Law enforcement leaders, can you answer these three simple questions…
- Do you know the name of an evidence tech in your agency?
- Where is the entrance to your evidence facility?
- Have you ever been in your agency’s evidence facility?
We recently spoke with a former Police Chief who had served in various law enforcement roles for over 35 years. In all those years, he never entered the evidence room of either station he’d served.
Unfortunately, that’s not uncommon. In fact, most law enforcement leaders haven’t been in their agency’s evidence facilities. How do we know?
At FileOnQ, our team members have over 185 years of combined law enforcement experience. Several staff members have been evidence techs, who know firsthand that none of the rotating cast of leaders had ever been in the evidence vault. We also have former CSIs, police officers, and detectives.
The only team members who had ever been in their evidence facilities… the ones who had been evidence techs.
The Overlooked Cornerstone of Justice
Law enforcement leaders wear a lot of hats. They manage crises, oversee operations, and make budgetary decisions, but how often do they look beneath the surface—into their evidence departments? These unseen, often neglected spaces are the backbone of the criminal justice system. Yet, when left unchecked, they can devolve into ticking timebombs, loaded with liabilities and inefficiencies that ripple through the entire agency.
Without proper oversight, evidence departments face critical risks: lost or contaminated evidence, failure to comply with legal standards, and even physical hazards like mold, rodent infestations, or inadequate climate control. These issues aren’t just operational headaches—they’re legal and reputational minefields. Consider the case of a gun linked to a violent crime going missing due to improper storage or a backlog of unprocessed evidence that hinders justice. Each of these scenarios underscores why evidence departments deserve more attention from leadership.
RELATED: Why EVERY LE Leader Should Spend a Week in the Evidence Department
When Leadership Stays Away, Liabilities Mount
Why do so many leaders avoid their evidence rooms? The reasons range from time constraints to a simple lack of understanding about what happens there. Unfortunately, this hands-off approach can lead to costly mistakes.
For instance, inadequate funding for secure storage or proper environmental controls can result in damaged evidence that’s inadmissible in court. In other cases, the lack of automated systems means evidence disposition—a process that frees up space and reduces liability—is delayed indefinitely, resulting in a need for additional space. When drugs, firearms, or money sit unaccounted for, agencies not only waste resources but also risk theft or legal consequences.
Real-world examples abound. The news is loaded with stories about how agencies have faced lawsuits due to misplaced evidence, while some have had to halt investigations because evidence rooms were bursting at the seams. The message is clear: without active involvement from leadership, these problems fester.
Why Leaders Can’t Afford to Be Passive
If you’re a law enforcement leader, your involvement—or lack thereof—sends a powerful message. Visiting the evidence facility, learning the processes, and understanding the challenges evidence techs face are steps that show your commitment to operational excellence. More importantly, they help you identify gaps in resources or policies before they become catastrophic.
One common blind spot is technology. Many leaders don’t realize that outdated systems like pen-and-paper logs or basic RMS tools are insufficient for today’s complex evidence management needs. Evidence management software, on the other hand, automates processes like tracking chain of custody, generating audit trails, and even flagging overdue dispositions. These tools aren’t just conveniences; they’re necessities for maintaining justice and accountability.
The Essential Tools for Modern Evidence Management
An effective evidence department is more than a secure room—it’s a well-oiled machine supported by advanced tools and infrastructure. Leaders must understand the value of these elements, not just as operational necessities but as safeguards for justice and the agency’s reputation.
Evidence Management Software
This is the cornerstone of modern evidence control. Traditional pen-and-paper logs or outdated RMS systems are prone to errors, omissions, and delays, which can compromise investigations. Evidence management software eliminates these issues by automating critical processes, such as chain-of-custody tracking, audits, and inventories. It can also flag evidence overdue for disposition, saving storage space and reducing liabilities. Advanced systems like FileOnQ allow for real-time updates accessible to authorized personnel, ensuring transparency and accountability. These tools can also integrate with other law enforcement databases, streamlining information sharing and decision-making.
Secure Facilities
The physical security of evidence facilities is non-negotiable. High-value evidence—like drugs, firearms, and currency—requires storage in vaults with controlled access systems, such as biometrics or keycards. These measures prevent unauthorized entry and ensure an unbroken chain of custody. Additionally, high-resolution surveillance cameras should monitor all activity, providing a record of who enters and exits the facility. Secure shelving, smart lockers, and tamper-resistant evidence containers add layers of protection. Facilities must also have robust structural integrity, including reinforced doors, impenetrable windows, and functional locks, to safeguard against theft or natural disasters.
Environmental Controls
Temperature and humidity are silent destroyers of evidence when not properly managed. Biological samples like blood or DNA require refrigeration to prevent degradation, while sensitive materials like paper documents need stable, dry conditions to avoid mold or decay. Even digital evidence, such as hard drives or thumb drives, must be stored in temperature-controlled environments to preserve their integrity. Installing climate control systems with backup generators ensures that environmental conditions remain consistent, even during power outages. Regular inspections of these systems are essential to prevent malfunctions that could jeopardize the integrity of stored evidence.
Specialized Packaging
Proper packaging is critical to maintaining the integrity of evidence from the moment it’s collected. Biological evidence should be stored in special containers to prevent contamination, while digital evidence requires anti-static, tamper-proof storage to protect against damage and alteration. High-value evidence like drugs, cash, and firearms should be securely sealed with barcoded, tamper-evident packaging for easy tracking and verification. Investing in specialized equipment ensures that packaging is durable and compliant with industry standards.
