How On-Premises Digital Evidence Management Software Cuts Costs

By Umair Ahmad on Nov 20, 2024 11:00:00 AM

A laptop displaying an on-premise deployment interface while two Caucasian male Sheriffs in uniform discuss the setup, one holding a tablet and the other pointing at the screen.

Cutting Long-Term Costs with On-Premises Digital Evidence Management

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Counties across the U.S. are dealing with more digital evidence than ever before. Body-worn cameras, in-car video, interview recordings, and citizen-submitted files continue to grow at a pace most sheriff’s offices cannot keep up with—especially when cloud storage costs rise every quarter.

But what if there was another way? A way to regain control over your data, reduce long-term operational costs, and improve overall efficiency in managing digital evidence? On-premises evidence management software for counties might be the solution you've been looking for.

For many counties, the shift toward on-premises digital evidence management software is no longer about preference. It’s about long-term cost control, data sovereignty, and operational efficiency.

Why Counties Are Rethinking Cloud-Based Evidence Storage

Cloud storage seems affordable at first, but costs rise quickly once counties begin storing terabytes of video. Agencies in rural regions face even bigger challenges: slow upload speeds, bandwidth limits, and recurring charges that increase with every upgrade in camera resolution.

For sheriff’s offices working with tight budgets and strict retention laws, unpredictable cloud expenses make planning difficult. These pressures are driving counties to seek more sustainable, predictable solutions.

The Hidden Costs of Cloud-Based Solutions

Cloud services seem like an attractive option because of their scalability and flexibility. However, the convenience of paying for services "as you go" comes with a price — and it's one that sheriff's offices may not fully realize until the bills start piling up.

The truth is that cloud providers charge for several factors that can accumulate over time. These can include:

Storage costs: As the volume of digital evidence grows (think body cams, drones, surveillance footage, etc.), so does the storage space required. The gigabyte often charges Cloud storage costs, which rise as your department's digital footprint increases.
Data transfer fees: When you need to retrieve, share, or process evidence, there’s often a cost involved in transferring that data. In law enforcement, evidence must be easily accessible, which could lead to frequent data transfers — incurring additional costs.
Bandwidth usage: Many cloud services also charge based on how much bandwidth your operations consume, especially when multiple users need access to large files, such as video footage, simultaneously.
Subscription models: Most cloud-based services are billed annually, and fees often scale with usage. The more data you store, the higher the subscription costs, making it difficult to forecast future expenditures.

With tight budgets and limited resources, these costs can quickly spiral out of control, especially when departments are pressured to keep up with increasing data volumes. What began as a seemingly cost-effective solution could end up draining a sheriff's office’s budget year after year.

The Real Cost of Data Security and Compliance

Cloud-based solutions also raise significant concerns about data security and compliance. When law enforcement agencies store sensitive evidence off-premise, they trust third-party vendors to ensure this data remains secure. While many cloud providers boast of top-tier encryption and security protocols, sheriff’s offices may find themselves vulnerable to:

Data breaches: Hackers have increasingly targeted cloud storage platforms, and a breach could expose sensitive case details, compromising investigations and damaging public trust.
Data sovereignty and compliance issues: Local, state, and federal regulations require strict handling of law enforcement data. Sheriff’s offices are required to comply with data retention laws and ensure that evidence is stored securely, but when data is housed outside the department's jurisdiction, compliance becomes more difficult to manage.

With so much at stake, cloud solutions introduce more risks than many sheriff’s offices realize. The cost of a data breach, legal fines for non-compliance, or reputational damage from a security lapse can far exceed the initial savings of choosing a cloud-based solution.

The Long-Term Consequences of Rising Costs and Data Management Challenges

Every dollar spent on cloud storage and ongoing service fees is unavailable for other critical areas of the sheriff’s office budget. Over time, this continuous outflow can become unsustainable, especially when departments grapple with tight budgets.

Imagine trying to justify a 20% increase in cloud storage fees in a tight fiscal year. That money could have been better spent on training new officers, purchasing essential equipment, or upgrading outdated technology. The real issue is that these costs don’t just add up in the short term — they snowball. The longer you rely on cloud services, the more difficult it becomes to break free from the ever-growing costs.

Increased Complexity and Lack of Control

Cloud-based solutions create dependency on external vendors that can complicate decision-making. When you rely on a cloud provider, you're limited by their pricing models, service terms, and uptime. When something goes wrong — an outage, a security breach, or an unexpected fee hike — you have little control over how quickly the issue is resolved.

This loss of control can be a critical vulnerability for sheriff's offices. Investigations can halt if the cloud service is unavailable for even a short period, and your office may be left in the lurch when negotiating terms with the provider. On top of that, you may be forced to pay for services you don’t need or want, locking you into a long-term contract that you can’t easily exit.

Data Vulnerabilities and Compliance Headaches

When it comes to evidence, the stakes are high. A single misstep in data security can result in a chain of events that jeopardize investigations, lead to case dismissals, or even expose the department to litigation. Sheriff’s offices are responsible for safeguarding sensitive data and ensuring compliance with evidence-handling laws. Cloud-based solutions introduce an additional layer of complexity by outsourcing control of this crucial data to a third-party provider.

