Case Studies

The Challenge

• CIABOC required a reliable and secure mechanism to manage large volumes of archived records and active evidentiary materials linked to investigative and prosecutorial workflows. Existing processes needed stronger controls for item identification, storage visibility, retrieval tracking, and movement accountability.
• Physical case files, electronic records, and evidentiary items needed to be managed through a unified and traceable system.
• Manual tracking increased the risk of misplaced files, delayed retrievals, incomplete movement history, and unauthorized access.
• Record room and production room inventories required structured workflows for intake, classification, storage, retrieval, and disposal.
• CIABOC needed to maintain clear chain-of-custody controls across case-related records and evidence.
• The platform had to integrate with the Case Tracking and Workflow Management System while avoiding duplication of case data.

Key Features

• Hybrid Records and Evidence Management

The system manages physical documents, electronic files, archived case records, and evidentiary materials associated with completed and ongoing cases through a centralized digital platform.

• Structured Intake and Classification Workflows

Records and evidence items are captured, categorized, tagged, and assigned to defined storage locations, ensuring consistent handling from initial intake through long-term retention or disposal.

• Barcode and QR-Code Tracking

Barcode and QR-code mechanisms support unique item identification, check-in/check-out processes, movement tracking, retrieval history, and chain-of-custody control.

• Record Room and Production Room Inventory Management

Dedicated workflows support the management of record room archives and production room inventories, helping staff monitor item location, status, storage utilization, and operational activity.

• Role-Based Access Control

A secure RBAC framework governs access for operational staff, supervisors, and administrators, enforcing segregation of duties and limiting sensitive records visibility to authorized users.

• Audit Trails and Movement Logs

Every access, movement, retrieval, status update, and disposal action is recorded through detailed audit logs, supporting accountability, institutional oversight, and compliance requirements.

• Integration with Case Workflow Systems

The platform integrates with CIABOC’s Case Tracking and Workflow Management System, enabling records and evidence to be linked with relevant case workflows while maintaining data consistency.

• Immutable Digital Storage Support

WORM-based storage mechanisms support the preservation of immutable digital productions, helping protect sensitive evidentiary materials from unauthorized alteration.

• Reporting and Operational Oversight

Built-in reports provide visibility into storage usage, retrieval activity, aging records, item movement, inventory status, and operational performance.

• Security, Training, and Sustainability

Developed using open-source technologies, the system includes encrypted data handling, secure session management, audit logging, security certification readiness, user training, QA support, UAT facilitation, and post-deployment maintenance to ensure long-term reliability and institutional sustainability.