Cloud Based Evidence Software: The Complete Guide for Law Enforcement Agencies

Every shift generates hours of body-worn camera footage. Every investigation pulls surveillance video, interview recordings, mobile device extractions, and digital documents. Every case depends on evidence that must remain secure, accessible, and court-admissible for years.

Yet most agencies still struggle with overloaded servers, manual file transfers, and storage systems that were never designed for this volume.

Cloud based evidence software solves these problems. It eliminates hardware limitations, automates chain of custody, enables secure sharing with prosecutors and partner agencies, and scales instantly as evidence volumes grow.

This guide covers everything law enforcement leaders need to know: how cloud based evidence software works, what features separate effective platforms from inadequate ones, how leading solutions compare, and what implementation requires. Whether you are evaluating your first DEMS or replacing an outdated system, this resource will help you make the right decision for your agency.

What Is Cloud Based Evidence Software?

Cloud based evidence software is a digital evidence management system (DEMS) that stores, organizes, and secures evidence files on remote servers accessible via the internet. Unlike on-premises solutions that require agencies to maintain their own server infrastructure, cloud platforms handle storage, security, and system updates through a service provider.

The core functions of cloud based evidence software include:

• Centralized storage for video, audio, images, and documents
• Automated chain of custody logging with tamper-evident audit trails
• Role-based access controls limiting who can view or modify evidence
• Secure sharing capabilities for prosecutors, defense attorneys, and partner agencies
• Retention policy automation aligned with state and federal requirements
• Search and retrieval tools for locating specific evidence across large repositories

Why Law Enforcement Agencies Are Moving to Cloud Based Evidence Software

The digital evidence management market is expanding rapidly, with cloud deployment holding over 57% market share. More than 70% of large police departments in the United States now use body-worn cameras, creating urgent demand for scalable evidence storage that traditional infrastructure cannot provide.

The Storage Capacity Problem

A single body-worn camera shift can generate 4-8 hours of high-definition video footage. Multiply this across an entire department, add dash cam recordings, interview room video, and surveillance footage, and storage requirements grow exponentially. Physical servers require constant upgrades, dedicated IT staff, and significant capital expenditure. Cloud platforms scale automatically based on actual usage.

The Cost Efficiency Factor

Maintaining on-premises evidence storage involves hardware purchases, facility costs, security systems, backup infrastructure, and personnel. Cloud based evidence software shifts these expenses to operational costs that scale with agency needs. Agencies pay for storage they actually use rather than provisioning for peak capacity that sits idle most of the time.

The Accessibility Requirement

Investigations require evidence access from multiple locations. Detectives in the field, prosecutors preparing cases, and partner agencies working joint operations all need secure access to the same materials. Cloud platforms enable authorized personnel to retrieve evidence from any location with internet connectivity, eliminating the delays of physical media transfer.

The Compliance Mandate

Criminal Justice Information Services (CJIS) Security Policy version 6.0 establishes minimum requirements for protecting criminal justice information in cloud environments. Compliant cloud based evidence software must provide:

• FIPS 140-3 validated encryption for data in transit and at rest
• Multi-factor authentication for system access
• Customer-managed encryption keys
• U.S.-based data centers for agencies handling CJIS data
• Background checks for cloud provider personnel with access to unencrypted data
• Detailed audit logging of all system activity

Agencies that fail to meet these standards risk losing access to federal criminal justice databases and face potential legal challenges to evidence admissibility.

Read: The Top CJIS Compliant Cloud Storage Evidence Software For Your Agency

Essential Features of Cloud Based Evidence Software

Not all cloud platforms deliver equivalent capabilities. Effective solutions share specific characteristics that distinguish them from basic file storage systems.

Automated Chain of Custody

Every action taken on evidence files must be logged automatically. This includes uploads, views, downloads, edits, shares, and deletions. The system should capture timestamps, user identities, IP addresses, and specific actions performed. Courts require this documentation to establish evidence integrity and admissibility.

Granular Access Controls

Different personnel require different levels of access. A patrol officer uploading body camera footage needs different permissions than a detective reviewing case evidence or an administrator managing retention policies. Effective platforms support role-based access that restricts users to only the functions their responsibilities require.

Secure External Sharing

Prosecutors, defense attorneys, and oversight bodies need access to evidence without receiving copies they cannot control. Look for platforms that offer time-limited sharing links with view-only restrictions, download controls, and watermarking capabilities. Shared access should terminate automatically when cases close or time limits expire.

