Storing digital evidence properly is critical for law enforcement agencies. Discover the difference between cloud vs. physical evidence storage for digital evidence.
Digital evidence is quickly becoming ubiquitous in investigations. A survey of 50 prosecutors and investigators found that digital evidence occurred anywhere from 60% to 100% of the time in court cases.
With so much digital evidence becoming a key consideration in modern law enforcement and criminal justice, there's a real need to keep it secure, accessible, and traceable for its admissibility in court. And that's where many law enforcement agencies have to consider using cloud vs. physical evidence storage for their digital evidence.
In the past, physical storage methods like hard drives and DVDs were the primary options for storing digital evidence. However, with recent advancements in technology, such as cloud computing, new methods of evidence management are becoming increasingly popular.
Cloud evidence management offers law enforcement agencies new possibilities for managing and accessing digital data for investigations. This approach can provide benefits such as increased accessibility, scalability, and potential cost-efficiencies.
With these considerations in mind, it's right to wonder, "Which method is best for managing digital evidence?" Different agencies have unique requirements, resources, and risk tolerances. Therefore, the optimal solution will vary depending on specific circumstances.
In this blog, we'll explore the differences between cloud and physical evidence storage and evaluate their advantages and drawbacks. But first, let's take a quick overview of the two evidence management solutions.
As digital evidence plays a bigger role in law enforcement investigations, police departments and other organizations face an important decision: should they store their evidence on the cloud or rely on physical storage?
Both options come with their own set of benefits and challenges, and the right choice largely depends on the unique needs of each agency or organization.
Cloud-based evidence storage offers several key advantages that are hard to ignore. For starters, it's highly scalable, meaning as the amount of digital data grows—whether it’s body-worn camera footage, surveillance videos, or other forms of digital evidence—cloud storage can expand seamlessly to accommodate that increase.
This flexibility helps law enforcement agencies avoid the limitations of physical storage, which requires additional hardware upgrades and space to handle more data.
However, some agencies may prefer physical evidence storage, as it gives them full control over their data. For certain law enforcement agencies, keeping tangible copies of evidence on physical storage devices, such as hard drives or DVDs, provides a level of security and privacy that can be harder to replicate in a cloud environment.
But, it’s important to remember that physical storage methods come with challenges like limited storage capacity, the risk of physical damage, and the potential for evidence to be lost or tampered with over time.
Choosing between cloud vs. physical evidence storage depends on balancing security, capacity, and ease of access to ensure that sensitive evidence is preserved and available when needed most.
The shift to digital evidence storage became evident with the rise of personal computing in the 1980s. In 1984, the FBI created the Computer Analysis and Response Team (CART) to assist law enforcement agencies in handling digital evidence and computer forensics.
As digital evidence grew in volume and complexity, the need to store it securely also escalated. Initially, law enforcement agencies relied on physical storage mediums, such as floppy disks and hard drives, to preserve critical evidence.
However, with rapid advancements in technology, these physical mediums were gradually replaced by DVDs, BluRay disks, SSDs, and USB flash drives.
Despite these advancements, physical evidence storage still presents challenges, including:
As we transitioned into the digital age, the volume of digital evidence—ranging from images, surveillance footage, and body-worn camera (BWC) recordings to interrogation tapes and call recordings—grew exponentially.
Law enforcement agencies found it increasingly difficult to manage, store, and secure this ever-expanding pool of digital evidence using outdated physical methods.
Cloud-based evidence storage solutions have emerged as a viable alternative, offering the ability to scale storage capacity easily, consolidate dispersed evidence, and provide greater accessibility to authorized users.
Cloud storage for digital evidence offers significant advantages, particularly in addressing the challenges that physical storage cannot overcome. These benefits include:
Cloud evidence management refers to storing digital evidence in the cloud, where it can be securely managed, analyzed, and shared when necessary. However, simply uploading evidence to commercially available cloud platforms is not enough.
To ensure security, documentation, and compliance with regulations like the Federal Rules of Evidence, CJIS, CCPA, HIPAA, and others, specialized digital evidence management systems (DEMS) are required.
These systems are specifically designed to securely store digital evidence in the cloud while providing the necessary security measures, chain of custody tracking, and accessibility to meet strict legal and regulatory requirements.
