As law enforcement and public safety agencies continue to evolve in the digital age, so too does the complexity of managing digital evidence. From body camera footage to surveillance video and forensic files, today’s investigations rely heavily on digital assets. But with this reliance comes a critical responsibility: ensuring every piece of evidence is accounted for, protected, and handled properly from collection to courtroom.
That’s where chain-of-custody tracking comes in—a foundational element in maintaining the integrity, admissibility, and reliability of digital evidence.
What is Chain-of-Custody?
Chain-of-custody refers to the documented process that tracks the movement, access, and control of evidence from the moment it is collected until it is presented in court—or disposed of, if applicable.
This record includes:
- Who collected or accessed the evidence
- When and where it was collected or transferred
- What actions were taken (e.g., copied, stored, viewed)
- How it was stored or secured
In the context of digital evidence—such as video files, documents, photos, or extracted phone data—chain-of-custody includes both physical handling and digital touchpoints, like logins to storage systems or file access history. And with the growing use of mobile tools in the field, including solutions that enable real-time case updates and evidence collection, maintaining an unbroken chain of custody has become even more critical.
Why This is Vital for Digital Evidence
Maintaining a clear, tamper-proof chain of custody is not just a procedural formality—it’s a legal necessity. Here’s why it matters.
1. Preserves Integrity
Every piece of digital evidence must remain unaltered from the time of collection. Chain-of-custody protocols ensure the evidence is securely stored and every action is traceable, guarding against tampering or corruption in the integration process.
2. Ensures Admissibility in Court
Courts demand proof that evidence presented is authentic and hasn’t been compromised. A well-maintained chain-of-custody log strengthens the credibility of your case—and the agency presenting it.
3. Demonstrates Transparency and Accountability
In an era where public trust and accountability are paramount, agencies must show that evidence handling is meticulous and unbiased. Chain-of-custody records provide clear documentation of actions taken by each officer or investigator.
4. Reduces Legal Risk
If a chain-of-custody breach occurs, defense attorneys can challenge the legitimacy of the evidence, potentially leading to case dismissals or suppressed evidence. A strong chain of custody protects your agency from these liabilities.
Common Challenges in Chain-of-Custody
Despite its importance, many agencies still face significant challenges in managing digital evidence effectively. Manual tracking errors remain common, particularly when agencies rely on paper-based logs that are prone to human error and misplacement.
Without automated systems, maintaining sufficient audit trails becomes difficult, making it hard to prove who accessed what and when. Disorganized storage further complicates matters, especially when digital files are spread across shared drives or stored on unsecure servers, increasing the risk of loss or unauthorized access.
Additionally, multi-agency involvement can introduce further complexity—when evidence changes hands across jurisdictions, the likelihood of chain-of-custody gaps or documentation errors rises dramatically.
Best Practices for Managing Digital Evidence
To maintain a secure and verifiable chain of custody, agencies should:
- Adopt a Digital Evidence Management System (DEMS) with automated logging features.
- Use unique identifiers like barcodes and digital hash values for each item.
- Employ centralized, access-controlled storage systems with permission-based visibility.
- Implement automated time-stamped logs for each interaction or handoff.
- Train personnel regularly on evidence handling procedures and policies.
How ARMS Simplifies Chain-of-Custody
ARMS provides a purpose-built solution for managing both digital and physical evidence with confidence. The Property & Evidence module offers full chain-of-custody tracking from intake to final disposition, ensuring that every interaction with an item is logged and traceable.
Built-in barcode printing and scanning capabilities enable fast and accurate item entry, reducing the risk of manual errors. Automated audit trails, complete with time stamps and user access logs, provide transparent documentation for every step in the evidence lifecycle. ARMS also integrates seamlessly with body-worn cameras and other digital evidence sources, streamlining the transfer and management of media files.
Backed by regulatory-compliant storage practices, our CAD/RMS platform safeguards data through secure access controls and proper retention protocols. With ARMS, agencies can strengthen the integrity of their evidence management process while simplifying compliance and enhancing courtroom readiness—all within one centralized platform.
Protect Your Case
Digital evidence is only as strong as its chain of custody. Without reliable tracking, even the most compelling evidence can be rendered inadmissible. That’s why chain-of-custody tracking is not just a technical requirement—it’s a cornerstone of effective and ethical law enforcement.
Whether you’re looking to strengthen accountability, simplify audits, or protect case outcomes, ARMS is here to help. Contact us today to learn more about how ARMS Property & Evidence supports secure, automated evidence tracking—right from the field to the courtroom.
