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What is case management software?

Using a streamlined solution for casework keeps law enforcement and legal offices on track

In nearly all facets of the law enforcement process, well-defined organizational workflows are key to closing cases and increasing productivity. While that sort of organization once meant stacks and stacks of paperwork, many police departments, agencies, and law firms now use digital tools like cloud-based software to streamline their processes. One such tool is case management software, which helps professionals organize all of the information related to a particular case in one centralized location.

Like any other software solution, finding the best case management software for your particular needs requires a thorough understanding of the software itself and the current market. To make an informed choice, you’ll want to consider the key features and benefits of every digital case management system you evaluate. But first: What is case management software and why is it particularly important for law enforcement and legal teams?

What is case management software?

Generally speaking, case management software allows businesses and law enforcement to store all of the information regarding a particular case or client in one centralized location, either on a local network or in the cloud. Cloud-based case management software is particularly helpful in an increasingly online world, as its files can be accessed by anyone, anywhere, at any time – provided they have the required credentials and permissions.

While case management software is widely used by police departments and agencies throughout the world, it also serves a vital purpose in law firms. Sometimes referred to as practice management software or a digital case management system, case management software helps legal professionals on both sides of the courtroom manage the discovery process in addition to providing a secure repository for digital evidence. Case management software for law firms can also keep track of court-specific information like docket numbers, making it easier for legal teams to prepare for the courtroom process.

Benefits of case management software

If you’re wondering “But what is practice management software?” or “What is a case management system?” the short answer is “A digital solution designed to reduce friction and frustration for agencies and practices that create high volumes of detail-heavy paperwork or documentation.” The longer answer is that digital case management systems are sophisticated software platforms that allow teams to focus on what really matters, eliminating hours of administrative work like organizing files and creating workflows. A recent Axon Justice Premier case studycreated in partnership with Colorado 21st Judicial District highlights this efficiency; in one case, 12 hours of parallel footage was collapsed into a single hour of evidence, making the review process significantly faster.

Convenience and speed aren’t the only benefits of case management software, however. Security is another; because case management software is often designed with law enforcement and legal services in mind, it typically has built-in security measures that specifically address the ways professionals handle evidence and client information. For example, Axon Justice Premier automatically redacts sensitive identifying information, whether that means blurring faces in a crowd or license plate numbers. Meanwhile, audit trails keep the chain of custody intact, a feature that’s not always available in more general solutions for file management.

Data privacy is a growing concern for consumers, so your clients may want reassurance that you have systems in place to protect theirs. Case management software with dedicated data security can help ease those concerns.

Key features of case management software

Once you understand the role case management software plays in legal proceedings, you’re ready to evaluate potential solutions. Keep these key features in mind throughout your search:

  • Accessibility: Anyone with the proper credentials should be able to access files from anywhere – the office, at home, via mobile app, even in the courtroom. Everything you need for a case, whether it’s digital evidence, contracts or other client files, should be accessible from one centralized location.

  • Extensive file support: Digital evidence comes in numerous forms, so be sure any software you use also has support for those files. At the very least, your case management software should allow you to upload the most common types of video, audio, photo and document files.

  • Scalability: You don’t want to find a new solution every time your law firm expands or a particularly challenging case lands on your desk, so finding software that adapts and grows with you is a must.

  • Automated workflows: Necessary as it may be, tedious administrative work often takes legal professionals away from more important duties. The rise of AI means that many software solutions incorporate automated processes like the transcription of interviews to save time and increase efficiency. 

  • Seamless collaboration: From document sharing to email integration, case management software should support your whole team and make it easier to work together, even when you’re not physically in the same space.

Axon helps you manage your caseload

When it comes to software solutions for law enforcement and legal professionals, Axon’s expertise is second to none. Axon Justice Premier offers comprehensive case management solutions for law firms, empowering legal teams to focus on their cases, not paperwork. Case management is just one facet of Axon’s comprehensive DEMS, allowing users to quickly review evidence while controlling access and sharing workflows with collaborators. To learn more about how Axon can help, get in touch.