In the digital age, evidence management control has become a critical aspect for organizations handling sensitive and confidential information, in law enforcement. With the increasing demand for efficiency and security, the debate between on-premises (on-prem) and cloud-based Software as a Service (SaaS) solutions has intensified.
At FileOnQ, we understand the unique demands of evidence management and offer both on-prem and cloud solutions tailored to meet your specific needs.
So what do we have to say? Each approach offers distinct advantages and challenges, and the right choice often depends on an organization’s specific needs and priorities. This article explores the key features of both on-premises and cloud-based SaaS solutions, focusing on control as a central theme, and aims to provide neutral advice to help you make an informed decision.
A Definition – Internet vs. Intranet: The main difference between the intranet and the Internet comes down to access. The Internet is a global collection of computer networks. It’s an open network, accessible to anyone with a device and an internet connection. In contrast, the intranet (on-prem) is a closed network, only accessible to approved users with login credentials that are physically on-premises or connecting through a secure virtual private network (VPN).
On-Premises Evidence Management: The Classic Approach
On-premises solutions have long been the standard in evidence management, offering a level of control and customization that is hard to match. With on-prem, organizations can tailor the software environment to meet specific needs, ensuring a perfect fit for their unique workflows.
Control
This control extends to data security as well, with all sensitive information remaining within the organization’s physical boundaries. This is a significant advantage for sectors dealing with confidential, sensitive evidence, such as law enforcement agencies, legal firms, and specialized labs, where data breaches can have dire consequences. The agency will also have an internal record of any incident and know first-hand the history of what happened.
Important Consideration: The data agencies enter into FOQ’s on-prem evidence management software can NOT be seen by FOQ or anyone else outside of the agency’s approved user list – customized for each case.
Performance is another key strength of on-prem solutions. With local servers and dedicated resources, users often experience MUCH faster access to evidence files, minimizing latency and ensuring that the system can handle high loads efficiently. This is especially important when uploading digital evidence, which can take a tremendous amount of time with cloud solutions, depending on the internet connection.
Compliance
Compliance with regulatory requirements is also more straightforward, as organizations can implement specific measures to meet local and industry-specific standards without relying on third-party assurances.
Cost
Interestingly, for many law enforcement entities, the costs associated with on-prem solutions may not be as prohibitive as they seem. These organizations may already have existing on-prem servers and dedicated IT personnel, especially in agencies with more than 15 officers. In such cases, there are no additional costs for setting up new hardware infrastructure.
Disclaimer: It is the responsibility of the agencies themselves to regularly back up their data and have redundant copies saved on-prem and in other locations such as additional secure physical locations or in the cloud. It is also the responsibility of the agencies themselves to update the software as soon as patches and new features become available. Having complete control of agency data comes with its fair share of proactive responsibility.
Who Resists On-Prem the Most within Law Enforcement Agencies?
Law Enforcement’s In-house IT Departments
Surprisingly, the pushback for on-prem solutions often comes from within the organization’s own IT department. The burden of maintaining cybersecurity, ensuring system reliability, and managing the hardware and software infrastructure falls squarely on their shoulders. In an era where cyber threats are constantly evolving, this responsibility can be daunting. Many IT professionals advocate for cloud solutions to alleviate these pressures and reduce their liability for potential cyber-attacks.
It’s important to note that the preference for cloud solutions isn’t limited to evidence management software, they would prefer that EVERY software platform their agency uses be cloud-based.
Think about the impracticality of that, even Office 365 – one of the most used cloud-based platforms today, still needs components installed on client PCs for full functionality. And if updates and patches aren’t automated by every person in the system, that’s a cyber liability.
Typical IT departments in the law enforcement world spend the majority of their time on tasks such as break-and-fix hardware issues, setting up new hardware systems, managing network outages, and dealing with client support calls.
This means that IT professionals within law enforcement agencies function like Managed Service providers (MSPs), not Managed Security Service Providers (MSSPs).
The Difference Between MSPs and MSSPs
***MSP Services (Center) all other Services are MSSP
It is crucial for law enforcement agency leaders to understand the distinction between MSPs and MSSPs in order to gain insight into why their IT departments resist on-prem solutions. IT MSPs focus on the general management of IT systems, providing routine maintenance and support. Their services typically include managing hardware malfunctions and upgrades, software glitches, system performance, and operational continuity. MSPs handle everyday IT tasks, ensuring that systems run smoothly and efficiently.
MSSP Responsibilities
MSSPs, on the other hand, specialize in cybersecurity – in addition to basic MSP responsibilities. They provide advanced security services such as threat detection and response, vulnerability management, and continuous security monitoring.
