Managing evidence in courts is a complex, high-stakes responsibility. From exhibit intake to courtroom presentation to final disposition, each exhibit must be tracked with precision, stored securely, and disposed of in accordance with legal guidelines. For courts still relying on manual processes, this often leads to misplaced exhibits, broken chains of custody, and backlogs in evidence disposal. Fortunately, digital evidence management systems are transforming the way courts handle physical and digital exhibits—bringing simplicity, efficiency, and accountability to the entire process.
INTAKE: CAPTURING THE RIGHT DATA FROM THE START
The exhibit lifecycle begins with intake, and a digital system ensures accuracy from the moment an item enters the court’s custody. Instead of handwritten logs or disconnected spreadsheets, evidence custodians can barcode each item and log its details into a centralized, secure system. Required fields and automated data validation reduce human error and ensure every exhibit is properly documented.
ORGANIZATION AND STORAGE: KNOW WHAT YOU HAVE - AND WHERE IT IS
One of the most immediate benefits of a digital system is the ability to maintain a clear, real-time view of all exhibits. With every item tagged and tracked in the system, court personnel can easily see what’s in storage, what’s checked out for trial, and what’s pending return or destruction. Digital location tracking eliminates the frustration of searching through bins or relying on memory, reducing time spent managing exhibits and improving staff efficiency.
COURTROOM PRESENTATION: STREAMLINING ACCESS AND DOCUMENTATION
Whether exhibits are digital files or physical objects, courts need to be able to present them quickly and reliably. A digital system makes it simple to share digital evidence with judges, opposing counsel, jury members, and authorized court personnel, track chain of custody, and ensure that everything needed for a hearing is available and accounted for. For physical exhibits, digital systems log every transfer, ensuring full visibility of where each item is—and where it’s going next.
RETENTION AND DISPOSAL: TAKE CONTROL OF THE BACKLOG
Perhaps the most overlooked part of the exhibit lifecycle is what happens after the case is closed. Without a system in place, evidence can sit on shelves for years beyond retention requirements, taking up space and creating liability. A digital evidence management system allows courts to assign retention schedules, flag items for review, and automate reminders for destruction or return. When it's time to dispose of an exhibit, courts can document the full audit trail—ensuring compliance with court rules and giving judges, attorneys, and administrators confidence that evidence is handled properly.
SECURITY: PROTECTION FROM EXTERNAL THREATS
Courts face increasing risks tied to evidence submitted on unsecured media like CDs, DVDs, and USB drives which can introduce malware or viruses into court networks—creating a serious security vulnerability. Digital evidence management systems help mitigate this risk by providing secure portals for evidence submission. Instead of relying on physical media, courts can accept files through encrypted, access-controlled platforms that scan for viruses and log every submission—protecting court systems from harmful intrusions.
THE RESULT: A MORE EFFICIENT, TRANSPARENT, AND SECURE COURT
By simplifying and standardizing the exhibit management process, digital evidence systems reduce the administrative burden on court staff, improve case processing times, and reduce the risk of error and security threats. The result is a court system that operates with greater transparency, accountability, and public trust.