Knowledge Base
Managing Cases & Investigations
Managing Cases & Investigations
Effective case management is crucial for successful investigations using surveillance footage. This comprehensive guide covers how to organize cases, track evidence, collaborate with team members, and manage the complete investigation lifecycle within the Canvass Global platform.
Case Management Overview
The Canvass Global case management system provides:
- Centralized case organization and tracking
- Multi-investigator collaboration tools
- Evidence management and chain of custody
- Timeline tracking and deadline management
- Integration with department systems
- Comprehensive reporting and documentation
Complete Case Workflow
🔄 Investigation Lifecycle Management
1
Case Creation and Setup
Establish new case with initial information, assign case number, and configure basic parameters.
Features: Auto case numbering, template selection, priority assignment, initial team setup
2
Investigation Planning
Define investigation scope, assign roles, set timelines, and establish evidence collection strategy.
Features: Task assignment, deadline tracking, resource allocation, investigation roadmap
3
Evidence Collection
Gather surveillance footage, witness statements, and other evidence with proper documentation.
Features: Footage requests, evidence logging, chain of custody, metadata preservation
4
Analysis and Investigation
Analyze collected evidence, conduct interviews, and develop investigative leads.
Features: Evidence analysis tools, timeline construction, collaboration notes, lead tracking
5
Case Resolution
Document findings, prepare reports, and close case with appropriate disposition.
Features: Report generation, evidence packaging, case closure procedures, archival
Case Types and Priority Management
High Priority Cases
- Active violent crimes
- Missing persons (critical)
- Public safety emergencies
- Major crimes in progress
- Time-sensitive investigations
Response Time: Immediate processing, expedited footage requests
Standard Priority Cases
- Property crimes
- Fraud investigations
- Traffic incidents
- Minor assault cases
- Vandalism reports
Response Time: Normal processing, standard request timeline
Low Priority Cases
- Administrative reviews
- Cold case reviews
- Training scenarios
- Community requests
- Historical analysis
Response Time: Extended timeline, batch processing available
Case Dashboard and Navigation
📊 Comprehensive Case Dashboard
Your central hub for managing all active investigations and accessing case tools:
Active Cases
View and manage current investigations
Task Management
Track assignments and deadlines
Evidence Library
Organize collected footage and files
Team Collaboration
Communicate with team members
Progress Tracking
Monitor investigation milestones
Analytics & Reports
Generate case reports and statistics
Dashboard Customization
- Personal Views: Customize dashboard layout and widget arrangement
- Filter Options: Filter cases by status, priority, date, or assignment
- Quick Actions: One-click access to common tasks and operations
- Notification Center: Centralized alerts and status updates
- Search Functions: Advanced search across all cases and evidence
Creating and Organizing Cases
New Case Setup
- Case Information: Enter basic case details and classification
- Case Number Assignment: Automatic or manual case number allocation
- Priority Setting: Assign appropriate priority level
- Team Assignment: Add investigators and define roles
- Initial Documentation: Upload initial reports and evidence
- Timeline Setup: Set key milestones and deadlines
Case Organization Methods
- By Case Type: Organize by crime category (theft, assault, fraud, etc.)
- By Status: Group by investigation phase (active, pending, closed)
- By Assignment: Sort by primary investigator or team
- By Priority: Arrange by urgency and importance
- By Date: Chronological organization by incident or creation date
- Custom Tags: User-defined labels for flexible organization
Team Collaboration Tools
👥 Multi-Investigator Collaboration
- Role-Based Access: Control access levels for different team members
- Real-Time Updates: Instant notifications of case developments
- Shared Notes: Collaborative note-taking and information sharing
- Task Assignment: Distribute workload among team members
- Communication Hub: Integrated messaging and discussion threads
- Activity Timeline: Track all team member activities and contributions
Collaboration Features
- Discussion Threads: Topic-specific conversations about evidence or leads
- File Sharing: Secure sharing of documents and evidence files
- Status Updates: Regular progress reports and milestone notifications
- Review Cycles: Structured review processes for evidence and findings
- Approval Workflows: Multi-level approval for sensitive operations
Evidence Management and Chain of Custody
🔐 Comprehensive Evidence Management
Maintain complete chain of custody and evidence integrity:
- Automated Logging: Automatic documentation of evidence collection
- Digital Signatures: Cryptographic proof of evidence authenticity
- Access Tracking: Complete audit trail of who accessed evidence when
- Version Control: Track changes and maintain evidence versions
- Secure Storage: Encrypted storage with backup and recovery
- Export Controls: Manage evidence distribution and copying
Evidence Organization
- Categorization: Organize by evidence type (video, photo, document, etc.)
