examines how a software platform manages customer data across five key areas: security, availability, processing integrity, confidentiality, and privacy. Achieving SOC 2 compliance is not a checkbox exercise — it requires demonstrating that controls are not only in place but are operating effectively over time. For law enforcement and government agencies, this provides a vendor-neutral, auditor-verified assurance that ERIN7’s security practices meet rigorous professional standards.
ERIN7 also completes the HECVAT (Higher Education Community Vendor Assessment Tool), a standardized security questionnaire widely used by higher education institutions and increasingly adopted by government and public sector procurement teams to evaluate third-party technology vendors. HECVAT responses address data governance, incident response, encryption practices, business continuity, and more — providing procurement and IT security teams with a comprehensive, structured view of how ERIN7 manages data security and risk.
Together, SOC 2 compliance and HECVAT completion mean that when your agency’s IT department, legal counsel, or procurement office asks the hard questions about vendor security, ERIN7 has the documentation to answer them. These certifications are especially valuable in environments where formal vendor risk assessments are required before a contract can be signed, reducing the time and friction involved in getting a new system approved and deployed.
Ready to Modernize Your Evidence Management?
Whether your agency is currently managing evidence in spreadsheets, using an outdated legacy system, or simply looking for a platform that can grow with your needs, ERIN7 offers a proven, modern solution designed specifically for the demands of law enforcement and corrections work.
The combination of a rigorous chain of custody framework, unlimited customization, cloud and on-premises deployment options, mobile accessibility, and a compliance-first design makes ERIN7 one of the most capable and adaptable evidence management platforms available today.
Contact ERIN Technology LLC to schedule a demo and see ERIN7 in action:
855-558-3746 
www.erintechnology.com
See how ERIN7 can simplify evidence management, reduce administrative workload, and strengthen chain of custody integrity across your organization.
Webinar : Unlocking Efficiency in Evidence Management with ERIN7’s Advanced Tools
Our recent webinar showcased powerful new features to enhance productivity and streamline workflows within the ERIN Evidence Management System. From dynamic conditional fields to barcode scanning with mobile phones, attendees got a practical walkthrough of tools transforming how agencies handle, search, and report on evidence.
The session covered essential capabilities such as configuring conditional fields based on offense codes, setting up smart dashboards with saved searches, performing mass updates to evidence items, and automating workflows with task creation. We also demonstrated real-world usage of barcode scanning via mobile devices to inspect, transfer, and document evidence efficiently, reinforcing how modern technology can elevate day-to-day operations for law enforcement and forensic teams.
Experts Answer the Top Questions about Evidence Room Storage Systems
In law enforcement, where the evidence locker and the digital evidence collide, how do you ensure the integrity and security of data in an evidence management system that protects the vital chain of custody?
If you’re curious about the role of robust security measures, the significance of an audit trail, and how continuous monitoring contributes to this endeavor, then let’s explore this further by stepping into the intersection of law enforcement and technology, a junction where every detail matters.
Data Security in Evidence Management Software
In managing evidence, you’ll find that data security in software applications is a pivotal factor, requiring rigorous protocols and encryption measures to ensure information integrity and confidentiality. Data security in evidence management software becomes critical for maintaining the chain of custody protection. It isn’t merely about access control; it’s about ensuring that every piece of data has a clear, unbroken evidence chain of custody.
Audit trails play a significant role in this. They track each action performed on a piece of evidence, providing a record of who accessed what, when, and what changes they made. It’s not enough to have audit trails, though. Regular security audits are essential to ensure that these trails are accurate and haven’t been tampered with.
Continuous monitoring is another crucial aspect of data security. It’s not just about checking in periodically, but actively watching for anomalies and potential security breaches. You must be prepared to respond swiftly and appropriately to potential threats.
Types of data security in evidence management software
Understanding the types of data security in evidence management software can help you identify the right tools and safeguards. Here are three main types of data security in evidence management software:
- Incident Response Planning: This involves developing a systematic approach to manage the aftermath of a security breach or cyber attack, also known as an IT incident. This type of security planning aims to limit damage and reduce recovery time and costs.
- User Training on Security: It’s vital to train all users in security best practices. Awareness and understanding of potential threats can significantly mitigate risks.
- Integration with Security Systems: Evidence management software often integrates with existing security systems to provide a robust protective layer. This integration can enhance security by leveraging the strengths of multiple systems.
Choosing the right type of security depends on your specific operational needs, resources, and the sensitivity of the data you’re handling. It’s not just about picking a solution; it’s about selecting the right approach for your law enforcement organization.
