Digital Evidence Management System

The vendor required to provide digital evidence management system of digital evidence files, including but not limited to body-worn camera footage, dashcam recordings, forensic lab results, surveillance video, private resident video, commercial establishment video, documents, medical records, banking records, case party statements, interview room video, transcriptions, translations, cell phone dumps, to name a few.
•    The ability to manage the flow of requesting, receiving, and monitoring digital evidence from law enforcement and any parties to a case or investigation.
•    Provide open APIS, these APIS should provide programmatic access to a software application or web service, allowing developers to integrate and enhance their own applications with the functionalities provided by the applicant's open API bank. 
•    Ability to allow team managers to manage team members' cases regarding digital evidence flow 
•    Unlimited secured storage of digital evidence. 
•    Any limitations regarding file size, types of files, etc., including cost per tb end user retention period capabilities. 
•    User-level security-based retention policy editing. 
•    Unlimited automatic transcription of multiple languages 
•    Translation of multiple languages, must currently transcribe and translate Spanish 
•    Ability to automatically and selectively enhance digital evidence (e.g. audio transcription with editing ability, time stamping, clipping, notes and conversion to generic playable videos, etc.). 
•    Ability to search for and categorize different types of evidence. 
•    Ability to search for and categorize different types of cases. 
•    Ability to restrict access to certain specialized type of cases (e.g. sexual assaults, internal investigations, etc.) 
•    Notification system to the end user of new evidence. 
•    Ability to securely share and disseminate digital evidence with outside parties, an outbound discovery portal is a must. 
•    This must be supported by references. 
•    Ability to provide a secure MFA disclosure portal for OPD with 180-day or greater access time periods 
•    Ability to automatically integrate with local law enforcement agencies to exchange and synchronize digital evidence. 
•    Including all BWC brands such as Motorola, Panasonic, axon, and others. 
•    Ability to automatically integrate with the MCPD's axon-evidence.com system to exchange and synchronize digital evidence with their rms system. 
•    Ability to provide an inbound exchange portal for outside partners and parties to exchange digital evidence with our office. 
•    Medical facilities and hospitals, and public requests for crime information. 
•    Ability to connect to and exchange data with the existing prosecutorial case management system and any future case management system. 
•    Robust user and access control management system. 
•    System auditing function for all transactions on the system. 
•    Ability to provide a test and development environment for training and testing. 
•    Ability to provide an executive-level dashboard for analysis and statistics. 
•    Vendor-led training tailored for prosecutors, investigators, and administrative staff. 
•    24/7 technical support and incident response. 
•    Regular platform updates and feature enhancements. 
•    Role-based access for prosecutors, investigators, paralegals, and administrators. 
•    Search, filter, and bulk evidence management tools. 
•    Mobile and web-based access for authorized staff 
•    Core system requirements
o    Cloud-based platform, compliant with CJIS, NIST, HIPAA, and applicable state and federal security standards. 
o    Secure evidence ingestion from law enforcement agencies. 
o    Chain-of-custody tracking, including user access logs. 
o    Advanced evidence reviews tools (tagging, annotations, transcription, translation redaction). 
o    Secure MFA discovery portal, with audit logs for sharing and accessing discovery with defense counsel.
o    The system must generate folder and sub-folder level content lists and indexes of files within each folder and sub-folder that can be shared in discovery 
o    Multi-factor authentication (MFA)for all users 
o    Digital evidence upload capability for large files 1tb 
o    Custom alerts and notifications 
o    Secure self-service authenticated portal 
o    Open APIs
o    Identifier: each piece of evidence should have a unique identifier 
o    Automated self-service: onboarding and offboarding process for new users, transfers, and updates. 
o    The system must generate comprehensive audit logs that capture all user actions— including creation, modification, and deletion of data—along with the associated user id, timestamp, and originating device IP address. 
o    Support for full system backups and a reliable, tested restore process must be included. 
o    Defense attorneys must have the ability to authorize assistants to access and manage specific cases on their behalf by creating dedicated “assistant” accounts with controlled, case-specific permissions 
o    Provide future system enhancements 
o    Ability to auto share and update current cases from external sources 
o    Unlimited storage 
o    Unlimited transcription.

- Contract Period/Term: 3 years
- Virtual Optional Pre-Submission Conference Date: December 5, 2025