• By Hasan Rabbi
  • Last updated: December 9, 2023
  • 4 minute read

Growing Need for Cost-Efficient Digital Evidence Management Systems

Unlock the significance of cost-efficient digital evidence management systems. Optimize processes with streamlined solutions for effective data security

Every law enforcement agency struggles with evidence handling and control. Hence, they turn to technological solutions such as Digital Evidence Management Systems (DEMS) for efficient and effective results.

In a world that's all about digital transformation, sorting through massive volumes of digital proof can be complex, especially with clunky old systems eating up time and money.

This is why we will explore how choosing cost-friendly solutions and focusing on the bang for your buck can do you justice.

Remember, costs aren't just limited to acquiring the software; other factors are involved, like support services, integration, customization, number of users, storage needs, and so on.

In this blog, we'll discuss why systems built on the physical transferring of digital evidence are failing and how digitizing them can lower costs.

However, if you want to simply check out a credible DEMS, opt for our 7-day free trial (no credit card required).

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Why is Cost-Efficiency Important in Digital Evidence Management Systems?

Beyond the buzz of tech capabilities, a crucial financial side can make or break the game.

  • Traditional Evidence Management Systems can be a financial burden as they gobble up resources during maintenance and upgrades. Cost-efficient Digital Evidence Management Systems flip the script by streamlining operations and cutting unnecessary expenses.
  • Cost-efficient DEMS aren't just about cutting corners; they're strategic investments. They pave the way for smarter spending, allowing resources to flow into areas that drive growth rather than being tied up in inefficient processes.
  • Digital evidence management systems aren't just for now; they're built to last. They're flexible and scalable, ensuring your investment stands strong as your needs evolve.

What Elements Drive Cost-Efficiency in Digital Evidence Management Systems?

Traditionally, the standard process has been to transfer digital evidence physically.

Think of the logistical maze: PDFs, audio, and videos transferred on thumb drives and other storage means. It's a process that consumes time and incurs significant costs.

That said, let's look at how a Digital Evidence Management System can address this and other issues, ultimately driving down costs:

1. Time is Money: Physical evidence transfer involves logistics, scheduling, and transit time, causing delays in crucial investigations or legal proceedings. Digital Evidence Management Systems cut through this red tape, allowing instantaneous digital transfer regardless of geographical barriers.

2. Cost of Logistics: Physical transfer isn't just about moving evidence; it's about the logistics involved — shipping fees, courier services, and sometimes even travel expenses. Digital Evidence Management Systems sidesteps these costs entirely, enabling instantaneous transfer without needing physical transportation, thereby slashing associated expenses.

3. Risk Mitigation: The risk of loss, damage, or tampering during physical transfer is ever-present. Digital Evidence Management Systems tackles this head-on by ensuring the integrity and security of evidence through encrypted, digitally stored data. This eliminates the risks associated with physical handling, reducing potential costs from mishandling or loss.

4. Operational Efficiency: Consider the human resources required for physical evidence transfer — from administrative personnel arranging shipments to security measures to safeguard the transportation process. DEMS streamlines operations, reducing the need for such resources and allowing personnel to focus on more critical tasks.

5. Eco-Friendly Approach: Beyond financial savings, going digital with evidence management contributes to sustainability efforts. By reducing reliance on physical transportation, DEMS promotes an eco-friendly approach, aligning with corporate social responsibility goals and saving on carbon footprints and associated environmental costs.

Why are Digital Evidence Management Systems more cost-effective than Traditional Models?

Here is a hypothetical scenario—A California-based police department receives an average of 300 cases per month, which means heaps of digital evidence is received physically.

Now, the said Police Department needs to send digital evidence to a Connecticut-based Police Department.

This would take around a week and 50$ to do (for each shipment). Imagine how difficult it is to collaborate with other law enforcement agencies and legal entities.

As discussed above, the costs associated with physical transfers are very high. They include not just the logistical and handling charges but also the number of manhours wasted that could be used productively elsewhere.

So, with a Digital Evidence Management System, all the above-mentioned costs are taken care of, resulting in promising returns on your investment.

Moreover, since they are scalable solutions, more money can be put in when the need arises.

Turn to VIDIZMO Digital Evidence Management System — a feature-rich, cost-efficient digital evidence-handling solution!

A Digital Evidence Management System (DEMS) is software, typically available in different deployment options (SaaS, cloud, on-premises, and Hybrid), that has the power to ingest, search, store, analyze, and share different digital evidence formats within a centralized platform.

There is a plethora of reasons why the VIDIZMO Digital Evidence Management System (DEMS) reigns supreme over traditional ways to transfer digital evidence.

We've discussed a few major ones below:

Chain of Custody

Chain of custody reports are necessary during court proceedings to authenticate the evidence in question.

With DVDs, USBs, and other physical storage options, you don't have any concrete proof that the evidence has not been manhandled or fallen into the wrong hands.

VIDIZMO Digital Evidence Management System (DEMS) provides detailed chain of custody reports on each piece of digital evidence so that evidence is not just admissible in court; you know for a fact that it has not been mishandled.

Evidence Security

You don't know if the DVD/USB received has been tampered with and whether it's in the original format. Plus, you don't know if the evidence you share forward remains untampered.

VIDIZMO Digital Evidence Management System (DEMS) features tamper detection to ensure evidence has not been altered. This technology gives DEMS the upper hand over the physical transfer of digital evidence.

Evidence Management

Storing, sorting, and circulating digital evidence gets difficult on physical discs, thumb drives, and other storage solutions, especially when there's a big case. A considerable amount of labeling, searching, and sharing is involved, which can be overwhelming.

VIDIZMO Digital Evidence Management System (DEMS) makes managing digital evidence straightforward since everything is in a central repository, and you can quickly find what you seek. Moreover, to save time and effort, you also have the option to search within content.


Most high-quality USBs will last somewhere around ten years. So, digital evidence stored on them gets wiped out.

This is concerning as several cases last for decades, and investigators often reopen cold cases when they come across new information.

Besides that, pen drives and other external storage devices can get lost or tampered with.

However, evidence stored on VIDIZMO Digital Evidence Management System (DEMS) is kept safe and away from prying eyes for years to follow.

Also, specific files can be retrieved in seconds, and if they have been modified, the system gives details on when and by whom.

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Frequently Asked Questions (FAQs)

What is digital evidence management?

Digital evidence management involves organizing, storing, and analyzing digital evidence like audio, videos, images, and documents. It utilizes specialized systems or software to manage and access evidence for investigations or legal purposes securely.

What is the evidence management process?

The evidence management process encompasses collecting, documenting, storing, analyzing, and managing evidence from collection to disposition. It involves securing evidence, maintaining detailed records, and ensuring integrity throughout the handling process.

What is an evidence management system?

An evidence management system is software designed to effectively store, retrieve, and manage evidence, be it physical or digital. It offers functionalities like secure storage, chain of custody tracking, and streamlined workflows for handling evidence.

Posted by Hasan Rabbi

Hasan is an Associate Product Marketing Analyst at VIDIZMO. He is actively engaged in research pertaining to the digital evidence management challenges faced in the law enforcement and legal landscape. In case of any queries, feel free to reach out at websales@vidizmo.com.

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