Cyber security experts are proactive in their approach, aiming to prevent cyber incidents before they occur. This involves deploying sophisticated security technologies, conducting regular security assessments, and maintaining up-to-date threat intelligence. But, most law enforcement agencies don’t employ cybersecurity providers, they use software solutions instead to manage threats.
Therefore IT professionals may not feel qualified to handle the extensive cybersecurity duties. They either require substantial additional training, several additional types of cyber security software, or need to hire an independent cybersecurity firm to take on these responsibilities.
In short, a traditionally trained IT Professional may not feel qualified to expand their duties into the world of cyber security; hence the reason for pushback from the IT department. And that’s okay. That’s why the majority of agencies who chose an on-prem solution have an in-house IT department and software solutions to monitor and protect sensitive/critical data.
Cloud-Based SaaS: The “Modern” Alternative
Cloud-based SaaS solutions represent a modern alternative, offering a different set of advantages. One of the most significant benefits is accessibility. Cloud solutions allow users, including police officers, detectives, and legal professionals, to access the system from anywhere, at any time, fostering greater collaboration among team members, especially in remote or distributed work environments.
On-prem solutions can also be accessible from anywhere, provided users have VPN software and remote login privileges. This allows personnel in the field to enter or access critical evidence when needed.
Cost-Savings
Another advantage may be cost-effectiveness. With a subscription-based model, a cloud SaaS solution reduces the need for hefty initial investments – if the department doesn’t already have an established on-prem solution and dedicated in-house IT staff.
Instead, operational costs are spread out over time and are typically lower than maintaining an on-prem infrastructure. This model also provides predictability in budgeting, a crucial factor for many organizations.
Automated Updates and Maintenence
The service provider handles automatic updates and maintenance, ensuring that the software is always up-to-date with the latest features and security patches. This relieves the organization’s IT department of a significant burden, allowing them to focus on other critical tasks. Scalability is seamless with cloud solutions; organizations can easily adjust their usage according to current needs without the need for additional hardware or significant downtime.
Potential Cloud Drawbacks
Lack of Control
Despite these benefits, cloud-based solutions are not without their drawbacks. One of the primary concerns is control. Organizations may have less oversight over the software environment and data handling practices, which can be a concern for those with stringent security requirements.
Fallible Internet Connections
Dependence on a stable internet connection is another challenge. Any disruption in connectivity can hinder access to crucial evidence files, posing a risk to operations. For example, trying to upload a 1-hour digital video when there’s a bad connection would take forever. Imagine if there is a deluge of digital involved in several cases at a time, relying on a stable internet connection – where all information needs to travel round trip to and from the cloud – would be incredibly time-consuming.
Privacy Concerns
Privacy remains a contentious issue. Despite robust security measures implemented by cloud providers, some organizations may still perceive a higher risk in entrusting sensitive data to third parties. Ensuring that the cloud provider adheres to the necessary security protocols and regulatory requirements is crucial, but it adds a layer of complexity to the decision-making process.
It’s important to understand: ALL hosted software providers have some level of access to their customers’ data. The access is usually controlled through policy on the solution provider side, but if the confidentiality of data is not respected, you have yourself a breach.
If you truly want an impenetrable evidence management control center, the truth is you can’t achieve it with a cloud solution.
Finding the Balance: On-Prem or Cloud?
For organizations heavily focused on control, customization, and data security, on-prem solutions remain a robust choice. The ability to tailor the system to specific department needs and maintain direct oversight of sensitive data is invaluable. However, this option may come at the cost of higher initial investment if the infrastructure is not already in place.
On the other hand, cloud-based SaaS solutions shine in their cost-effectiveness and ease of maintenance. They cater to modern work environments that demand accessibility and collaboration. Yet, they may not fully satisfy the needs of those requiring granular control over their software environment and data security.
Conclusion: Making the Right Choice for Your Organization
Ultimately, the choice between on-prem and cloud-based evidence management solutions hinges on your organization’s priorities. If control, performance, and compliance are paramount, an on-prem solution might be the better fit. However, if cost-efficiency, scalability, and ease of access are your top concerns, a cloud-based SaaS solution could be the way to go.
At FileOnQ, we understand the unique demands of evidence management and offer both on-prem and cloud solutions tailored to meet your specific needs. Whether you prioritize control or flexibility, we’re here to support you with the right tools to manage your evidence efficiently and securely. With FileOnQ’s new subscription plan pricing, we make it affordable no matter which solution your department chooses.
If you would like to learn more about how FileOnQ can help you manage everything from your Enterprise Platform to a Data Backup and Recovery Solution and Evidence Management Software Solutions, visit FileOnQ here.