eDiscovery Software: How Prosecutors Can Mitigate Digital Evidence Overload

Prosecutors across the United States are collectively working to manage growing bodies of digital evidence. From smartphones, social media, and beyond, the presence of digital evidence is ever-expanding. 

This is all on top of other challenges prosecutors are already working to mitigate, like staffing shortages and low retention rates. 

Considering these challenges, prosecutors need tools to enable their work in organizing and processing digital evidence more efficiently. In this blog, we’ll explore how eDiscovery software can help prosecutors improve how they manage digital evidence. Specifically, we’ll dig into some of the specific digital evidence challenges prosecutors are dealing with, while also considering the potential solutions eDiscovery software can offer. 

Exploring the Challenges 

Volume of Data 

Perhaps the most pressing digital evidence challenge that prosecutors are facing is the volume of digital evidence. Today’s digital age means that a single device can yield hundreds of thousands of pieces of evidence. This staggering volume not only makes it difficult to process and organize the evidence but also complicates its presentation in court. 

Storage and Sharing Complexities 

In addition to the volume of digital evidence, some prosecutors still don’t have a streamlined process for storing, exhibiting, and releasing digital evidence. Many prosecution offices, for example, still rely on a varied process of using physical means (e.g., thumb drives and CDs) and limited digital tools (e.g., legacy software) for their digital evidence. This makes it cumbersome and convoluted when sharing digital evidence, as some of these physical materials require physical transportation and other digital evidence is stored on multiple, varied digital platforms. All in all, this makes digital evidence difficult to access for prosecutors and third parties alike. 

eDiscovery Documentation 

Considering third parties, existing processes and platforms for sharing digital evidence are often insufficient in tracking and documenting which parties have accessed digital evidence. Particularly, when dealing with thousands of digital files, prosecutors need tools to show when, where, and how defense attorneys have viewed discoverable materials. Without eDiscovery software, it’s challenging at best for prosecuting attorneys to reliably prove that all digital evidence materials were properly made discoverable. This can lead to serious repercussions, including discovery sanctions or case dismissals. 

How eDiscovery Software Enhances Prosecutorial Work 

Considering these challenges, let’s explore how eDiscovery software can support prosecuting attorneys in managing the extensive digital evidence that their offices process. 

Centralized Storage 

Instead of relying on varied disparate systems for managing digital evidence, prosecutors can securely store all digital evidence materials in a centralized location. This can allow offices to avoid the shuffle of combined physical and digital means of storage (i.e., flash drives and online platforms) and reliably manage digital evidence in a singular location. Other features (like bulk uploading) can preserve file structure, drastically improving the organized access of materials. These features save prosecutors valuable time and also pave the way for other benefits (described below), like file searchability, auditing, and exhibition in the courtroom. 

Enhanced Organization and Searchability 

eDiscovery software platforms can also allow for the sophisticated categorization, tagging, and indexing of evidence, which makes digital evidence quickly searchable. This improves how prosecutors can instantly locate necessary information, but also supports other important tasks, such as exhibiting materials in the courtroom, since prosecutors can locate individual digital evidence files when, and where, they need them, via cloud-based system architecture. 

Audited eDiscovery 

With stringent security measures in place, eDiscovery software can track every interaction with digital evidence materials. Features like audit logs and robust encryption methods can safeguard the integrity of digital evidence, while permission-based access controls streamline which parties can access each piece of digital evidence. 

In particular, audit logs can capture when prosecution teams received digital evidence from law enforcement, when it was released to defense attorneys, and when, where, and how defense attorneys then interacted with these files. All through a few clicks, prosecutors can manage who they share digital evidence with, and in which file formats. This is all dutifully recorded in audit logs, which are invaluable reference points in the courtroom. In this way, these features can document the transparency of prosecutors’ eDiscovery processes. 

Takeaways

eDiscovery Software for Improved Efficiency

Managing digital evidence can be an overwhelming challenge, but eDiscovery software can support prosecutors in their processes and approach. By leveraging a centralized, cloud-based platform, prosecutors can equip their offices with the tools to better tackle digital evidence volume, improve eDiscovery processes, and centralize digital evidence management. 

Want to see how eDiscovery software like CivicDocs can help your prosecution team spend less time organizing digital evidence and more time closing cases? Click below to learn more. 

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