Best Investigation Management Software

The investigation is presented in mainstream media as work performed mostly in the field, with results heading directly to court. In reality, the investigation takes a lot of documentation and record-keeping.

That’s why investigation management software was designed and now occupies a significant area in the tech world. In the following guide, we will explore all important aspects of this software and how it can help in conducting investigations and mitigating risks in many professional areas.

What Is Investigation Management Software?

Investigation management software allows companies, public entities, and law enforcement bodies to automate routine tasks, simplify data management and processing, and streamline the entire process of investigation.

Digitized data management offers useful opportunities that may be inaccessible when data is not stored in a centralized form and needs to be searched manually. Namely, an aggregate system allows investigators to draw from different information sources all at once while examining the case.

All in all, this software is a much-needed addition to traditional investigation tools used by entities, agencies, and private investigators in all types of cases. In this guide, we will review essential components and features of the investigation management system so that you can make an informed decision and get the solution tailored to your needs.

Types of Investigation Management Software

There are many types of investigation management tools depending on their area of application. We’ll list a few of them that are the most sought–after and used by thousands of users as reliable and tested tools.

1. Case Management Software

   This kind of software is a ‘general-purpose’ one. It is convenient for managing legal, criminal, and civil cases, documenting, keeping records, reporting, and marking progress. This investigation management software features a big toolkit for document and media file management, task scheduling, access control, and workflow improvement.

2. Law Enforcement Investigation Software

   This software is designed to assist in conducting criminal investigations up to court trials and follow-up actions. This type of software has such features as crime scene management, evidence management, jail records management, storage of interview and interrogation records, and so on. This software is often used by the police, special task forces, organized crime units, and people whose occupation is related to the above-mentioned areas.

3. Surveillance Management Systems

   These investigative software solutions are used by security personnel to monitor premises and keep track of any incidents. These systems rely heavily on video surveillance and their features are fine-tuned to reflect it. Sometimes, HR management software is also included in the surveillance software category but it applies only as long as it implies surveillance of employees’ activities in the workplace. Evaluations and incident reporting need to be performed in a dedicated software solution.

Who uses Investigation Management Software?

The list of entities and individuals who use this software regularly and who can benefit from using it can be very extensive. We’ll outline the main groups that usually pay close attention to this tool.

1. Law Enforcement Agencies

   The staff of such agencies use the software to keep records, store and exchange files, and analyze and compare evidence. They can even coordinate cross-team operations in it.

2. Private Investigators

   Private investigators usually do not have the resources and staffing of a big agency, oftentimes it is one person doing it all. That’s why case management software for private investigators is important to this category of users. It replaces the manual work of many people and allows them to manage cases, evidence, and documentation with ease and accuracy.

3. Insurance Companies

   This category relies on specialized software heavily because such companies always have to deal with the possibility of fraud. Meticulous data collection is the task their staff performs daily. This software is great for finding discrepancies in data or for finding out larger patterns. Otherwise, the solutions are used to track the case, record the outcomes, and predict possible insurance claims in the future.

4. Cybersecurity Teams

   Cybersecurity Teams especially benefit from digital forensics advances where special toolkits are devised for working with digital crimes and security breaches. Software and add-ons help to investigate and manage cases and incidents faster and with higher accuracy.

5. Legal Firms

   Companies that manage dozens of various cases simultaneously appreciate the software as well. The solution allows them to align case management, store data properly, simplify consultations between departments, and track progress. Legal firms are some of the largest consumers of this kind of product. That’s why there is a niche of investigation management software that integrates with court documentation systems etc.

Benefits of Investigation Case Management Software

The use of this kind of software facilitates many activities related to investigation and increases their accuracy and efficiency. Data management and examination become faster and easier, among others. Here are the key benefits you can gain from using the best investigation case management software -

1. Streamlined Processes

   Investigation case management software streamlines processes and activities that otherwise need to be performed manually. The software helps to automate reporting, data exchange, processes mapping and updating, and creating documents. Search through huge datasets becomes more precise, and hence the search for root causes becomes more focused and accurate.

2. Compliance Adherence

   Digitalization of investigations helps companies or other entities maintain compliance with existing legal regulations. The compliance relates to the way the investigation and its outcomes were handled and to the causes that triggered an incident that required investigation. When all information is available in accessible digital form, it’s easier to eliminate the potential risk in the future and to avoid such incidents altogether, which means compliance requirements are met.

3. Risk Mitigation

   As said above, one of the main goals of any investigation is to prevent the reoccurrence of similar incidents in the future. Digital management and storage of incident-related information simplifies the prediction of similar incidents. In addition, the use of technology reduces the risk of human error or data loss in transfer, so the human factor risk is also reduced.

4. Reduced investigation time

   Each party is interested in conducting an investigation as fast as possible, reducing downtime and related expenses. The use of investigation management software helps to accelerate many processes like data management or data search, which reduces the investigation time. This way of acceleration is safe in terms of accuracy, as speed does not impact the quality, so to say, and in many aspects, the quality can even be improved.