Here are some of the advantages of using Cloud Evidence Management Solutions:
One of the key advantages of cloud vs. physical evidence storage is the ease of managing digital evidence in the cloud. Rather than needing to fetch and mount different storage devices, everything is stored in a centralized evidence library.
This means it can be easily organized, searched, and retrieved, reducing the time spent on casework and improving the efficiency of evidence analysis and case preparation.
Additionally, cloud evidence management solutions often include advanced search capabilities such as OCR-based search, automatic tagging, and transcript-based search. These features further streamline the evidence review process, making it faster and more accurate.
Cloud evidence management also enables easy sharing of digital evidence. With a centralized cloud platform, authorized personnel can securely access and share evidence with relevant parties like prosecutors, defense attorneys, or expert witnesses.
This eliminates the need for physical transfer of evidence, reducing the risk of loss or damage.
For example, instead of physically delivering evidence to the district attorney’s office, law enforcement personnel can now send a secure, time-bound link to the relevant parties. Additionally, the cloud solution helps track evidence-sharing activity, providing a clear audit trail for accountability.
Unlike physical storage, cloud evidence management solutions offer scalable storage. As the volume of digital evidence grows, the system can automatically expand to accommodate additional data. This flexibility eliminates the need for significant upfront investments in hardware or infrastructure, which is required with physical storage.
For example, with the growing volume of high-quality footage from body-worn cameras, surveillance systems, and other sources, cloud-based evidence management solutions can easily scale to meet the increasing demand for secure, accessible storage.
This scalability ensures that the platform can grow with your agency’s needs.
Cloud systems typically offer robust data redundancy to protect against data loss. Multiple copies of evidence are stored across various physical locations, minimizing the risk of data corruption or destruction due to hardware failures, natural disasters, or other unforeseen events.
This redundancy ensures that critical evidence is preserved over time.
Cloud storage is often a more cost-effective solution for storing digital evidence compared to traditional physical evidence storage.
Traditional storage requires upfront investment in hardware, maintenance, and physical space. In contrast, cloud storage uses a subscription-based or pay-as-you-go model, meaning you only pay for the storage you actually need at any given time.
Additionally, cloud providers typically manage the upkeep of their infrastructure, reducing the need for in-house IT resources. This is particularly beneficial for agencies or legal firms with limited IT budgets or expertise, resulting in significant cost savings.
Below are the disadvantages of using cloud evidence management
A major disadvantage of cloud evidence management is its reliance on a stable internet connection. Accessing and managing cloud-based evidence requires a reliable internet connection. Any disruptions or outages can hinder investigations and potentially compromise evidence integrity.
Additionally, areas with limited internet access may struggle to utilize cloud evidence management solutions fully.
Storing sensitive evidence in the cloud opens up the possibility of cyberattacks. Although cloud providers implement robust security features, including encryption and access control, the risk of unauthorized access or data loss can never be completely eliminated.
However, these risks can be significantly mitigated by choosing cloud providers with strong security certifications. Additionally, organizations can implement additional measures such as encryption, access controls, and regular security audits to further protect their evidence.
Cloud storage may raise concerns related to data privacy and jurisdiction. The data stored in the cloud may be subject to the laws of the country or region where the cloud provider operates. This can have implications for data access, disclosure, and protection.
To address these concerns, it is essential to choose a cloud provider that complies with regional data privacy laws and regulations. Ensuring that your provider adheres to compliance standards such as CJIS or GDPR is crucial to protect sensitive data and avoid legal complications.
By leveraging cloud-based solutions, law enforcement agencies can gain better control over the storage, management, and sharing of their digital evidence while ensuring compliance with key regulations. However, it is important to weigh the pros and cons of cloud vs. physical evidence storage before making a decision.
These are the drawbacks of using cloud vs. physical evidence storage:
The cloud solely operates on and relies on having a stable internet connection. This is crucial for accessing and managing cloud-based evidence. Any disruptions or outages can hinder investigations and potentially compromise the integrity of the evidence.
Additionally, areas with limited internet connectivity may face challenges in utilizing cloud-based solutions.
Storing sensitive evidence in the cloud means it is accessible to the outside world. This exposes it to potential cyberattacks. While cloud providers typically implement robust security measures, the risk of unauthorized access or data loss cannot be entirely eliminated.
Luckily, these risks can usually be mitigated by using cloud providers that have strong security features and certifications. Additionally, organizations can implement additional security measures, such as encryption, access controls, and regular security audits. This helps them further protect their sensitive evidence.