Importance of data security in evidence management software
Ensuring robust data security in your evidence management software is a critical component to safeguard the integrity of evidence, protect sensitive information, and bolster the overall efficacy of your investigation process.
The pivotal role of data security can’t be overstated. It’s instrumental in maintaining the reliability of your digital and physical evidence. Any compromise on data protection can lead to the manipulation or loss of critical evidence, potentially derailing your entire investigation.
Besides, it’s the confidentiality of sensitive data at stake. Without stringent data security measures, victims’ or witnesses’ personal information–or even suspects’–could be exposed, violating privacy laws and ethical guidelines.
Moreover, data security measures enhance the credibility of your investigative process. It assures law enforcement professionals that you’re adhering to established protocols and best practices, building trust and confidence in your operations, and ensuring compliance with legal and ethical standards
Chain of Custody Protection
As you navigate the complexities of evidence management, maintaining the chain of custody becomes a paramount security measure to prevent any unauthorized access or alteration of evidence. Ensuring the integrity of this chain is essential to building a robust evidence management system.
Chain of custody protection can be enhanced by focusing on three key areas:
- Role-Based Access Control: Prevent unauthorized access and ensure that only individuals with the right privileges handle critical evidence.
- Encryption: Protect data from being tampered with or accessed without the right decryption keys.
- Regular Review: Routinely review the system. Regular checks can detect any potential vulnerabilities and allow you to take corrective action promptly.
With cyber threats growing in sophistication, it’s crucial that your evidence management system is robust and secure. A break in the chain of custody compromises the integrity of your data and may lead to legal troubles based on a lack of evidence integrity.
Audit Trails
You must not overlook the importance of detailed audit trails and audit reports for tracking access to physical and digital case files. They serve as a critical component in maintaining the integrity of the data. An audit trail is a chronological record of system activities that provides an independently verifiable path showing who accessed what data, when, and what changes were made.
Audit trails help in detecting and preventing unauthorized access or changes to data, providing a deterrent effect. You can’t underestimate their role in identifying potential security incidents or breaches. They’re instrumental in determining the scope and impact of a security incident by tracing back the actions of an unauthorized law enforcement professional.
When evaluating evidence management software, ensure it:
- Supports detailed, tamper-evident audit trails, recording all actions taken within the system and preventing unauthorized alterations to these records.
- Produces comprehensive audit reports for review and analysis.
Incident Response Planning
An incident response plan is part of a well-defined evidence management software plan for identifying, responding to, and recovering from a data breach or cyberattack. It’s a safety net when things go wrong.
The incident response plan should include :
- Identification: Set up the system to constantly monitor suspicious activities and potential threats promptly.
- Response: Once an incident has been detected, immediate action should include isolating the affected systems to prevent further damage, investigating the cause, and assessing the extent of the damage.
- Recovery: After the incident, restore normal operations and regain control by .repairing damaged systems, recovering lost data, and implementing measures to prevent future incidents.
User Training on Security
Knowledge is the first line of defense in data security. To bolster data security in evidence management software, you must invest in thorough user training on security protocols and procedures. This is a key step in protecting the integrity of the complete chain of custody. Inadequate or ineffective training could lead to accidental breaches, jeopardizing both the data and your law enforcement organization’s reputation.
Topics in your training program should include:
- Password security, emphasizing the necessity for strong, unique passwords and regular updates.
- Network Security, such as the dangers of using unsecured network connections, such as public Wi-Fi. Teach users about phishing attempts and how to recognize suspicious emails or links.
- Access control. Users should be trained to understand their access privileges and the importance of not sharing their credentials.
- Privacy Policies Furthermore, it’s essential to educate them about the legal and ethical implications of unauthorized access or tampering with evidence data.
- Incident management. Users should have an understanding of the secure storage process, how response procedures work, and their role in this.
Regular Security Audits
Through regular security audits you maintain the security of your physical and digital evidence management solution, protect the integrity of your evidence, and safeguard the whole chain of custody. Audits should focus on:
- Confirmation of the adherence to established security protocols
- Detection of any vulnerabilities that might have developed since the last audit
- Assessment of the efficacy of data recovery plans
Regular tests of these recovery systems should be part of your audit process.
Integration with Security Systems
A well-integrated system is far more difficult for unauthorized individuals to penetrate. Your physical and digital evidence management system should be capable of interacting smoothly with firewalls, intrusion detection systems, and secure data transmission protocols, such as Secure Sockets Layer (SSL) or Transport Layer Security (TLS). It’s a key move to enforce data consistency, integrity, and confidentiality of your evidence files.
