Strategies for Digital Evidence Management

The digital landscape has significantly altered the way public safety agencies handle and process evidence, creating the need for new methods of digital evidence management. With transformations in technology, there are also a number of challenges. However, with these challenges also come opportunities. 

Whether it’s migrating a mass amount of data to a digital platform, ensuring the security of sensitive information, or even training your team on new technology and procedures, your agency needs effective strategies for digital evidence management – this all starts with a good digital evidence management software (DEMS). 

Digital evidence management software is necessary to facilitate the collection, storage, organization, retrieval, analysis and sharing of digital evidence related to law enforcement, investigations, legal cases and other public safety activities. 

There are several key factors to consider that your agency can develop a process to implement, as well as modern technology that can help alleviate some of the challenges. 

Challenges of Digital Evidence Management 

Managing digital evidence for public safety agencies presents a multitude of challenges that stem from the evolving nature of technology, the sheer volume of data generated, and the critical role this evidence plays in law enforcement and public safety efforts. 

One significant challenge is the sheer volume and diversity of digital evidence. With smartphones, surveillance cameras and social media platforms, agencies are inundated with an ever-growing pool of digital data. This data comes in various formats, including text messages, images, videos and documents, making it essential to have the infrastructure and tools to handle this diverse range of evidence effectively. 

Outdated technology can also pose practical challenges. Digital evidence often relies on specific software or hardware for access and analysis. Over time, technology progresses, rendering old formats or devices obsolete. It’s critical to plan for data migration and long-term retention strategies to ensure that evidence remains accessible and usable for the duration required by law. 

Resource constraints can hinder effective digital evidence management. Many public safety agencies face budget limitations, making it challenging to invest in the necessary infrastructure, software, training and personnel required for robust digital evidence management. These resource constraints can lead to inefficiencies and potential gaps in evidence handling. 

Cybersecurity threats represent a constant challenge for agencies and organizations across the world. As agencies collect and store sensitive digital evidence, they become attractive targets for cyberattacks. Protecting this data against breaches, ransomware attacks, or unauthorized access is a continuous burden that requires robust cybersecurity measures. 

Strategies for Your Agency 

Digital evidence management starts with the collection of data from various sources. This can involve evidence such as gathering electronic records, surveillance footage, or even video evidence from citizens. A comprehensive approach ensures that all relevant evidence is captured, which is essential for investigations, audits and compliance with legal requirements. 

Once collected, digital evidence must be securely stored and preserved to maintain its integrity and prevent tampering. It is important to utilize advanced storage solutions, encryption and access controls to safeguard this sensitive information. Preservation practices include regular backups, version control and adherence to retention policies. 

Part of your security efforts will also be managing and maintaining a clear and well-documented chain of custody documentation. This process tracks the handling, transfer and access to evidence from its collection to its use in legal proceedings. 

In many cases, multiple agencies or departments need to collaborate on investigations or share evidence. Effective information-sharing and secure communication channels are essential for seamless cooperation while maintaining data security and privacy. 

What’s important to remember is that no strategy can be effective without proper training. Providing ongoing training and education for personnel involved in digital evidence management is vital. Staying up to date with evolving technologies, legal standards and best practices ensures that staff can effectively handle digital evidence and maintain the highest levels of professionalism and integrity. 

Example From a Local Law Enforcement Agency 

The Seattle Police Department (SPD), like many modern law enforcement agencies, has recognized the paramount importance of mobile device forensics in crime investigations.  

The exponential growth in the use of smartphones and other digital devices has made them a rich source of evidence, holding a trove of data that can be invaluable for solving crimes. In response, SPD has taken several steps to harness the power of mobile device forensics and bolster their digital evidence management capabilities. 

One of the initial measures taken by the SPD was the investment in state-of-the-art mobile forensic tools. These tools allow officers and forensic examiners to extract data from mobile devices in a secure and efficient manner. 

This data can include call logs, messages, photographs, location history, and even deleted items. Having the ability to access this information quickly can be critical in investigations, especially when time is of the essence. 

The SPD has also sought to decentralize its forensic capabilities by equipping select officers with portable mobile forensic kits. These kits can be used in the field, allowing officers to extract data on-site, whether it’s at a crime scene, during an arrest, or in other relevant situations.  

This not only speeds up the evidence collection process but also reduces the risk of data tampering or loss that could occur if devices were transported to a central lab. 

To ensure the effective use of these tools and techniques, the SPD has placed an emphasis on training. Officers and detectives are educated on the basics of mobile device forensics, ensuring they understand how to handle devices to preserve evidence.  

Additionally, specialized units or individuals within the department receive more in-depth training, becoming experts in the field. Their expertise is essential for handling complex cases or when encountering advanced security features on modern devices. 

Key Features for Your Evidence Management System 

According to the U.S. Department of Justice’s Office of Just Programs, there are three critical features that your evidence management software should have.  

1. First and foremost, security is paramount. The software must have robust security measures in place to ensure that all evidence-related interactions are meticulously recorded and securely stored. This guarantees a secure chain of custody, a fundamental requirement for maintaining the integrity of evidence. Additionally, the software generates an easily auditable access log, which allows agencies to track who has accessed the evidence and when. Such a feature is indispensable for maintaining transparency, accountability, and trust in the criminal justice system.
2. Efficiency is the second critical feature to consider. Law enforcement agencies deal with vast amounts of digital evidence, and personnel should be able to swiftly and effortlessly search through these files. Robust digital evidence management databases make this possible, enabling investigators to find the information they need quickly and accurately. By streamlining the process, agencies can save valuable time that can be redirected toward other critical tasks. Furthermore, the reduction in physical storage space requirements not only saves resources but also promotes a more organized and streamlined evidence management process.
3. Accessibility is essential for agencies seeking to harness the power of digital evidence management systems fully. These systems should be capable of consolidating evidence and highlighting patterns. This functionality facilitates data-driven decision-making by providing a comprehensive overview of trends and patterns within the evidence. Moreover, the automation of report creation and distribution further enhances efficiency, allowing agencies to share critical information more rapidly and effectively. 

CentralSquare’s Digital Evidence Management System 

CentralSquare’s Digital Evidence Management System (DEMS) is a comprehensive solution that enables public safety agencies to streamline their operations, reduce reporting times, centralize digital evidence, and enhance collaboration. Its configurability, cloud-based accessibility and integrated approach make it a valuable tool for modernizing and optimizing public safety processes. 

Our solution gives you the power to make digital evidence management accessible, easy to share and secure. DEMS offers a unified platform that addresses the complex and diverse information needs of public safety agencies. It consolidates data from the initial call all the way through to case management, streamlining the entire process. 

Want to learn more about how CentralSquare DEMS can enhance your operations for digital evidence management? Book a free demo to see our software in action.