Cloud storage can raise concerns about data privacy and jurisdiction. The data stored in the cloud may be subject to the laws of the location of the cloud provider. This can have implications for data access, disclosure, and protection.
To mitigate this, it's important to consider the data privacy laws of the countries where your cloud providers operate and ensure they comply with regional regulations and compliances.
Physical evidence storage refers to the storage of digital evidence in physical media like DVDs, Blu-ray disks, hard drives, USB flash drives, etc. This traditional method has been a mainstay in digital forensics for many years.
Because of long-standing reliance on physical storage, some law enforcement agencies have yet to fully transition to cloud-based solutions and continue to use physical media.
However, with the potential for challenges related to scattered evidence and data silos, they must consider using cloud-based solutions vs. traditional storage for their evidence needs.
Here are some of the advantages of using physical evidence storage over storing it in digital evidence cloud solutions:
Physical evidence stored on local devices does not require an internet connection to access. This can be advantageous in situations where internet connectivity is unreliable or restricted, such as in remote locations or during emergencies.
Law enforcement agencies operating in areas with limited internet infrastructure can benefit from physical storage as a reliable and accessible solution.
Although a similar form of secure control can be achieved with cloud-based evidence solutions, some agencies may require a single, on-site master copy of evidence for legal or regulatory reasons.
This level of control can be particularly important for agencies dealing with highly sensitive or classified information. Of course, this comes at the cost of relying on the integrity of the physical medium on which the data is stored.
Another benefit of using physical evidence storage is that it can leverage existing hardware infrastructure, such as servers, storage arrays, and workstations. This can reduce the need for additional investments in new equipment, making it a more cost-effective option for some organizations.
For example, law enforcement agencies can often utilize existing IT infrastructure to store and manage digital evidence.
However, the potential drawback of this is that outdated hardware may no longer be suitable for the demands of modern digital evidence management. This is also where the potential pitfall of 'if it isn't broke, don't fix it' might creep in. Designated hardware may even continue to be used unnoticed without any significant upgrades over time.
Physical evidence stored on local devices does not require an internet connection to access. This can be advantageous in situations where internet connectivity is unreliable or restricted, such as in remote locations or during emergencies.
Law enforcement agencies operating in areas with limited internet infrastructure can benefit from physical storage as a reliable and accessible solution.
While physical evidence storage has been the traditional method for handling digital evidence, it comes with several significant challenges that may hinder its effectiveness and reliability. Below are some of the key disadvantages and challenges of physical evidence storage:
One of the most significant challenges of physical evidence storage is the vulnerability of physical media to data loss or theft. Digital evidence stored on hard drives, DVDs, or flash drives can be easily damaged, lost, or stolen, leading to the potential destruction or compromise of crucial evidence.
This was the case in a Dallas murder trial for Nina Marano. The case saw a significant delay after a detective failed to turn up over 300 pieces of digital evidence. Out of these, 18 pieces of digital evidence, including photos and videos, are believed to have been permanently deleted.
These mistakes can occur when evidence is improperly stored, leading to problems when it comes time to access, move, share, or purge it. On the other hand, physically stored evidence may also be more easily tampered or stolen.
Read more in our blog about how to securely share digital evidence with prosecutors and other agencies.
Although steps can be taken to mitigate these problems, there is always a risk of data loss or theft inherent in physical evidence storage.
This is a significant limitation of physical evidence storage compared to cloud-based solutions, which often have built-in redundancy and disaster recovery features.
Another critical challenge of physical evidence storage is that it often leads to data silos. When evidence is stored on multiple physical devices or in different locations, it can be difficult to access and manage. This can hinder investigations and collaboration among different teams or agencies.
Say you have multiple pieces of digital evidence across different but connected cases. Some evidence may be stored on DVDs, others on hard drives.
Different mediums containing this evidence will be located in different evidence rooms. It will become very time-consuming and inefficient when gathering all evidence for an investigation. This can delay the investigation process and potentially compromise the case.
And the worst part is, it happens more often than you think. Just last year, Dallas Police found that they may be violating evidence law after they failed to turn over an estimated 52,000 pieces of digital evidence.
This evidence, including body cameras, dashcam recordings, and interview footage, failed to reach prosecutors after it was discovered that they weren't tagged or categorized appropriately. Discrepancies like this were only discovered after an internal audit by the department.