On-premise deployment, on the other hand, allows sheriff's offices to retain complete control over their evidence data. This includes ensuring data is stored securely, maintained for the required time, and easily accessible when needed — all without relying on a cloud provider’s external controls.

How On-Premises Evidence Management Software for Counties Reduces Long-Term Costs

One of the primary advantages of on-premises evidence management software for counties, is the ability to maintain full control over your infrastructure and data. Rather than relying on third-party cloud providers, sheriff’s offices can manage their own centralized, unified storage, servers, and networks. This autonomy leads to several cost-saving benefits:

No recurring subscription fees: With on-premises solutions, sheriff’s offices typically pay for hardware and software upfront, eliminating the ongoing subscription fees associated with cloud services. This makes budgeting more predictable, especially as digital evidence volumes grow.
Customizable scaling: Unlike cloud providers that charge based on usage, on-premise systems allow sheriff’s offices to scale their infrastructure as needed without worrying about unpredictable costs. You control the growth and expansion of your system based on departmental needs, not on a vendor’s pricing model.
Better long-term cost savings: While the initial investment in on-premise hardware and software may seem higher, the long-term savings quickly increase. After the initial setup, operational costs for on-premise systems tend to be much lower than ongoing cloud costs.

Data Security and Compliance

On-premise deployment offers the advantage of keeping sensitive data within the sheriff’s office’s infrastructure. This not only enhances data security but also simplifies compliance with local, state, and federal regulations:

Enhanced control over security: Sheriff’s offices can implement advanced security features like end-to-end encryption, granular access control, MFA support, and tamper detection to ensure the integrity of their evidence files. This reduces the risk of data breaches, hacking, and unauthorized access.
Easier compliance management: Sheriff’s offices can more easily manage data retention through evidence lifecycle policy and ensure compliance with evidence-handling regulations with on-premise systems. There is no need to rely on cloud providers’ terms and conditions — everything is under your control.

Improved Performance and Efficiency

Sheriff’s offices benefit from improved performance and reduced latency when evidence is stored and managed on-premises. Unlike cloud-based systems that require data to be transferred over the internet, on-premise systems allow for faster retrieval and processing of evidence with 99% uptime. This translates into:

Faster access to evidence: Law enforcement officers can retrieve proof in real-time without waiting for cloud services to process or transfer large files.
Reduced operational delays: No more delays caused by internet connectivity or cloud service downtime. With on-premise solutions, sheriff’s offices can ensure their systems are up and running 24/7, minimizing the risk of downtime.

Long-Term Financial Flexibility

Sheriff’s offices can free up budgetary resources to invest in more critical areas, like officer training, equipment upgrades, or community programs, by reducing the need for ongoing cloud subscriptions and managing their infrastructure. On-premises deployment offers long-term financial flexibility and the ability to reinvest savings into the department.

Key Takeaways

On-Premises Deployment Offers Predictable Costs
On-premises systems eliminate recurring cloud subscription fees and unexpected costs such as storage, bandwidth, and data transfer fees. After the initial setup, operational costs are significantly lower than cloud-based services.
Full Control Over Data Security and Compliance
On-premises solutions allow sheriff’s offices to maintain complete control over sensitive evidence, enhancing security and simplifying compliance with regulatory standards like CJIS and HIPAA.
Scalability Without Unpredictable Costs
On-premise systems allow sheriff’s offices to scale their infrastructure as needed without worrying about unpredictable costs tied to data usage or vendor pricing models, ensuring cost-effective growth.
Improved Performance and Faster Access
By storing data locally, on-premises systems offer faster retrieval and processing times for evidence, reducing delays caused by internet connectivity or cloud service downtimes.
Enhanced Long-Term Financial Flexibility
The ability to reduce ongoing cloud subscription and data transfer costs frees up budget resources for other critical areas such as officer training, community programs, and equipment upgrades.
Reduced Risk of Data Breaches
On-premises systems provide greater control over physical and network security, minimizing the risks associated with data breaches and ensuring that evidence remains secure within the department’s infrastructure.
Compliance with Local, State, and Federal Regulations
On-premises systems make it easier to manage evidence retention policies and ensure compliance with the regulations governing evidence handling and retention, reducing the risk of legal complications.
A Smart Investment for Futureproofing
Investing in on-premises digital evidence management software provides sheriff’s offices with a sustainable, scalable solution that can adapt to the increasing volume of digital evidence while controlling costs.
VIDIZMO DEMS: A Scalable On-Premises Solution
VIDIZMO’s Digital Evidence Management System (DEMS) offers an ideal on-premises solution for sheriff’s offices, providing efficient management, reduced long-term costs, and enhanced security for digital evidence.

On-Premises Evidence Management Software for Counties — A Smart Investment

In a time of rising digital evidence volumes, tight budgets, and increasing pressure to ensure compliance, an efficient on-premises evidence management system for county governments offers a cost-effective, secure, and scalable solution to managing evidence. On-premises solutions provide sheriff's offices with a sustainable path forward by reducing operational costs, enhancing data security, and giving departments more control over their infrastructure.

As law enforcement continues to adapt to the digital age, on-premise deployment is more than just a way to reduce costs — it’s a strategic investment that helps future-proof operations, streamline workflows, and safeguard the integrity of crucial evidence.