Many small or even mid-sized law enforcement agencies think that a paper evidence management system is sufficient for their department’s needs. However, these paper-based systems force officers, evidence custodians, and even administrative assistants to sift through mountains of poorly-filed documents. Between bagging the evidence, tagging it, assigning a case number, incident date, and other relevant information, manual processes can take hours at a time. With an evidence tracking system, agencies can reduce data entry errors and identify sources promptly.
The Downfall of Paper Evidence Management Systems
When it comes to hand-writing reports, the likelihood of human error, duplication, illegible handwriting, and general sloppiness increases. With digitized evidence tracking solutions, every step of the process is automated. Here’s how it can integrate within your system:
When an evidence custodian receives an item, they must determine whether it requires lab work or notifications and then store it accordingly. Typically, a custodian will note items in a master logbook and jot additional information in a records management system.
This initial procedure is hardly the end of the evidence cycle. Over time, custodians have to update logbooks and make additional data entries on the RMS according to any status or location changes. As such, maintaining a defensible chain of custody is a challenge, if not impossible.
Yes, an old paper-based system still technically works, but the methods involved are labor-intensive and not without flaws. The paper-based systems’ greatest downfall is how much time it takes away from roving patrols and other meaningful tasks.
Evidence Tracking Technology Can Eliminate Human Error
Without collaboration between custodians, officers, investigators, and prosecutors, paper-based evidence ultimately taints the chain of custody—it’s just a matter of time. With a digital tracking system, individuals can communicate instantly and remotely. Users can share information via controlled access or email.
Thanks to barcode scanning, custodians can immediately locate missing or misplaced items. Evidence processed through electronic management systems is more difficult to challenge in court.
Even more importantly, digital systems will automatically backup items, case files, and information, which can save you from costly repairs and damage to existing cases.
A digital evidence tracking system provides you the benefit of time. When inputting multiple evidence pieces, your software can auto-fill specific fields and collate attachments such as images, receipts, and videos. Whenever necessary, you can copy and paste data into third-party programs such as Word or Excel and import the corresponding files.
Start Digitally Tracking Your Evidence
If your evidence room is brimming with haphazardly-labeled items and documents, it can be virtually impossible to distinguish between meaningful and useless evidence. Without digital solutions, the liabilities involved when mishandling evidence can leave a stain on your agency for years to come.
Evidence tracking isn’t just about keeping a meticulous record of items that make their way into court. How thoroughly you account for these items can influence a particular case’s outcome and potentially increase the risk of wrongful sentencing.
With PMI Evidence Tracker™, you’ll never have to lose track of your chain of custody log. Our inventory services will help ensure that you handle evidence promptly and responsibly—regardless of agency size. Contact us today.