If your evidence management software is effectively integrated, it will trigger immediate alerts when suspicious activities are detected. This will allow you to respond quickly to mitigate potential damage. One key point to consider during integration is the compatibility of the systems. You’ll need to ensure that all components communicate effectively with one another, without causing any disruptions or data losses.
The integration process may require a significant amount of time and resources, due to the complexity of the systems involved. However, this investment is essential to ensure the maximum security of your evidence management software.
Continuous Monitoring
Continuous monitoring of your digital and physical evidence system is a dynamic process that requires ongoing vigilance and proactive measures to ensure your chain of custody remains unbroken.
Continuous monitoring can be broken down into three core aspects:
- Detection: Your systems should be equipped to identify unusual activity or unauthorized access attempts. This involves analyzing user behavior and network traffic patterns to spot potential threats.
- Response: Once a threat is detected, it’s critical to respond swiftly to mitigate the risk. This could involve isolating affected systems or initiating incident response procedures.
- Reporting: Detailed and regular reporting is essential to track your security status. Reports can highlight vulnerability trends, unsuccessful access attempts, and the overall effectiveness of your security measures.
Conclusion
Don’t underestimate the importance of efficient evidence management. It plays a pivotal role in maintaining the integrity of your evidence collection, upholding justice, promoting faster case resolution, and enhancing your law enforcement organization’s reputation.
Feel free to share if you find this interview helpful. Get in touch with us if you have any questions.
The Sherriff Office’s Roadmap To State Accreditation Using ERIN7’s Streamlined Evidence Handling Software
Investigator Brandi Jones is a 16-year veteran of the Rockdale County Sherriff’s Office in Georgia. As the primary evidence custodian in the property and evidence division, she shares her experience with best practices for developing their state accreditation process.
How important is a good evidence management system?
Records storage isn’t just about property and evidence. It’s about people’s lives. Homicide evidence must be stored for 50 years, for example, so we need a reliable evidence process. We’re not dealing with just records storage. We’re dealing with people’s lives. And that’s why a good system is critical for everyone involved. Evidence provides answers. People want answers. They want the CSI effect. We have cases of evidence that can put a criminal away for 20 years. Or a cold case depends on stored evidence for a reinvestigation potentially 20 years from now! With ERIN7 I have the evidence from police cases with the same integrity as the day we did the original evidence gathering. The officer in charge could go back and maybe exonerate someone or confirm their conviction.Are evidence items easier to track with ERIN7?
Much easier! For example, if I had a case come in with three bags of marijuana, a pipe, and a book bag, we used to enter all of those items under one barcode label. That made it almost impossible to keep track of each of the items of evidence. With the new ERIN7, it is easier for me to separate those items, and each becomes its own entity with its own barcode. You couldn’t go into the evidence collection and remove the book bag or lose track of it. That label still shows in the system. No matter what it is, in a property and evidence room every item needs to be accounted for. That shows the integrity and confidence level of your room. When the auditors come from the state, they look at everything. The ERIN7 system is an open book that follows the accreditation process so nothing can be hidden. That builds confidence and credibility in your culture of evidence management.How Does ERIN7 help with State Accreditation Practices?
Annual evidence unit audits, updates, and basic evidence in inventory are a lot to contend with. The new ERIN7 system definitely helps with the inventory, the scanning, and the audits. My auditors can join in and be a part of it which removes me, the primary evidence custodian, from security concerns of actually seeing anything. It makes it harder to falsify anything or to do anything wrong. Before we had ERIN7, we had to run reports and print 300 pieces of paper on everything that was in my evidence room. The auditor had to go through each piece of paper manually. Keeping all that filing correct was an evidence room operations headache.Do all ERIN7 evidence unit personnel see the same thing?
I can allow people to join with certain privileges, especially during the audit time. Some can see the audit while others just see the inventory. It is highly organized so we can find what we need quickly. I can just go into the inventory itself, or use tools to scan different ways. I can even scan the actual location itself, such as drug box 15 of 2022. It’s just so much easier. It shows you everything that’s supposed to be in there or not in there, and then it prints out a nice little report that includes the chain of custody.How has ERIN7 digital evidence management saved time?
