Streamlining Digital Data Storage for Law Enforcement

Among all the challenges facing the public safety industry, law enforcement agencies face the difficult task of managing mass amounts of digital evidence, spanning from digital photographs, to videos and even social media interactions. The varied retention periods for this data, influenced by the nature of each case, further adds to the intricacy of the problem.

Amidst this complex digital landscape, agencies also face the constant threat of cyber attacks and data breaches, making the need for robust and efficient data management systems paramount. 

Agencies need a solution that is secure, efficient and user-friendly. The key lies in the ability to store, retrieve and share digital evidence in a streamlined manner. 

This blog explores the experience of the New Brighton, MN Public Safety Department – including the challenges and potential risks that organizations handling sensitive data face, and the effective solutions that can help navigate and mitigate these risks.

Transitioning from Physical to Digital

The evolution of record storage has shifted from physical paper records and Polaroid pictures to digital cameras and word perfect reports saved in Windows file type structures. As technology progressed, agencies adopted digital in-car video systems and body cameras, stored on local on-site servers. 

This shift to digital storage systems introduced a new range of challenges, including the requirement for varied storage methods for diverse file and product types.

Trevor Hamdorf, Deputy Director of New Brighton said, “A significant challenge we encountered was the labor-intensive process of burning DVDs for disclosures and submitting digital evidence. With the introduction of body-worn cameras, each arrest potentially generated multiple videos that needed to be transferred onto DVDs, a process that could span hours. This became an unsustainable process, given the growing volume of video requests.”

Their agency also grappled with the challenge of video storage. Their local on-site server’s security was managed by a small IT department, which was not adequately prepared to counter potential cyber threats from state actors. The video distribution process was another issue, as it was conducted via mail or an antiquated system, without a reliable method of tracking the process.

Addressing Data Management Challenges

The third obstacle revolved around data retention. The varied retention periods for disparate data types escalated the complexity of data management and organization. Absence of a central digital evidence management system complicated the assurance of data retention for the right duration and its accessibility when required.

A predominant challenge agencies encounter is the massive amount of digital evidence requiring storage and management. This evidence ranges from digital photos and videos to case files and incident reports. 

The conventional practice of storing such data on physical servers is not only expensive and labor-intensive but also fraught with substantial security risks. Physical servers are susceptible to both physical harm and cyber-attacks. Additionally, the task of updating and maintaining these servers demands significant resources.

Data retention and disposal present another challenge. Law enforcement agencies are legally obligated to retain specific data types for certain periods. Managing this process can be incredibly intricate and time-consuming. 

In the absence of an efficient system, agencies may retain data longer than necessary, consuming valuable storage space and heightening the risk of data breaches. On the other hand, insufficient data retention could lead to legal complications and loss of vital evidence.

The advent of body-worn cameras has added another dimension to the data management process. These devices produce enormous volumes of video data that must be securely stored, managed, and eventually discarded. 

Many agencies, unfortunately, lack the necessary systems and processes to effectively manage this data influx. This could lead to loss or deletion of important evidence, potentially jeopardizing investigations and legal proceedings.

To overcome these challenges, law enforcement agencies must adopt a comprehensive digital evidence management system. Such a system can automate many labor-intensive data management processes, liberating resources and minimizing the risk of human error. 

A robust digital evidence management system also offers enhanced security features to guard against cyber-attacks and data breaches.

Efficient Digital Evidence Management with DEMS Integration

The integration of CentralSquare’s Digital Evidence Management System (DEMS) with Genetec and Public Safety Pro SuiteⓇ has refined New Brighton’s process of digital evidence tracking and addition. It enables interactive communication, helping sergeants swiftly verify the addition of officers’ videos. 

This aspect has played a crucial role in addressing deleted videos and ensuring that all required evidence is duly recorded. The system also supports multi-screen tracking and viewing, a feature that proves beneficial during use of force reviews by providing varied viewpoints and angles, thus improving the quality of evidence.

The system’s mobile application allows users to directly add photos, audio, or videos to the Genetec case. This feature is mostly used in vehicle accidents, enabling officers to capture scene images and upload them directly to the case. 

The system also offers built-in redaction capabilities and a camera registry, allowing individuals to register their cameras for automatic footage upload when necessary. This aspect has been especially helpful in obtaining footage from freeway and city cameras.

DEMS is engineered to integrate smoothly with other software products. While its primary integration is with iPro Americas camera systems, it can also support regular MP4 body camera footage downloads into cases as required. 

This adaptability fosters a more efficient and effective system utilization. Additionally, DEMS doesn’t necessitate the use of specific cameras, accepting footage from various sources, making it a versatile evidence collection and management tool.

A key feature of DEMS is the direct footage upload capability, eliminating the need for physical storage devices like USBs. This not only simplifies the process but also minimizes the risk of evidence loss or damage. 

Officers can easily send an email link or generate a QR code for direct system upload. This feature is especially beneficial for mobile devices and fixed video recording systems.

DEMS usage doesn’t require agencies to have additional storage. The system operates per device, allowing the addition of multiple terabytes without extra costs. This makes DEMS a cost-effective digital evidence management solution. 

The Future of Digital Data Management

The complexities involved in managing and storing digital evidence can’t be underestimated. From burning DVDs for disclosures to ensuring secure storage of videos and managing data retention, the challenges are numerous. 

However, in the advent of high-tech solutions, it’s vital to adopt systems that can effectively handle the increasing volume and intricacy of digital evidence.

Such systems not only ensure secure storage but also make the evidence accessible when needed, and properly retained. 

Watch the full webinar to learn more about how the New Brighton Public Safety Department utilized CentralSquare’s advanced system for digital evidence management.