Evidence Management System

The Vendor is required to provide for evidence management system for the office.
- Provide to be a dynamic leader in responsible state, national, and global regulation; consumer protection; and market viability.
- Provide an Evidence Management system to manage both physical and digital evidence in a centralized, secure, and searchable system. 
- The system must allow tracking of physical evidence from collection at the scene until it is no longer in the care, custody, and control of the agency as well as uploading and managing all digital evidence. 
- The system must allow configurable workflows for evidence intake, transfer, retention, and disposition. 
- Agency also requires implementation service of the proposed Evidence Management system.
- Provide Software That Meets The Following General Requirements:
•    Tracks both physical and digital evidence in a centralized, searchable system
•    Supports barcode, Radio Frequency Identification (RFID), or other unique number tagging for physical evidence
•    Allows secure uploading, tagging, and digital media
•    Provides full chain of custody logging with timestamps and user activity
•    Retains all digital evidence metadata, such as recording device number, time and date stamp, location information, and GPS coordinates
•    Allow configurable workflows to support agency-specific evidence management processes
•    Automated notifications for pending audits or evidence disposition
•    Ensure system accessibility via mobile and tablet device with full functionality
•    Provide role-based user access and administrative controls in accordance with Association standards
- Digital Evidence Management
•    Uploading, tagging, storing, managing, and viewing of digital evidence, including but not limited to surveillance footage, forensic images, audio recordings, and other digital media 
•    Retain all required metadata, including recording device number, date and time of creation of evidence record, location information, and GPS coordinates, if available 
•    Ability to catalog and manage large volumes of digital media
•    Allow multiple media types (including digital photographs, videos, and audio files and electronic documents) in various file formats (including but not limited to .jpeg, .jpg, .png, .gif, .tiff, .avi, .mp4, .mov, .avi, .wmv, .mpeg, .mpg, .pdf, .docx, .xlsx) for digital evidence
•    Audit trails by user, case number, and evidence location for adding and removing evidence records, and changes to information about digital evidence in the record.
- Chain of Custody Records
•    Handling activities
•    Receipt, transfer, access, storage, and disposition of evidence
•    Generation of time-stamped audit logs identifying users, case numbers, and evidence locations
- Records Retention and Disposition Management
•    Allow staff to set retention schedules
•    Automated purging and archiving of records
•    Automated evidence disposition scheduling with alerts.