Assessing property management needs

     One of the fastest-growing trends in property and evidence tracking is adding electronic imaging to the mix. Capturing scanned images of property, such as digital photos of crime scenes, offers visual verification of the items and provides a means to assess their condition. The key is ensuring the digital images are tied to the correct property and evidence record in the system.

     Even if an agency has a property and evidence system, there's no guarantee that clerks and officers will use it — or use it correctly — if the system is inflexible and difficult to use.

     Look for a solution that's easy to deploy and fast and simple to use. It should be logical and intuitive, with features and functionality that employees can learn quickly and utilize immediately.

     When considering making improvements to a property and evidence system or even implementing a new one, agencies have plenty of options. They range from barcode labeling and tracking of only physical records, to more sophisticated systems that provide a much greater range of customizable tracking and management functionality.

     The evaluation process should begin with an internal needs assessment. These questions are designed as a place to start when property room managers review what's important for their departments.

     Billy Mitchell is a 20-year veteran of the software industry who has helped thousands of companies and government agencies with their records management needs. He may be reached at billy.mitchell@smead.com.