Features of Investigation Case Management Software

The selection of software products on offer is big. So it may be hard to determine at first glance if the given solution has all the vital elements that will facilitate an investigation. However, consider the most prominent functions that this software should perform and you’ll understand what features are necessary:

1. Contact management

   Investigation protocols require that all stakeholders and investigators communicate regularly in a coherent and clear way. Managing contacts and their details may be a problem in itself. Investigation management software must have a feature that makes searching for contacts or adding contacts fast and easy. Possibly, there should be an option of integration of an emailing service. Then, emails and memos can be sent directly from within the program conveniently and securely (which is important).

2. Report & Analytics

   As a crime investigation progresses on its course, lots of reports are generated daily (and sent to all authorized parties), and the progress of the investigation is marked step by step. The software solution should generate reports with the possibility of customization of their format. It should also have convenient dashboards where progress and actions are marked in a clear and understandable way.

3. Link Analysis

   The core goal of every investigation is to find and properly identify the root causes of the case so as to eliminate the true cause of the problem. In addition, other possible cases can be compared against these findings in the future. Management and comparison of data sets in various configurations allows looking at a bigger picture or digging into details. It helps to find the root cause with accuracy. That’s why it’s one of the main features to look for in the investigation board software.

4. Centralized Data Repository

   The basic function of investigation management solutions is the storage of all data on the case in a form that is easy to process. Alongside storage, it’s possible to introduce changes to data sets, record the changes, and create data sets pulled out of different sources like emails, images, log files, etc.

5. Evidence Management

   Evidence is key to the accurate investigation and evaluation of a case. Hence it should be stored securely, accurately, and with the option of limiting access or encrypting the data. In addition to storage, the evidence data should be easy to retrieve and use, with layers of protection against tampering or data loss. These features relate in particular to criminal investigation case management software.

How to choose the right Investigation Management Software?

We’ve discussed the key features to look for in really capacious investigation management software. Now it’s time to zoom into details that define what software is the best.

1. Integration with third-party tools

   As said, integration with third-party tools is important. Starting with basic email service and ending with elaborate analytical or research tools like HR tools or audit software, the best investigation software should be able to integrate with them. Whether it’s related to a business entity investigating inner security or fraud problems or to FDA investigating regulations compliance breaches, the tools used for each investigation will be diverse. The investigation management software should be able to accommodate them without glitches and without missing important data pieces.

2. Customization

   Although the main steps of investigations are prescribed by dedicated protocols and codes, the smaller details are unique for every case. Databases should be able to accommodate these differences, and dashboards need to be customizable, just like reports should be. A really efficient investigation software is easy to customize without losing its workability.

3. Data Security

   This aspect of investigation software is of high importance to investigators. Data security means both protection of important data from losses or leaks and compliance with local data protection laws. So while choosing the best investigation management software, clarify with providers what measures are implemented to prevent security breaches and data theft. Also, ask questions about who else can access your data in the frameworks of third-party service agreements.

4. Cloud vs. On-Premises

   Each approach has its strong and weak sides. Cloud-based software (SaaS) does not require installing, maintaining, or buying new hardware to store data and support the processing. Everything happens on the remote servers, and glitches are fixed on the spot by their technical support. However, cloud-based services sometimes get hacked and data can be stolen or destroyed. The question of unauthorized access by a company worker also remains on the table.

   On the other hand, on-premises software needs proper hardware and trained staff to take care of it and to maintain it in working condition. Yet, only you control who can access data and get involved in investigation processes. Data storage on your local server means that data is secured against the massive hacks that rip through big cloud storage. Protecting your local servicers against targeted hacking is still your responsibility.

How to Make the Investigation Process Efficient?

The investigation process usually follows specific protocols that prescribe every next step. However, the general path of investigation is common for many areas, often overlapping with criminal investigation.

1. Define the Event

   Whether an event is an OOS (Out of Specification) situation at a manufacturing facility, a security breach in a private company system, or a physical crime (let’s say financial fraud), it’s crucial to get a full understanding of the event and establish ‘what, where, when’ ASAP and accurately. The time to find out ‘who’ and ‘why’ will come at the final stage of the investigation. At the initial stage, defining and recording the already known facts is essential.

2. Data Collection

   When the framework of the event is described, it’s time for the collection of data pertaining to the event. The framework will prompt what data needs to be gathered. For OOS, it will include parts or product identifications, lot numbers, batch records, lab and manufacturing facilities conditions, qualifications of workers and quality inspectors, etc.

3. Use Investigation Management Software

   That’s when the investigation management software comes into use. Enter the data or transfer it from other systems, categorize it, adjust the system to meet your needs, and be ready to use it for further investigation.

4. Root Cause Analysis

   The goal of any investigation is finding a cause of the problem or an individual (or a group) that committed a crime. Technically, it’s called root cause analysis (RCA), when the true ‘root’ of the event is found and eliminated so that the event does not become a recurring one. The investigation case management software allows you to apply different methods and arrange all data accurately.