- Timeline Integration: Link evidence to specific times and events
- Source Tracking: Maintain connection to original sources
- Quality Assessment: Rate evidence quality and relevance
- Metadata Preservation: Maintain all technical and contextual information
Case Status Tracking and Management
| Status | Description | Typical Duration | Next Actions |
|---|---|---|---|
| Active Investigation | Ongoing evidence collection and analysis | Varies by case type | Continue investigation activities |
| Pending Review | Awaiting supervisor or prosecutor review | 3-7 business days | Follow up with reviewing authority |
| Awaiting Evidence | Waiting for footage requests or lab results | 5-10 business days | Monitor pending requests |
| Escalated | Transferred to specialized unit or higher authority | Varies | Maintain communication with new handler |
| Closed – Solved | Case successfully resolved with charges or resolution | N/A | Complete final documentation |
| Closed – Unsolved | Investigation concluded without resolution | N/A | Archive with potential for reopening |
Status Change Management
- Automated Updates: Status changes based on activity and milestones
- Manual Overrides: Investigator-controlled status modifications
- Approval Requirements: Supervisor approval for certain status changes
- Notification Systems: Alert relevant parties of status changes
- Historical Tracking: Complete history of all status changes
Advanced Case Features
Timeline and Event Mapping
- Visual Timeline: Interactive timeline of case events and evidence
- Event Correlation: Link related events across multiple cases
- Time Synchronization: Align evidence timestamps across sources
- Gap Analysis: Identify missing time periods or evidence
- Pattern Recognition: Detect patterns across related incidents
Analytics and Reporting
- Case Performance Metrics: Track investigation efficiency and success rates
- Resource Utilization: Monitor time and resource allocation
- Trend Analysis: Identify patterns in case types and outcomes
- Comparative Analysis: Compare similar cases for insights
- Statistical Reporting: Generate departmental statistics and reports
Integration with Department Systems
🔗 System Integration Capabilities
- RMS Integration: Connect with Records Management Systems
- CAD Integration: Link with Computer-Aided Dispatch systems
- Evidence Management: Interface with existing evidence management systems
- Court Systems: Export evidence packages for court proceedings
- Prosecutor Tools: Share case information with district attorney offices
- Federal Databases: Connect with appropriate federal investigation databases
Data Synchronization
- Real-Time Sync: Automatic synchronization with department systems
- Conflict Resolution: Handle data conflicts between systems
- Audit Compliance: Maintain audit trails across all integrated systems
- Security Protocols: Secure data transfer with encryption and authentication
Case Archival and Closure
Case Closure Process
- Final Review: Comprehensive review of all evidence and findings
- Documentation Completion: Ensure all required documentation is complete
- Evidence Packaging: Prepare evidence for archival or court proceedings
- Supervisor Approval: Obtain required approvals for case closure
- Notification Process: Notify relevant parties of case closure
- Archive Transfer: Move case to appropriate archival system
Long-Term Case Management
- Archival Storage: Secure long-term storage of closed cases
- Retrieval Systems: Easy access to archived cases when needed
- Retention Policies: Automatic handling of retention requirements
- Cold Case Management: Tools for reviewing and reopening old cases
- Statistical Analysis: Use closed cases for trend analysis and training
Best Practice: Regularly review and update case statuses, document all significant developments, and maintain clear communication with team members to ensure effective case management.
Mobile Case Management
Field Access Capabilities
- Mobile Dashboard: Access case information from mobile devices
- Real-Time Updates: Add notes and updates from the field
- Evidence Collection: Upload photos and videos directly to cases
- Team Communication: Stay connected with team members
- Offline Access: Limited functionality when internet is unavailable
Security Note: Mobile access requires additional security measures including device encryption, remote wipe capabilities, and secure authentication protocols.
Training and Best Practices
Case Management Training
- Platform Training: Comprehensive training on case management features
- Best Practices: Industry-standard investigation management techniques
- Legal Requirements: Compliance with evidence handling and privacy laws
- Team Collaboration: Effective multi-investigator coordination
- Technology Integration: Maximizing system integration benefits
Remember: Effective case management requires consistent documentation, clear communication, proper evidence handling, and adherence to departmental policies and legal requirements.