Managing Case and Evidence Data

Technology has touched just about every corner of law enforcement, but some areas—such as evidence and case management—have been slower to adopt newer innovations.

OFFICER Magazine recently reached out to Melissa Bennett, Senior Product Manager at Versaterm, to learn about some of the challenges agencies face and what can be done to streamline the process.

What case and data management challenges do crime labs and and forensic units face?

Crime laboratories and forensic units face persistent challenges in managing the organization, accessibility and security of evidence data. With information from a wide range of sources and media types, they require systems capable of efficiently storing, categorizing and sharing critical case details with authorized personnel.

Interoperability across platforms adds another layer of complexity. Without seamless integration between an agency’s Records Management System (RMS) and forensic lab systems, staff are often forced to manually re-enter information, which consumes valuable time and resources and increases the risk of errors. Additionally, maintaining an unbroken chain of custody for every piece of evidence remains fundamental to lab management, but the increasing volume and reliance on both digital and physical evidence can increase the workload.

What are some of the traditional methods for case documentation?

Traditionally, forensic case documentation has relied on paper and handwritten notes. Analysts would manually record observations during examinations and later transcribe them into official reports. Even today, many labs receive paper forms accompanying evidence submissions, with staff tasked with manually inputting that information into electronic systems. While many agencies are working toward paperless environments, this shift presents operational challenges. Scanned copies of handwritten notes may need to be retained to ensure accurate transcription because immediate digital entry is not always feasible in contamination-risky environments like biology labs. As a result, many labs must balance maintaining original handwritten records with creating accurate, compliant digital case files.

How has the complexity and volume of evidence and data changed?

The volume of evidence submissions has increased substantially, with agencies requesting forensic analysis across a broader range of materials. At the same time, evidence has become more complex due to advancements in new forms of digital and multimedia, as well as more sophisticated instrumentation that produces larger and more intricate datasets. Forensic laboratories must now manage higher caseloads, increased data storage requirements and faster turnaround time expectations. Their systems and workflows must continuously evolve to accommodate new technologies while ensuring evidence is accurately tracked, analyzed and securely archived.

How was Versaterm LIMS-plus first introduced?

Versaterm LIMS-plus has a long and established history, initially developed in 1995, and has been continuously evolving. While technology has naturally advanced, the core product has remained a reliable and adaptable solution for forensic laboratories. One of its foundational and most critical features is the robust chain of custody functionality, which ensures a precise, chronological record of every movement of evidence—from person to person and location to location. Versaterm LIMS-plus uses a unique “Z-order” tracking method that records transactions and verifies the evidence path, ensuring it follows the correct sequence and validates possession at each step. This approach has been part of the system since its inception and remains a key differentiator. The product originated from JusticeTrax, which was later acquired by Versaterm in 2021. Regular updates and feature enhancements are released multiple times a year, driven by real-world user feedback and the evolving needs of forensic labs.

How does Versaterm LIMS-plus help agencies?

One of the key offers of Versaterm LIMS-plus is the programming interface that allows for data sharing between systems, such as transferring case information and evidence details from the Versaterm RMS to the Versaterm LIMS-plus application. The analytical results and final reports are shared back with the agency to support ongoing investigations. Without an RMS integration, a portal application works with Versaterm LIMS-plus, allowing agencies to input case details and submit them to the lab.

Another key feature is the ability to integrate with analytical instruments to streamline the input of results of analyses, eliminating the need for manual data entry by automatically parsing files and placing result data where it belongs. Access to features in Versaterm LIMS-plus is controlled by role-based security permissions that determine whether or not specific users or roles have access to read or edit information. For example, certain users may access data that others are not permitted to view or use.

What training is involved for agency personnel?

Not all forensic labs are operated by law enforcement agencies; in fact, many are staffed by civilian professionals with specific and comprehensive education and experience in forensic analyses. By design, the labs are often kept at arm’s length from the law enforcement side as a mechanism to reduce bias. During implementation, administrative training is provided to the lab administrators, so they can decide how to configure their system and set up data forms to best support their lab’s workflows. Once the application is configured, user training is typically provided in a train-the-trainer format, usually to lab supervisors or designated super users—who then train the rest of their teams. Additionally, users can access Versaterm Academy, a robust learning management system offering hundreds of training videos covering different aspects of the applications. Organizations can request tailored training sessions or find help files for continued learning when staff roles change.

What has the feedback been from L.E. agencies?

We consistently receive positive feedback from our users, particularly LIMS administrators who work closely with our support team to report issues, suggest new features and shape the evolution of the application. Our support system includes a feedback loop where a satisfaction survey is sent after each ticket is resolved. Users can rate their experience and leave comments, and we often see enthusiastic responses praising our team’s quality of service and responsiveness. In addition to support feedback, we collect input post-implementation and with a customer satisfaction survey. Last year we maintained a 100% satisfaction rating on all incoming support tickets.