AI-Powered Search and Analysis

Large evidence repositories become unmanageable without intelligent search capabilities. Advanced platforms offer:

• Speech-to-text transcription for searching audio and video content
• Facial detection for locating specific individuals across footage
• Object recognition for identifying vehicles, weapons, or other items
• Metadata extraction for filtering by date, location, device, or officer

Automated Redaction

Public records requests and discovery obligations require redacting faces, license plates, and sensitive information from video footage. Manual frame-by-frame redaction consumes enormous staff time. AI-assisted redaction tools can identify and track objects across video, reducing hours of work to minutes.

Integration Capabilities

Evidence management does not exist in isolation. Effective platforms integrate with:

• Records management systems (RMS)
• Computer-aided dispatch (CAD) systems
• Body-worn camera docking stations
• Interview room recording systems
• Court case management platforms
• Public records request portals

Security and Compliance Requirements

Agencies evaluating cloud based evidence software must verify specific security capabilities.

Encryption Standards

CJIS requires FIPS 140-3 validated encryption. This applies to data in transit (moving between systems) and data at rest (stored on servers). Verify that the vendor uses validated encryption modules and can provide documentation of compliance.

Data Residency

Some agencies have requirements restricting where data can be physically stored. Major cloud providers operate data centers in multiple regions. Confirm that the vendor can guarantee data storage within required geographic boundaries, typically U.S.-based data centers for American law enforcement.

Incident Response

Cloud providers must notify agencies of security incidents affecting their data. Service level agreements should specify notification timelines, incident investigation procedures, and remediation responsibilities. The CJIS Security Policy requires reporting unauthorized access to the FBI CJIS Division.

Audit Capabilities

Regular security assessments verify that controls function as designed. Request evidence of third-party audits such as SOC 2 Type II reports. Some agencies conduct their own audits or require vendors to participate in state CJIS audits.

Key Takeaways

• Cloud based evidence software eliminates server limitations, automates chain of custody, and scales with your agency's needs
• CJIS v6.0 compliance demands FIPS 140-3 encryption, multi-factor authentication, customer-managed keys, and U.S.-based data centers
• Top platforms offer AI-powered transcription, automated redaction, and intelligent search to cut hours of manual work
• Hybrid deployment lets agencies keep sensitive evidence on-premises while using cloud for routine storage
• Evaluate solutions on deployment flexibility, integration with existing RMS/CAD systems, and total cost of ownership

Choosing the Right Cloud Based Evidence Software for Your Agency

Cloud based evidence software has become essential infrastructure for law enforcement agencies managing growing volumes of digital evidence. The combination of scalable storage, automated compliance features, and collaborative access capabilities addresses challenges that traditional systems cannot solve.

Effective evaluation requires examining deployment flexibility, security certifications, integration capabilities, and total cost of ownership. Agencies should prioritize platforms that support their specific evidence types, comply with applicable regulations, and provide the analytical tools investigators need.

The right cloud based evidence software reduces administrative burden, accelerates case processing, and ensures evidence integrity from collection through court presentation.

Ready to evaluate cloud based evidence software for your agency? Request a demo of VIDIZMO Digital Evidence Management System to see how our platform addresses your specific requirements.

People Also Ask

What is cloud based evidence software?

Cloud based evidence software is a digital evidence management system that stores law enforcement evidence on secure remote servers rather than local agency infrastructure. These platforms provide chain of custody tracking, access controls, and sharing capabilities for video, audio, images, and documents.

Is cloud storage secure enough for criminal evidence?

Yes. CJIS-compliant cloud platforms use FIPS 140-3 validated encryption, multi-factor authentication, and strict access controls. Major providers like Microsoft Azure Government maintain certifications exceeding most agency-owned data centers.

Can we use both cloud and on-premises storage?

Yes. Hybrid deployment models allow agencies to keep sensitive evidence on local servers while using cloud storage for routine materials, with unified management across both environments.

Can cloud systems handle growing volumes of evidence?

Yes, cloud-based solutions are inherently scalable and can easily handle growing volumes of digital evidence without the need for costly physical upgrades.

How do cloud-based systems improve evidence retrieval times?

Cloud-based systems are designed to be highly searchable, enabling evidence to be retrieved in seconds rather than hours, increasing efficiency and speeding up investigations.