At least a week every year. I have to have a 100% audit of my drugs, guns, money, and high-end items. ERIN7 cut it down to a week for that. It’s definitely been beneficial. Before ERIN7 we went through some issues with some items being misplaced and things like that. ERIN7 has improved that and given the officers more credibility. For example, my commander has privileges to come in and see everything that I’ve done, that I’ve entered, that I’ve taken out. ERIN7 backs you up and says, “This is what happened to this item. This is where it went. This is the date it went.” It makes everything a little bit easier because they do have more access to the system and see the operations.When we got ERIN7 with the advanced features, I was like, “Wow, we’ve been missing a lot!”
Has ERIN7 helped in other ways?
My yes! One captain found it much easier to search and find info. For example, getting com stats and the analysis of the number of guns we collected, how many suspects were arrested, etc. With limited privileges, users can do a search on how many firearms they took in during a specific timeframe. We post those stats on our web page for the public to see. These advancements have made work easier and more efficient for a lot of different divisions. We can measure and report on things we never could before.Is ERIN7 easy to use?
Very! Even casual users find it easy to navigate and get the info they need. The system is simple to maneuver, and if you’re looking for something specific, you just hit your search button. It’s a very easy system to work with.Does ERIN7 preserve history and knowledge?
That is a very important feature of ERIN7. Any time we need something, it’s there. That was my biggest security concern. You shouldn’t require the property and evidence clerk to know everything, because what if something happened to them? A couple of years ago our sergeant was in charge of everything, and something happened to him. Everybody was at a loss. “Oh, my gosh, what do we do now? Where do we go now?” After that, everything had to change and it was a traumatic event for us. That won’t happen with ERIN7 because it stores everything and most everyone can self-service already.What tips would you have for someone starting a search for the perfect program?
My three top tips for law enforcement agencies making a move to a digital evidence management system are:- Technical assistance. When you have any issues, you want an immediate, helpful response. Vet the vendor’s support service response time.
- Ease-of-use. I have so much evidence to enter every day, so the system needs to be work-friendly and easy to operate.
- Ability to meet accreditation requirements. ERIN7 helps us meet all the accreditation standards to pass and stay accredited.
How is the technical support from Erin Technology?
Excellent. They’ve always been a big help, no matter what I need from them. With the new ERIN7, there was a learning process. Their attitude is “Anything you need!” I count on them a lot.What other department goals has ERIN7 helped you achieve?
- Checks and balances are crucial. ERIN7 has all the checks and balances we need. For example, on my desktop, I can see my total inventory or my “items ready for disposal” or the ones in “temporary locations.” ERIN7 lays out everything. No more guessing.
- Knowing precisely what I have in inventory. How many cases do I have? It has “cases for review,” and “cases with review for 31 to 91 days upcoming.” It’s a database that has everything.
- Knowing which cases are obsolete. It knows which cases are ready for disposal. It helps us purge the junk.
Feel free to share if you find this interview helpful. Get in touch with us if you have any questions.
Madison County Sheriff, NY Trades Paperwork for DEMS
A big part of my job was making sure paperwork was filled out correctly. It wasn’t efficient. Everyone hated the re-work. Then this happened.
A Maze of Evidence: The Critical Role of Chain of Custody in the Idaho Student Murder Case
In high-profile, complex criminal cases, such as the University of Idaho student murder case, defense attorneys play a central role in scrutinizing and questioning the vast landscape of evidence presented by the prosecution.
The defense’s role is to create a counter-narrative, challenge the evidence’s validity, and safeguard the defendant’s rights. Their strategy is often centered around relentless demands for specific pieces of evidence, which can help them construct a robust defense or expose potential flaws in the prosecution’s case.
In the case of 28-year-old criminology student and murder suspect Bryan Kohberger, the defense attorney’s persistent requests for specific evidence underscores evidence’s pivotal role in shaping a trial’s outcome and how it tilts the scales of justice.
The demand for evidence isn’t just a legal formality but a critical component of the legal process. The defense’s demands also underscore the significance of law enforcement officials maintaining meticulous records of every item collected, ensuring none is lost, mishandled, or inaccurately documented.
Such a rigorous approach to evidence management helps guarantee the integrity of the legal process and the validity of the court’s final judgment.
From Vast Evidence to a Death Penalty Case
Detectives collected more than 20,000 pieces of evidence which drew scrutiny and intrigue from the public because it included:
- 10,000 pages of reports and other written materials
- 10,200 photographs
- 9,200 tips
- 51 terabytes of phone records, audio/visual media, and digital materials
This poses the question: Is this typical or extraordinary for a serial murder case? The number is indeed staggering. However, each piece of evidence, regardless of its perceived significance, serves a unique purpose in the broader investigation. Every item collected provides a piece of the puzzle that investigators must analyze to ascertain the truth.
