Police departments are now handling more digital evidence than ever before. Body-worn camera footage, license plate reader data, drone video, and even clips submitted by the public pour into investigations daily. With courts, prosecutors, and communities expecting rapid, secure, and well-organized access to these files, agencies experience mounting pressure to modernize their systems and workflows.
Departments nationwide are turning to digital evidence management software (DEMS), also known as police evidence management software, to keep pace with rising demands. The shift transforms evidence collection, storage, and sharing, opening new avenues for improved efficiency and accuracy.
The Growing Demand for Digital Evidence Management
Police departments are experiencing a dramatic increase in the volume and variety of digital evidence they must handle. Body-worn cameras, automated license plate readers, drone footage, and cell phone extractions now play a role in most investigations.
National surveys reveal that digital evidence factors into nearly 90% of criminal cases, creating complex workflows that strain outdated systems. Public records laws also drive significant workloads as agencies manage requests for footage and documents, adding to the administrative burden.
The widespread adoption of body-worn cameras has amplified these challenges. Eight states mandate their use statewide, leading to exponential growth in data collection for agencies of all sizes.
At the same time, technology pipelines from government and private developers continue to add new sources of digital information. Automated sensors, high-resolution CCTV networks, and citizen submission portals are now routine.
As a result, traditional storage solutions and manual evidence handling processes no longer meet operational needs, prompting many agencies to evaluate advanced police evidence management software solutions.
Modern Expectations Driving Change
Courts, prosecutors, and the public expect faster access to authenticated evidence, creating an environment where accuracy and timeliness are no longer optional. Digital exhibits must be collected, stored, and shared in ways that maintain admissibility.
Public records laws have heightened the workload. Body-worn camera footage is commonly treated as a public record, which means large volumes must be reviewed and redacted before release.
In some jurisdictions, agencies are prohibited from passing redaction costs to requesters, as demonstrated by the California Supreme Court’s landmark 2020 ruling. Without automation, the demand for access and transparency consumes staff time that departments often lack.
Security expectations are also advancing. The FBI’s CJIS Security Policy, in conjunction with NIST standards, establishes stringent requirements for systems that process or store criminal justice information.
Agencies remain accountable for compliance even when working with third-party vendors, adding pressure to adopt solutions with proven security controls and complete audit trails.
How Police Evidence Management Software Addresses Operational Strain
Digital evidence management software centralizes evidence storage and streamlines the entire workflow. Instead of juggling separate systems for video, images, and documents, agencies gain a single point of access for every file.
Evidence from body cameras, in-car systems, CCTV footage, mobile device extractions, and citizen submissions can be ingested into a single platform, eliminating confusion about which version is the most current. Immediate, organized access reduces the delays common with ad hoc transfers for investigators and prosecutors.
Automated policy workflows are another advantage, as agencies can align evidence retention with state and local regulations, apply legal holds when cases remain active, and automatically dispose of files once retention periods expire. Discovery requests and public records production have become faster and less labor-intensive, particularly valuable for departments with limited staff.
Security and authenticity remain top priorities, which is why modern platforms incorporate advanced authentication, access controls, encryption, and immutable audit logs to maintain security and compliance.
When evidence reaches court, hash-verified copies and detailed metadata allow for certification under Federal Rules of Evidence 901 and 902, reducing the need for extensive live testimony.
Interagency sharing is also more efficient. Instead of exchanging thumb drives or dealing with incompatible formats, agencies can provide secure, standardized access to prosecutors, defense attorneys, and the courts.
Benefits Agencies Report After Implementation
Departments that have adopted police evidence management software report measurable improvements in speed and accuracy.
Today, investigators and prosecutors can prepare cases faster, cutting time to charging decisions and reducing backlogs. Guidance from organizations such as the Bureau of Justice Assistance highlights the time savings when evidence workflows are standardized through centralized platforms.
Risk reduction is another commonly cited benefit. Immutable audit logs, cryptographic hashing, and permission-based access help protect evidence integrity while meeting compliance requirements. Agencies that once relied on fragmented systems have found that consolidating evidence under a single platform reduces errors and strengthens confidence in courtroom proceedings.
Automation also helps manage rising data volumes. Agencies overwhelmed by the growth of body-worn camera programs and automated sensors report that centralized systems with deduplication and advanced search capabilities significantly reduce manual workloads.
Moving Forward With Smarter Evidence Management
Departments that adopt modern police evidence management software are finding faster workflows, greater accuracy, and stronger security. As evidence sources continue to grow, the ability to manage, share, and protect digital files efficiently is becoming a standard for agencies committed to effective policing and community trust.
At CPI OpenFox, we understand the distinct challenges that law enforcement professionals often encounter. Our decades of experience, focused exclusively on this industry, allow us to deliver powerful, intuitive, and built-to-suit solutions to the demands of today’s digital environment. If your department is ready to modernize its evidence workflows, we can help you get started.
You can schedule a consultation through our website, call us directly at 1-(630)-547-3679, or email sales@openfox.com. You can also use our online contact form to discuss how our solutions can meet your agency’s needs.
