Evidence Management Solution

City seeks information on a comprehensive, standalone Evidence Management System that securely manages physical evidence from intake through final disposition. The solution should support operational efficiency, statutory compliance, modern integration approaches, scalable cloud architecture, mobile functionality, audit integrity, and user‑friendly workflows for officers, detectives, Crime Scene personnel, and the Evidence Unit.
- Vendors should provide high‑level descriptions of their solution’s capabilities in the following areas.
• Cloud‑based SaaS architecture, including hosting model, security controls, reliability, and scalability
• Support Secure Application access with Windows Authentication
• Integration capabilities with Versaterm’s Athena
• Integration capabilities with other Records Management Systems using open APIs
• Support for barcode workflows, mobile scanning, and compatibility with existing hardware: Zebra ZD421 printers and Zebra DS457 scanners
• Evidence intake workflows that streamline item creation, categorization, and labeling
• Tools that support Evidence Unit review, quality control, and audit‑friendly data correction
• Processing or laboratory request workflows, including communication, tracking, and SLA monitoring
• Evidence storage and location management using barcode‑driven movements and multi‑vault organization
• Full chain‑of‑custody tracking with signatures, timestamps, and immutable audit logging
• Configurable evidence retention and disposition workflows aligned with statutory requirements
• Notification and approval workflows for officers, detectives, and supervisors
• Support for destruction processes, including documentation, certification, and optional media attachment
• Owner release workflows with identity verification, signatures, and receipt generation
• Communication tools that allow messaging between officers and Evidence Unit staff
• Role‑based access controls appropriate for law enforcement environments
• Reporting and analytics capabilities, including standard operational reports, custom report creation, and data export
• Support for specialized evidence categories such as firearms, drugs, currency, long‑term retention cases, and hazardous materials
• Mobile capabilities for scanning, signatures, documentation uploads, and field‑based workflows
• Digital document management for court orders, lab reports, photos, and generated letters
• User‑friendly interface designed for both Evidence staff and officers with minimal training needs
• Scalability to support current evidence volume and anticipated long‑term growth
• Workspace organization features that support efficient management of limited storage environments.