In this multi-jurisdictional case, the volume of evidence collected for Bryan Kohberger’s preliminary hearing came from an exhaustive investigation conducted across different states and involving numerous law enforcement agencies.
Ultimately, this massive body of evidence, meticulously gathered and analyzed, convinced prosecutors that there was sufficient cause to seek the death penalty in this first-degree murder case.
The Power of STR DNA Profiling
The breakthrough in the Bryan Kohberger case came from utilizing a procedure known as a short tandem repeat analysis or STR analysis, a common type of DNA profiling in criminal cases and other types of forensic cases, according to the National Institute of Justice. A leather knife sheath found at the murder scene with trace evidence was matched to DNA evidence of Kohberger’s father at the Pennsylvania family residence.
This method offered the scientific reliability needed to identify Kohberger conclusively since the defense claimed that multiple other men’s DNA profiles were found at the Moscow, Idaho murder scene.
The Role of Evidence Management Software Like ERIN7 in Murder Investigations
In such a sprawling, multi-state, multi-jurisdictional investigation as the Bryan Kohberger case, having an efficient, reliable method of documenting and tracking evidence is mandatory. ERIN7 software, specifically designed for law enforcement purposes, provides a robust solution for these challenges. Its ability to meticulously record and trace the chain of custody on evidence collected at crime scenes plays an instrumental role in ensuring the integrity of an investigation.
Tracking over 20,000 pieces of evidence is an enormous task, and without a secure digital system like ERIN7’s, it can be prone to errors, misplacement, and mismanagement. A streamlined process of recording, tracking, and retrieving each piece of evidence, from the point of collection to the courtroom, not only makes the task manageable but also enhances the credibility of the evidence. See how ERIN7 builds a chain of custody defense attorneys can’t knock down.
Even when there may be a lack of DNA evidence, there are typically many other kinds of evidence to be coded and tracked, such as surveillance footage, video footage, body cam footage, and security footage.
With so much manpower being devoted to finding, prosecuting, and bringing a murderer to justice, digital evidence management software (DEMS) is the only way to build a solid case and speed up the legal process. In time-sensitive investigations, efficiency makes the difference between justice served or denied.
The Bryan Kohberger defense team’s case offers an in-depth exploration of the paramount importance of comprehensive, accurate evidence documentation. It’s not just about the volume of evidence collected; it’s about the precision in its management and its role in determining the path of justice.
As technology integrates deeper into our lives, solutions like ERIN7 software are essential in establishing robust, efficient criminal justice systems. The ability to adapt and integrate such technological advancements is what will shape the future of law enforcement and criminal investigations.
For more information about ERIN7, contact us to schedule a live demo.
Robbie Giles, CC BY-SA 2.5, via Wikimedia Commons
The Impact Of Digital Evidence Management Software On Cold Case Investigations
With enhancements in evidence management software, investigators have powerful new tools and innovative methods to help solve cold cases; even decades later.
What is Evidence Management Software?
Cloud-based evidence management software is a tool that helps law enforcement organizations manage the collection, storage, and analysis of evidence. This software allows investigators to store and track evidence throughout the entire investigative process, ensuring that it is handled properly and not lost or compromised.
Evidence management software has many features that make it an essential tool for law enforcement agencies. For example, it allows investigators to assign and track evidence to specific cases, generate reports, and maintain an audit trail of all actions performed on the evidence.
How Evidence Management Software Helps Solve Cold Cases?
One of the most significant benefits of this software is that it allows investigators to reexamine old cases with fresh eyes. By using this software, investigators can identify patterns in the digital media evidence and find connections between pieces of evidence that were previously overlooked.
For example, evidence inventory software helps investigators identify similarities between different cases that may have been committed by the same individual. It can bring up a list of first-party evidence and third-party evidence for manual review to help investigators identify new witnesses or suspects who were previously overlooked.
Notable Cases Solved with Evidence Management Software
There have been many cases where the evidence software has been instrumental in solving crimes. Here are some notable examples:
The Golden State Killer
The Golden State Killer was a notorious serial killer and rapist who committed crimes throughout California in the 1970s and 1980s. Despite a massive manhunt, the killer was never caught.
However, in 2018, investigators used evidence management software to reexamine the case. By analyzing DNA evidence files, investigators were able to identify a suspect who had never been on their radar before. In 2020, the suspect, Joseph James DeAngelo, pleaded guilty to 13 murders and multiple rapes. Without this access to evidence in digital format, it may have delayed solving the case even longer.