A potential factor to consider in cloud vs. physical evidence storage is the initial installation and setup of the infrastructure. Unfortunately, this is one area where physical evidence storage may struggle.
Physical evidence storage requires the installation and setup of hardware and software. This process can be time-consuming and resource-intensive, particularly for law enforcement agencies or legal firms with limited IT expertise.
Besides, delays in budget approval, procurement, and shipping of hardware can further prolong the setup process. This can be a significant disadvantage compared to cloud storage, which can often be provisioned and accessed within a matter of hours or days.
Perhaps the biggest drawback in opting for physical storage in the choice between cloud vs. physical evidence storage is that it requires constant monitoring and upgradation. This is often needed to ensure optimal performance and security.
Hardware is prone to wear and tear—even the most long-lasting physical media like flash drives and SSDs may face degradation. Besides that, hardware may need to be updated regularly to address vulnerabilities, improve performance, and support new file formats.
If the equipment is outdated or not specifically designed for evidence storage, it may not provide the necessary security, performance, or reliability. Additionally, using existing hardware can increase the risk of data loss or corruption if proper maintenance and backups are not in place.
This ongoing maintenance can be time-consuming and resource-intensive. For small departments or firms that don't have the budget for dedicated IT staff or outsourcing to third-party providers, this can be a problem.
The challenges of physical evidence storage—including data loss, data silos, the need for installation and setup, and the ongoing demand for monitoring and upgrades—are becoming increasingly apparent.
These challenges make it difficult for law enforcement agencies to manage, store, and access digital evidence efficiently and securely.
The decision to choose between cloud-based storage and physical storage for digital evidence is critical for law enforcement agencies, legal firms, and other organizations handling sensitive data.
Both cloud and traditional storage solutions come with their own set of benefits and limitations. The right choice depends on specific needs and organizational circumstances.
Control Over Data: Traditional storage methods like hard drives or DVDs offer complete control over data and are not dependent on internet connectivity.
Limited Budget or Resources: For agencies with limited IT budgets or infrastructure, physical storage can be more cost-effective, especially if existing hardware is already in place.
Reliability in Remote Areas: In areas with limited internet access or connectivity issues, physical storage ensures reliable access to evidence without requiring a stable internet connection.
However, despite these advantages, traditional storage is becoming increasingly outdated. Issues such as data integrity, traceability, and the long-term viability of physical media (e.g., DVDs, hard drives) are pushing organizations to consider cloud-based alternatives.
Cloud-based storage offers a variety of compelling benefits for managing digital evidence:
Scalability: Cloud solutions can scale to accommodate growing data volumes, making them ideal for agencies handling large amounts of digital evidence like body-worn camera footage and surveillance videos.
Accessibility: Cloud storage allows for remote access, making it easier for multiple stakeholders (e.g., prosecutors, investigators, legal teams) to access and review evidence from any location.
Cost-Effectiveness: Cloud solutions typically follow a subscription-based model, which reduces upfront investment in physical infrastructure and provides flexibility in managing storage costs.
Enhanced Security: Leading cloud providers implement robust security measures such as encryption, multi-factor authentication, and compliance with standards like CJIS and HIPAA. These features help ensure that evidence is secure and accessible only to authorized personnel.
Disaster Recovery: Cloud storage often includes built-in redundancy and backup systems, reducing the risk of data loss due to hardware failure or natural disasters.
While cloud storage provides numerous advantages, there are some potential concerns to consider:
Reliance on Internet Connectivity: Cloud storage requires a stable internet connection for access and management. Areas with unreliable internet connections may find it challenging to fully adopt cloud solutions.
Cybersecurity Risks: Despite robust security measures, cloud storage does expose evidence to the risk of cyberattacks. However, this can be mitigated by choosing a reputable provider with strong security protocols in place.
For agencies looking to embrace the digital future while maintaining control over their data, a Digital Evidence Management System (DEMS) could be the best of both worlds. These systems provide a secure, centralized platform for managing evidence, with features like:
Role-Based Access Control: Ensures that only authorized personnel can access or modify evidence.
Chain of Custody: Tracks evidence throughout its lifecycle, ensuring its integrity and admissibility in court.
Redaction: Automatically removes sensitive information from evidence to ensure compliance with privacy laws and regulations.