RELATED: Total Evidence Management Control Over Drugs, Currency, and Firearms
Adequate Lighting and Layout
The design of an evidence facility directly impacts its functionality. Poor lighting can lead to mishandling or misplacing items, while cluttered layouts make it difficult to locate or organize evidence. A well-lit, thoughtfully designed facility enhances efficiency and minimizes errors. Shelves should be labeled clearly, and evidence should be categorized systematically to streamline access. Rolling shelving systems can maximize space, while designated areas for intake, storage, and disposition prevent cross-contamination or confusion. These upgrades not only improve daily operations but also demonstrate professionalism and attention to detail in audits, inventories, and dispositions.
Building a Culture of Collaboration
Another critical factor is fostering collaboration between evidence techs and leadership. Leaders must understand that techs don’t just “stick evidence on a shelf”—they’re specialists managing a crucial aspect of law enforcement. Regular communication, cross-training, and mutual respect go a long way in building a cohesive team.
RELATED: The Journey of Evidence Beyond the Storage Facility
Additionally, involving techs in decision-making about upgrades or policies ensures that changes align with their day-to-day realities. For instance, techs can highlight inefficiencies that might not be visible to leadership, such as redundant paperwork or outdated packaging protocols.
Collaboration also builds trust, which is essential for creating a workplace where techs feel empowered to raise concerns and suggest improvements. Evidence techs are often the first to notice systemic issues, like recurring discrepancies in chain-of-custody records or recurring delays in disposition processing. By opening a consistent dialogue between techs and leaders, these problems can be addressed proactively rather than reactively, saving both time and resources while preventing potential liabilities.
Moreover, cross-training between leadership and evidence techs offers invaluable insights. When leaders take the time to understand the day-to-day challenges of evidence handling, they are better equipped to advocate for the tools and resources techs need.
Finally, collaboration can also extend beyond internal teams to include external stakeholders, such as detectives, forensic labs, and even prosecutors. Evidence techs often interact with multiple departments, and a culture of collaboration ensures smoother transitions and fewer misunderstandings. Regular interdepartmental meetings or workshops focused on evidence handling and transfer protocols can create a unified approach, reinforcing the integrity of the entire process from intake to court presentation.
The ROI of Evidence Management Software
Investing in evidence management software might seem like a high upfront cost, but the return on investment is undeniable. Automated systems drastically reduce manual labor, freeing techs to focus on high-priority tasks. Increased dispositions free up storage space, saving agencies the cost of building or renting additional facilities. And most importantly, these systems minimize the risk of lawsuits stemming from mishandled evidence.
The financial savings alone can be transformative. By automating time-intensive processes like evidence intake, auditing, and inventory management, agencies can reallocate valuable labor hours to other critical tasks. For instance, instead of spending hours manually cataloging evidence, techs can focus on quality control, facility improvements, or training. Over time, these efficiency gains can offset the initial investment in software, resulting in measurable cost savings.
RELATED: Why Failing to Use Technology in Evidence Management is a Liability
Evidence management software also prevents costly errors that can arise from outdated systems. Misfiled or lost evidence can lead to significant legal liabilities, such as dismissed cases, retrials, or lawsuits. These scenarios are not only expensive but can also tarnish the agency’s reputation and erode public trust. By providing precise tracking and secure documentation of every item, software solutions mitigate these risks, protecting both the agency and the justice system it supports.
Additionally, software solutions streamline the chain of custody, a critical element in court proceedings. With real-time updates and digital records, evidence custodians can provide airtight documentation that withstands legal scrutiny. This ensures that every piece of evidence presented in court is admissible, preventing delays or mistrials caused by procedural gaps. Agencies that adopt advanced systems often see a reduction in court challenges related to evidence handling, further emphasizing the ROI.
Another overlooked benefit is the ability to manage increasing volumes of evidence, especially as digital evidence grows. From body camera footage to smartphone data, the sheer volume of evidence in modern investigations can overwhelm manual systems. Evidence management software scales with these demands, ensuring that no piece of evidence—whether physical or digital—is left untracked or unsecured. This adaptability ensures long-term value as law enforcement agencies face evolving challenges.
Lastly, generating robust, real-time reports is a game-changer for leaders. Evidence management software allows agencies to quickly assess key metrics, such as the volume of pending dispositions or the average processing time for evidence intake. These insights enable informed decision-making, helping leaders allocate resources more effectively and demonstrate accountability to stakeholders, such as local governments or oversight boards.
In short, evidence management software is not just an expense—it’s an investment in efficiency, accuracy, and the overall integrity of law enforcement operations. The ROI is measured not only in dollars but also in the trust, efficiency, and justice it enables.
The Final Word: A Call to Action
Law enforcement leaders, the time to act is now. The integrity of your evidence department isn’t just a procedural concern—it’s a reflection of your agency’s commitment to justice and accountability. Don’t let your evidence facility become the weak link in your operations. Step inside, ask questions, and take the necessary steps to transform it from a potential liability into a pillar of strength.
FileOnQ is here to help. With decades of experience and cutting-edge solutions, we can guide your agency toward a future where every piece of evidence is secure, accessible, and court-ready. After all, justice depends on it.
To learn more about FileOnQ’s software solutions for Physical, Digital & Forensic Evidence or our Property and Asset Management platforms, click the links you’re most interested in. To Book a Demo, Visit this page.