How did law enforcement officers use their evidence collection? A case from the 1970s was re-opened using DNA evidence. At the time of the crimes, DNA testing was not yet available. But with the development of new DNA testing methods and the implementation of an efficient evidence management system, investigators were able to re-test old evidence to identify a suspect.
By using the evidence management software to keep track of all the different pieces of evidence and their associated DNA results, investigators were able to build a strong case against the suspect, who was eventually convicted.
The Green River Killer
The Green River Killer was a serial killer who murdered at least 49 women in Washington state in the 1980s and 1990s. The case remained unsolved for decades, despite the efforts of multiple law enforcement agencies.
However, in 2001, investigators began using digital files to reexamine the case. A case from the 1980s was re-opened using digital imaging technology. With a new digital evidence management solution that included digital imaging capabilities, law enforcement officers could re-examine old photographs and uncover new details that had been missed before.
By analyzing DNA evidence, investigators were able to identify a suspect, Gary Ridgway, who had previously been questioned but never charged. Ridgway eventually confessed to the murders and was sentenced to life in prison. The digital evidence management solution helped pinpoint all the types of evidence available to the criminal justice agency.
Cases Even Evidence Software Can’t Help Police Departments Solve
Unfortunately, there are still too many examples of cold cases that cannot be solved because evidentiary documents haven’t stood the test of time. This happens for a number of reasons, including
- Poor storage conditions, such as physical evidence stored in a damp or humid environment, cause deterioration over time. This is especially problematic for biological evidence like DNA, which breaks down over time and becomes unusable for testing.
- Break in the secure chain of custody for evidence may have been lost or mishandled over time, making it impossible to connect it to a suspect or use it to build a case. This can be especially challenging for older cases, where evidence may have been handled by multiple people over the years and the chain of custody may be difficult to establish.
- Passage of too much time. Witnesses may have died or moved away, suspects may have passed away, or the circumstances of the case may have simply faded from memory over time. In these cases, even the best evidence management software in the world may not be enough to bring closure to victims’ families.
While it is always disappointing when a cold case cannot be solved due to issues with evidence, it is important for police forces to continue to use the best available technology and techniques to re-examine old evidence and pursue new leads. Even in cases where the inventory of evidence is no longer usable, investigators may be able to find other ways to build a case and bring justice to victims’ families.
Benefits of Using Evidence Management Software
Evidence management technology providers offer many benefits to law enforcement officials to maintain evidence integrity and chain of custody documentation. Here are some of the most significant advantages:
- Evidence management software streamlines the process of managing evidence throughout the investigation process, making it more efficient and less time-consuming to look for leads. The software allows criminal investigations to track evidence from collection to storage to analysis, ensuring that nothing is lost or compromised.
- Evidence management software helps ensure that evidence is handled properly and not contaminated. This software can also help prevent human error by automating tasks such as evidence labeling and chain of custody tracking. Role-based access control guarantees user compliance.
- Evidence management software improves collaboration. Multiple investigators may work on the same case simultaneously within a centralized database via a cloud-based system, building a complete evidence inventory software.
How To Update an Evidence Management Unit
To transition a traditional evidence management unit to utilizing a faster evidence management technique, law enforcement organizations should take these 6 steps:
- Assess current processes: The first step in implementing a successful evidence management system is to assess the current processes and identify areas for improvement in handling various evidence types. This may involve reviewing existing documentation procedures, evaluating storage conditions for evidence, identifying chain of custody issues, and conducting an audit trail of all accesses to evidence.
- Choose the right software: There are many different digital evidence management software options available, and it is important to choose the right one for your agency’s needs. Some factors to consider include ease of use, compatibility with existing technology, and the ability to customize the system to meet your agency’s specific requirements. Of course, the law enforcement budget is a primary factor.
- Train staff: Once you have chosen an evidence management software system, it is important to plan for user administration and ensure that all staff members are properly trained on how to access user interface integrations. This may involve providing hands-on training sessions, creating user manuals or training videos, and offering ongoing support as needed.
- Digitize old records: To fully transition to a digital evidence management system, it is important to digitize all existing records, such as video surveillance, physical inventory, evidence requests, interview room video, body camera footage, audio recordings, handwritten documents, vehicle cameras, mobile devices data, and security camera footage. This may involve scanning paper documents, photographs, and other physical evidence and uploading them to the new system. It may also involve manually inputting data from old records into the new system.
- Ensure proper storage: Digital evidence still needs to be stored in a secure and controlled environment, and it is important to ensure that the new system is set up to provide adequate protection for all evidence.
