Case share overview

Axon Justice allows prosecutors and other authorized users to share cases and evidence with partner organizations securely and efficiently. The platform offers multiple sharing methods to meet diverse collaboration needs. This article provides and overview of sharing and resharing cases in Axon Justice. For step-by-step instructions on how to share a case in Justice, refer to Justice Sharing Cases.

Note

Only users with appropriate permissions can share cases. Required permissions for both evidence and cases include: share, share externally to authenticated users, and share external download links.

Prerequisites

To use the sharing and resharing features, ensure your organization and the partner organization have the necessary permission enabled. Contact your Axon representative to enable the following features:

Evidence Management:

  • Share
  • Share Externally to Authenticated Users
  • Share External Download Links

Cases:

  • Share
  • Share by Copy with Partner Agencies
  • Share External Download Links

Sharing methods

There are two methods for sharing cases in Justice, each designed to meet different collaboration requirements while ensuring secure and efficient sharing throughout the process. Both of these methods are outlined below.

Partner share

When sharing partner access, a duplicate of the entire case or selected evidence within the case is created in the partner organization's instance of Axon Justice. This method allows you to update the copy whenever new evidence is added or at a later time. It is ideal for ongoing collaboration, as the partner organization owns a unique copy of the case which they can modify in their own system. If you have a disclosure portal set up, you can use this method to share to those users.

Important details about sharing partner access

How it works: The original case remains in your organization's system, while a separate copy is created in the partner's Axon Justice account. You can choose to share the entire case or only specific evidence.

Access: Once shared, the partner organization owns and controls its copy. They can view, manage, and update their copy of the case as needed.

Case updates: You can update the shared copy with new evidence at the time of sharing or later from the case details page. Recipients of shared cases will not receive updates from previous shares, but they will have access to all future updates you include.

Ownership: Once a copy of a case is shared, the partner organization owns their copy. You cannot unshare or modify their copy.

Resharing: If additional recipients need access to the case after it has been shared, you can reshare the case with new recipients or add recipients to the existing share. Resharing ensures all parties have access to the same case, without creating multiple copies of the evidence.

When you share a case using a download link, a link is created that allows recipients to download the case. The case is packaged into files, which recipients can download using the link. The download link can be used by anyone who receives it; it is not limited to users within a partner organization. This method is ideal for one-time sharing or when the recipient does not need continuous updates.

Important details about sending a download link

How it works: A download link is generated that packages case files into a ZIP or ISO.

Access: Recipients can download the case files directly using the link. Access to the link can be revoked at any time.

Duration: The number of days the link will be available is specified during the initial sharing process.

Shared case retention information

When evidence is shared to your organization as part of a partner case share, the following retention rules apply:

  • Categories are set to None (uncategorized) for all evidence shared by a partner to your organization.
  • The shared case is created using your organization's default retention policy. If your organization does not have a default policy set, the shared case is created using the default policy "Until Manually Deleted". Users with Edit Case Retention permission can change the case retention.
  • If your organization does not have Configurable Case Retention Policies enabled, then all evidence in a case is kept until manually deleted.