5. Risk & Impact assessment

   When RCA is conducted, it’s necessary to get a wider picture and understand the impact the event had on other areas and what are potential risks. To do so, special techniques were devised, like Impact and Probability Matrix, FMEA (Failure mode and effects analysis), PHA (Preliminary hazard analysis), and FTA (Fault tree analysis), to name a few. These methods are best applied in an appropriate environment. The investigation management system is the best tool so far.

6. CAPA & Document Changes

   When RCA, risk, and impact are established and mapped, it’s time for CAPA (Corrective and preventive action). The investigators and stakeholders decide on actions to correct the damage and prevent it in the future. They roll them out and introduce changes to protocols and documentation to prevent the repetition of the event. All CAPAs should be documented properly.

7. Regular Progress Updates

   The final stage is to control the progress and see if CAPAs have the required effect. Their results should be reviewed regularly and compared to prior conditions. The key indication of efficiency is that an event is not recurrent and vulnerabilities are fixed.

Challenges of Investigation Case Management Software

Implementation of this software benefits the investigation process, but it’s necessary to be aware of the risks that come with the introduction of complex equipment or software. To eliminate these risks or be ready to mitigate them, learn in advance what can actually stand in the way of progress.

1. Complex Implementation

   When intricate multifunctional software is introduced, the process includes several stages. First is deployment, second is fine-tuning, third is the training of personnel on how to use it and fourth is the maintenance of working conditions of investigation software. Problems can arise at every step, from the necessity to buy new hardware for the very complex software to difficulties in training. It is normal to have these problems, so be open to opportunities that they present and adjust your plans of implementation where possible.

2. Security Risk

   Investigations always involve the questions of confidentiality, classified data, and commercial secrets and how to protect this data. The use of third-party software always hinges on the idea that providers by default put security measures in place. Yet for investigations, regular measures may not be enough. So you need to clarify in advance how the security system is organized and what defenses against hacking or data leaks are available.

3. Compatibility Risk

   It’s highly probable that you already use some kind of private investigator case management software and have some information (or all of it) stored in that system. When you choose investigation management software, it’s important to check its compatibility with your programs in advance. Then you can transfer data smoothly or integrate the new software with the old one, if necessary. If the problem of non-compatibility arises, it can make your collected information useless. Or you will spend a lot of time on manual data transfer, which is counterproductive.

Latest trends in Investigation Management Software

Just as technology in general advances at an increased speed, so the software for the investigation process keeps up the pace. The boom in the application of AI could not but impact the field, yet AI is not the only area of high interest at present.

1. Predictive Analytics

   The potential of investigation case management software is not limited to the investigation of cases and crimes that have already taken place. One of the biggest benefits this software can bring is accumulation of the past data for the purpose of predicting vulnerabilities, ‘pain points,’ errors, or prospects of criminal activities in the future. Automation of data analysis as well as the application of AI can help prevent some of the undesired outcomes, incidents, or crimes in the future. The analytical intelligence capacity of this software is still under development but the prospects are rather promising.

2. Integrated Digital Forensics

   Integrated Digital Forensics is a term that is still rather vague, as it can take different nuances of meaning in different research or approaches. If we unite these meanings for the sake of the present guide, then Integrated Digital Forensics is a) the application of a toolkit of digital and technical means and equipment for improving the investigation of physical crimes; b) a set of specifically devised practices, methods and tools for investigation of digital crimes, including methods of locating and extracting the information about crimes from gadgets and devices used by criminals.

   The number of incidents and crimes related to devices grows every year, and the variety of devices used grows as well. So, Integrated Digital Forensics constantly develops new methods of finding root causes with precision and collecting digital data that is acceptable and sufficient for presentation in court. The field is still being developed, so in the future, investigation management software will include more tools for this area.

Pricing information of Investigation Management Software

This kind of investigation software simply cannot be very cheap yet it’s not prohibitively expensive either. The price depends on the level of complexity of the solution and on the number of users who will log in.

The basic plan on average starts around $100/month for a reasonable set of features for 1 to 3 investigators to use.

If you have a larger team and need more options, the plan price can range from $400 to $700 per month.

The top-class software that can provide you with plug-in access to court files, archive files, or connect you to legal documentation circulation will cost around $1,000 per month for a limited number of users. The price will go up steeply with every extra user.

 Explore what the solution in question can offer and decide what plan is fine for your current needs. You can always upgrade later if the software proves to be truly helpful.

Conclusion

We’ve covered briefly all the essential elements of good investigation management software that will do the job. Depending on the area of investigation, the solution can relate to criminal cases, civil cases or security incidents in companies, or OOS cases in labs. Every area requires a tailored approach, so before you buy, evaluate where and how often you will use it and then make a decision.

Big enterprises will definitely need costly programs with lots of features. Yet if you represent a small company or are a private investigator, then a starting plan of some mid-level solution can be just right for you. Keep this guide at hand while choosing and you’ll find the perfect tool that will let you and your team conduct investigations faster and better!