- Monitor and maintain: Once the new system is in place, it is important to monitor it regularly to ensure that it is functioning properly and that all staff members are using it correctly. It may also be necessary to make updates or modifications over time to ensure that the system remains effective and up-to-date with the latest technology.
By following these steps, law enforcement organizations can transition from manual documentation to a safer and more accurate digital evidence management system that reduces chain of custody issues and documents all evidence types to be easily accessed and used to build cases against suspects.
With all evidence at your fingertips instantly during a criminal investigation, law enforcement personnel will build stronger cases and bring closure to more victims’ families–even after decades of uncertainty.
How To Evaluate Digital Evidence Management (DEMS) Systems for Law Enforcement Agencies?
Overview of Digital Evidence Storage in a Cloud-Based System
The #1 job of evidence management technology is to facilitate the automation of tracking and access to evidence in law enforcement agencies or federal agencies. According to Research.com, over 90% of public safety agencies agree that having a centralized evidence database is essential to gain insights and model processes, people, and assets.
Evidence management is critical to the outcome of criminal prosecutions. If it fails at any stage of collection, storage, tracking, or retrieving, then it can compromise the outcome of a prosecution.
Law enforcement officers need a cloud service provider to create an efficient evidence management system for audio files, body camera footage, digital paper files, compliance and security protocols and third-party evidence. Your digital evidence management solution will have a long lifespan. Before selecting a cloud solution provider for your police department, consider these 5 critical factors.
- Features and functionality. Know the types or categories of physical and digital evidence that will be collected, stored, analyzed, and reported on as required to meet typical law enforcement agencies’ needs. You want the capacity to share digital evidence assets with other law enforcement officials or agency personnel that meet security guidelines. And you want a way to make electronic copies and backup copies if your system should go down.
- Scalability. The system must be able to support growth in agency personnel, accommodate a variety of evidence typically handled by law enforcement, and manage the current volume of digital assets while being able to handle any increased collection in the future. In addition, to ensure a seamless flow of evidence management processes between law enforcement agencies, your digital evidence management system should be able to communicate with other client agencies. This includes the ability to seamlessly exchange data with other cloud services or legacy systems already in place at the organization or across different government entities such as federal agencies.
- Integration: The system must be compatible with other tools and systems, such as a centralized database or enterprise resource planning (ERP) software, that law enforcement officials are currently using to ensure seamless integration. Additionally, the digital evidence management system should be easy to connect to the police department’s other technologies. It is important to have an accurate assessment of which systems must be connected in order to create an effective workflow for managing digital evidence. Additionally, organizations should ensure that their systems are adequately secured so that unauthorized access to the data is prevented.
- Data Integrity and Security. The evidence software must have security features to protect physical evidence, with tamper-proof and chain-of-custody documentation and tracking. It must be adequately secured in a cloud environment, in accordance with the requirements of Federal Risk and Authorization Management Program (FedRAMP) baseline security controls, as described by NIST SP 800-53 guidelines for Information Systems and Organizations.
- Cost: The total cost of ownership for evidence inventory software must include hardware, software, support, automatic audit trails, authorized user role assignments, and access level. Compare each vendor’s features and benefits to each one of the types of evidence you may document to ensure that law enforcement personnel and the agency get the best value for their investment.
By considering these factors in detail, an organization can make an informed decision about which digital evidence management software is the best fit.
Choosing the Right DEMS Provider
When selecting a vendor, it is important to consider the reliability and consistency of their support and frequency of updates. This is part of the success formula that leads to long-term ROI and agency success.
The cloud solution should be able to track and inventory digital and physical evidence to ensure proper documentation and organization of all evidence. As the number of cases and user role assignments increases, the cloud service provider must be able to handle increased evidence requests without experiencing performance issues.
Future Proofing Automation of Evidence Management
When organizations handle sensitive information, data must be protected from unauthorized access, alteration, and theft. Evidence managers must maintain a tamper-proof chain of custody, ensuring that evidence remains secure and can be used in court if necessary.
The best DEMS solution contains security features such as encryption and access controls. For example, encryption ensures that even if unauthorized users gain access to the data, they will not be able to read or understand it.
Access controls restrict who has access to the data and what they can do with it, including the changing of user authentication and permissions. Tracking and auditing features, with logging and reporting help agencies detect and respond to any security incidents.
When developing an evidence management system, plan to “future proof” for the long term. This includes preparing to incorporate new technologies, such as body-worn cameras and license plate readers, and adapting to changing regulations or laws.
