Case Management Software

The Vendor is required to provide a secure, cloud-based, integrated asset forfeiture case management system.
- This system must support both criminal and civil forfeiture case tracking, management, and compliance with legal obligations.
- The goal is to enhance operational efficiency, legal compliance and transparency while supporting law enforcement in efforts in securing the forfeiture of illegally obtained funds.
- Case & Data Management:
•    Global and filtered search (by client name, case number, keywords, etc.)
•    Custom categories, metadata and folder templates per case type.
•    Support for import/export (CSV. XML, APIs) and migration of existing case data.
- Document Management & Automation
•    Document Generation & Templates:
o    Create Word / PDF / Excel templates.
o    Auto-fill templates using case data.
o    Support for placeholders (client name, case number, dates)
o    Support for currency-to-text conversion.
o    Version control, document recovery and history tracking.
•    Document Repository:
o    Centralized document storage in SharePoint (case files, exhibits, court docs).
o    Document check-in/check-out and integration with desktop editing.
o    Hierarchical folder structure tied to cases.
•    E-Signatures / Digital Signatures:
o    Integration with DocuSign, Adobe Sign, or any equivalent electronic signature standard: PKI, X.509 digital certificates, ISO/IEC 27001, SOC 2, PDF Advanced Electronic Signatures, XML Advanced Electronic Signatures, CMS Advanced Electronic Signatures
o    Full signature audit trail (signer, time, IP, certificate).
- Task & Calendar Integration:
•    Calendar for court and due dates, ticklers and alerts/reminders.
•    Link tasks/events to cases and workflows.
•    Support custom date rules (user-defined) and accommodation of local rules of court. The Local Court Rules of Superior Court county (deadlines, calendars, rules), when applicable.
•    User dashboards for task tracking, overdue alerts and escalation.
- Communications:
•    Must capture and Associate emails and SMS messages if used, with cases.
•    Send and receive email from within the system (or via integration).
•    Log all communications under each relevant case.
•    Notifications (email / in-portal) for new tasks, messages, deadlines.
•    Secure portal for document access, messaging, and event updates.
- Analytics & Reporting:
•    Predefined and customizable reports (caseload, task completion, deadlines, etc.).
•    Case analytics by status, attorney or workflow stage (e.g. number of open cases, per attorney, status breakdown).
•    Financial and fund allocation reporting.
•    Workflow analytics (workflow tasks accomplished, money seized, funds breakout)
•    Key performance indicator dashboards
•    Export options (Excel, PDF).