Many DEMS platforms also offer flexible deployment options, including SaaS (cloud-based), on-premises, or hybrid models, allowing organizations to choose the deployment method that best suits their needs.
By carefully considering the pros and cons of each storage method, law enforcement agencies and other organizations can make an informed decision that enhances their ability to securely manage, store, and share digital evidence.
To learn more about how a DEMS helps, read our blog on overcoming the challenges of physical evidence storage.
As digital evidence becomes increasingly common in law enforcement and prosecution, there's a pressing need to adopt secure storage solutions. Whether your agency prefers to store evidence in cloud vs. physical evidence storage depends on your needs and feasibility.
While traditional methods like physical evidence storage may have worked well in the past, they may fall short of meeting the demands of modern investigations. That signals that it may be time to adopt scalable and efficient storage solutions such as cloud evidence storage.
For those who want the convenience of cloud storage but the control of physical storage, an on-premises digital evidence management solution may be the option. Solutions like VIDIZMO Digital Evidence Management Solution allow law enforcement agencies to store, manage, analyze, and share their evidence from a centralized platform.
Try VIDIZMO DEMS free for 7 days, or contact sales to learn more about how we can help you.
What is the difference between cloud vs. physical evidence storage?
The main difference between cloud vs. physical evidence storage is that cloud storage relies on remote servers managed by a third-party provider, while physical storage requires evidence to be kept on physical media like hard drives or DVDs. Cloud storage offers scalability, flexibility, and ease of access, while physical storage is more localized and dependent on the physical integrity of the storage medium.
What is cloud evidence management?
Cloud evidence management refers to using cloud-based platforms to store, manage, and analyze digital evidence. These platforms are designed to meet legal and security requirements while providing centralized storage, advanced search functionality, and the ability to share evidence securely across multiple stakeholders.
What are digital evidence cloud solutions?
Digital evidence cloud solutions are specialized platforms for storing and managing digital evidence, often used by law enforcement agencies. They provide essential features like data encryption, chain of custody tracking, secure sharing options, and tools for evidence analysis to ensure compliance with legal standards and enhance operational efficiency.
Which should I use between cloud evidence management solutions vs. physical storage solutions for evidence?
The choice between cloud-based solutions and traditional storage depends on your agency's needs. Cloud-based solutions offer scalability, ease of access, and cost-efficiency, making them ideal for growing evidence demands. Traditional storage offers more control and is often used when internet access is unreliable or security concerns dictate local storage. A hybrid solution, such as a Digital Evidence Management System (DEMS), could provide the best of both worlds.
Why is storing evidence in the cloud important?
Storing evidence in the cloud centralizes dispersed evidence, making it easier to manage, access, and share securely. It also provides the flexibility to scale as the volume of evidence grows and ensures compliance with legal and security standards, reducing the risk of data loss or unauthorized access.
How can cloud evidence storage benefit law enforcement agencies?
Cloud storage benefits law enforcement agencies by providing secure, scalable, and easily accessible storage for digital evidence. It allows for better organization, faster retrieval, and enhanced collaboration, reducing the risk of losing critical evidence and ensuring that investigations can proceed efficiently.
Can cloud evidence storage be more secure than physical storage for evidence?
Yes, cloud storage can be more secure than physical storage if proper security measures are in place, such as encryption, role-based access controls, and regular audits. Cloud providers often have advanced security protocols and redundancy features that physical storage methods may lack, ensuring that evidence remains safe and accessible.
What are the risks of physical evidence storage?
The risks of physical evidence storage include the possibility of data loss due to physical damage, theft, or natural disasters. Additionally, physical evidence can become siloed across multiple devices or locations, making it challenging to manage and access when needed. This can delay investigations and potentially compromise cases.
How does cloud evidence management support legal compliance?
Cloud evidence management systems are designed with features to ensure compliance with various regulations, such as CJIS, HIPAA, and FedRAMP. These systems provide tools for tracking the chain of custody, secure evidence sharing, and auditing, ensuring that digital evidence meets legal standards for admissibility in court.
What factors should law enforcement agencies consider when choosing between cloud and physical storage?
Law enforcement agencies should consider factors like the volume of evidence they manage, their security needs, compliance requirements, and budget. Cloud storage is ideal for agencies with large, growing amounts of digital evidence, while physical storage may still be preferred in areas with limited internet connectivity or specific regulatory requirements.