One essential factor to consider when comparing systems is the software’s ease of use. It should be intuitive and include a user-friendly interface and easy navigation, ensuring it is easy to find the information you need and quickly complete tasks. Ask your technology partner what features other law enforcement officials are requesting.
Software Designed for Police, not the IT Department
Preparing Users for Their New DEMS System
Ideally, your digital evidence management system must integrate seamlessly with other software the organization uses, such as existing case management or records management systems, databases, document management systems, and other software tools. A 360-view and access to all your data and workflows improves efficiency, reduces errors, and enhances the overall accuracy of information.
When evaluating DEMS, make a list of:
- Other types of systems that should integrate with the evidence management system. Consider reviewing pieces of evidence in your last 10 active cases (including evidence like mobile devices, radio logs, digital files, video surveillance, handwritten documents, and other inventory of evidence collected).
- The type of integration you require vs. what is offered, such as basic data import/transfer or more advanced features like bi-directional syncing.
- The adaptability of each active user, the kind of integration each will need, and how much documentation and support each one will require
- Each user’s current and future needs. For example, if a company plans to order a new case management system, be sure it can be integrated with your DEMS system.
- Additional costs associated with custom integration.
Training
Training is an essential component of preparing users for their new digital evidence management system. Proper training makes users aware of the features and capabilities of the system so they use it with confidence. It also helps them understand the potential risks associated with the misuse of digital evidence assets, such as data breaches or unauthorized access.
Digital evidence management solution providers typically provide detailed user guides as well as tutorials to demonstrate how to correctly use the system. Organizations may opt to provide more in-depth training sessions with experienced software trainers who can answer questions and provide additional guidance on best practices.
Such training should cover topics such as effective data management, secure storage methods, and other aspects related to utilizing evidence management systems. By providing comprehensive training for law enforcement personnel, organizations can kick off a heightened user adoption cementing a rapid ROI on the new DEMS system.
Part of evaluating your solution provider should be reviewing how thorough its user manuals, tutorials, and online help is to ensure all active users can quickly and easily learn how to use the system or have ready access to support when encountering issues.
Customer Support
In addition to training, support is an important factor in successful digital evidence management. Effective management of physical and digital evidence requires robust support and assistance from the software provider.
Organizations must have access to reliable technical assistance to ensure that the system remains functional and secure. Vendors should be available to address any technical issues that may arise during the setup or use of the system, while users should also be able to contact a resource for help with navigating the software.
Additionally, technology partners should provide support services for evidence requests or other questions related to digital evidence.
Many technology partners offer different levels of support, such as basic technical support or advanced consulting services. As a result, the cost of support services can vary significantly between different systems and should be factored into the overall cost when comparing options.
Law enforcement budgets are not open-ended, but budgeting for help when you need it is what gives law enforcement organizations their highest ROI on their digital evidence management systems.
Customization
When selecting a vendor, consider what kind of customization you require:
- How much customization comes with the system and how much more will you need to customize the user interface, add custom fields, and integrate with other cloud systems?
- How easy will it be to customize, including whether technical expertise is required or if the system has a user-friendly interface? For example, can you customize field names with identifiers known to the department? Can you print reports you need?
- How much will customization cost? Confirm how much is included in the standard package or if additional charges apply.
- How much customization support does your vendor offer and what is their availability to adapt the system to your existing processes?
The vendor’s reputation and industry experience are key considerations when comparing evidence management software systems. This includes factors such as the length of time the vendor has been in business and the size and diversity of their customer base. How familiar are they with the agency’s investigative process, common evidence types, and the volume of digital assets collected?
Cost
When assessing evidence management software solutions, consider the total cost of ownership, which encompasses not only the initial cost of the software but also any additional costs for customization, integration, and support services.
This includes digital evidence documentation, inventory, tracking, physical evidence documentation, inventory, and monitoring. There is typically a “law enforcement budget,” but there is always give and take when working with a technology partner.
Organizations should also consider factors such as the number of users and the storage required. In addition, some systems offer a one-time purchase option with a yearly maintenance fee, while others require a subscription or ongoing licensing payment.
Finally, the buyer must factor in any additional costs for customization or integration with other systems, including costs associated with integrating the system with existing databases or other software, as well as the cost of tailoring the system to meet specific requirements or needs.
Conclusion
Your evidence management software should never hold you back from protecting public safety, solving cases, serving justice–or wondering if there was a break in the chain of evidence. See the latest technology for preserving evidence integrity by scheduling a 30-minute demo with ERIN Technology’s ERIN7.