Automated evidence intake and cataloguing

Purpose

1.1. Automate the process of evidence intake by capturing, validating, categorizing, and routing digital or physical evidence submissions for prosecution cases.
1.2. Ensure all evidentiary materials—images, documents, recordings—are automatically catalogued, tagged, and cross-referenced in the digital evidence database, eliminating manual entry and reducing errors.
1.3. Enable automated timestamping, chain-of-custody documentation, and audit trails for all evidence flowing into the system from law enforcement, witnesses, or other agencies.
1.4. Automating alerts and workflow escalations if evidentiary gaps or inconsistencies are detected during intake.
1.5. Facilitate continuous sync with the central case management system for automated evidence classification, legal review queues, and compliance archiving.

Trigger Conditions

2.1. Automated submission of new evidence via email, web form, SFTP, or application API.
2.2. Automatedly detecting new uploads in designated cloud or on-premise folders.
2.3. Entry of physical evidence into the intake kiosk or manual log triggers digital record automation.
2.4. Automated batch import of evidence files from law enforcement databases via scheduled integration.
2.5. Automated notification from external partner systems via webhook or secure message.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Use 'When a file is created in a folder' trigger, automate with 'Create item' in SharePoint Evidence List.
3.2. Zapier
• Feature/Setting: Automate intake with ‘New Attachment in Gmail’ trigger, automate ‘Upload File’ in Dropbox.
3.3. AWS Lambda
• Feature/Setting: Automated S3 bucket trigger to run evidence intake automator, log to DynamoDB.
3.4. Google Apps Script
• Feature/Setting: Automate evidence intake via Google Form submit, catalog in Google Sheets.
3.5. ServiceNow
• Feature/Setting: Automated workflow for evidence record creation using 'Flow Designer' evidence intake automator.
3.6. Salesforce Flow
• Feature/Setting: 'Platform Event' triggers automated case and evidence record enrichment.
3.7. DocuSign
• Feature/Setting: Evidence receipt automation via ‘Envelope Completed’ webhook and API.
3.8. ShareFile
• Feature/Setting: Automated file upload detection automates cataloguing script.
3.9. IBM Cloud Functions
• Feature/Setting: Automated ingestion triggers evidence entry creation and data normalization.
3.10. Relativity
• Feature/Setting: Automated ERD (Evidence Review Database) population via Import API.
3.11. Splunk
• Feature/Setting: Automated detection of evidence-related events via event logs and scripted inputs.
3.12. OpenText
• Feature/Setting: Automated content intake and classification through Extended ECM API.
3.13. NetDocuments
• Feature/Setting: API-based automated document upload and metadata tagging.
3.14. Clio Manage
• Feature/Setting: Matters API automates intake and cataloguing of evidence documents tagged by type.
3.15. iManage
• Feature/Setting: Automated document import and metadata assignment via iManage REST API.
3.16. Filevine
• Feature/Setting: Filevine API automates document and evidence automation; tags enforced with workflow rules.
3.17. Everlaw
• Feature/Setting: Automated evidence upload and organization via cloud sync APIs.
3.18. Alfresco
• Feature/Setting: CMIS API automates new evidence content entry and classification automator logic.
3.19. Box
• Feature/Setting: ‘Upload Event’ webhook automates intake so new files are catalogued automatically.
3.20. Asana
• Feature/Setting: Rules engine automates attachment intake into ‘Case Evidence’ project section.

Benefits

4.1. Automated processes significantly reduce manual labor, risk of loss, and keying errors in evidence cataloguing.
4.2. Improves chain-of-custody reliability and automates compliance for evidentiary standards.
4.3. Enables automatable, real-time notification and escalation workflows in cases of missing or incomplete evidence.
4.4. Risk-based automation prioritizes sensitive evidence for expedited review or supervisor approval.
4.5. Automated synchronization across legal, law enforcement, and forensic platforms for seamless prosecution preparation.
4.6. Automates time-stamping and version control for robust auditability and defensibility in court.
4.7. Supports scalable automation so growth in caseload does not increase operational complexity.