Introduction 

The main component of evidence management includes organizing files, knowing where your evidence is stored and accessing it when required. Every digital evidence we upload must be appropriately handled and saved in our portal to save us time in finding the resource when we need it. The process of identifying and storing this digital evidence inside a logical structure made up of directories and subdirectories should also be handled with care. In VIDIZMO, Evidence management allows us to take full control over our most valuable digital assets by creating digital logical folders and subfolder, and easy access when needed. Folders help you keep your files organized and separate. If you had no, your documents, videos, and other evidence would all be in the same place. 


Concept 

Folders in VIDIZMO provide similar tasks to actual, physical folders. Different formats of evidence can be organized and stored in folders. Additionally, folders may also themselves contain additional folders or evidence. Folders are also referred to as simple file directories due to the way they arrange and store data and provides convenience to organize evidence. Managing evidence within the folders also helps in organizing the case in a better way.

 


Digital Evidence Management 

To give you the full experience of file management system, we implemented Folder Structure. All the media in Evidence Library is combined including all the cases, folders & evidence. View your content sorted by format so that all the cases, folders and evidence won’t mix-up.  The folders in Digital Evidence Management are changed to Category and can be filtered & the actual folder structure is implemented in DEM up to N-Level.  Each evidence and folder will exist as separate entity with only single or no parent.  


Folder Creation  

VIDIZMO, just like any other file management systems gives you the freedom to create hierarchy of folders within or outside a Case as required. Create other folders within these main folders or cases as need arises. For instance, a folder called “Employee Record” might contain folders called “2018”, “2017” and “2016”. The goal is to have every file in a folder rather than having a bunch of orphan files listed. 

 

Case/Folder Hierarchy 

Difficulty to navigate to your cases and folders? Not anymore! To bring you ease, we’ve implemented tree structure in the evidence library dropdown which will allow you to explore and navigate to your cases, folders & sub-folders directly up to N-Level. Clicking on any Folder & case will direct the user to that item and view all the evidence and sub folders present. 



Filter by Category  

Want to view your cases, folders or evidence belonging to any category? No worries! filter your content by the category. This will help you to view all media related to that category. User can now apply category filter on the cases, folders & evidence by category. Selecting a category will filter out the cases/folders and evidence and as a result, all the cases, folders and evidence that belong to that category will be filtered out. 


Moving a Folder at Desired Location  

Vidizmo now enables the users to move large folders, that is, folders with thousands of evidence and folders with many sub-folders to a specific location withing the portal. If you want an evidence or folder to be a part of another case or folder or if you want to move any evidence/folder from a case, you can move that item to any desired location. By using the move functionality, bulk/single evidence & folders can be moved in folders, cases, or a folder within a case. The moved evidence or folder will no longer exist on its original location. From the move functionality, the user will be able to navigate up to N-Level folders.  



Folder Inspection  

In VIDIZMO’s DEM, you can also inspect a folder for further investigation while browsing its contents. Folder contains pieces of evidence such as documents, images, videos, recordings & subfolders. The folder inspection allows us to zoom in & zoom out, annotate, and rotate images that exist in the folder. Sub folders can also be explored in folder/case inspection 



Archive & Lock   

Archiving is the process by which inactive folders, cases & evidence are securely stored for long periods of time. Archived media may – or may not – be used again in the future, but nonetheless should be stored until the end of its retention schedule. Archived, inactive content can be unarchived and still be readily available if required at short notice until then, you won’t be able to playback the archived media. Locking a folder will restrict you from archiving any evidence, case, or folder. 


Chain of Custody  

Viewing chain of custody of a folder which will allow the user to view when Folder was Created, Updated, Added to Quick Access, Deleted or Restored. The subfolders and evidence added, deleted, and moved in the folder will also be logged in the mail folder. You can also monitor the chain of assignment of a folder which includes when access Rights Assigned, Updated, Revoked or Shared Link via Mail. You can also download the complete audit trail of the selected folder in either PDF or CSV format. 


Flagging a Folder  

To notify the concerned authorities when evidence may undergo changes within its lifecycle a notification system is required to send an automatic email notification whenever a specific activity takes place on a folder. To cater to this requirement, VIDIZMO Digital Evidence Management System (DEMS) now also offers an Alert Generation feature for folders as well. 


Using VIDIZMO Group Permissions authorized portal users may also assign permission for flagging a folder to a group of Viewer and/or Contributor portal users. This permission would allow them to flag folders empowering them to receive alerts against the subscribed events. 


Change category  

VIDIZMO further provides the easiness of creating categories under which the cases, folders & evidence are stored, organized and are easily accessible. You can also change the category of the cases, folders & evidence directly by using the Change Category option available on each media. 



Child Items in Folder/Case details 

VIDIZMO allows us to view the child items present in a case or folder details 



VIDIZMO now allow you to search contents within context of the folder or case. 


Delete & Restore

When a folder is no longer needed, you can delete it along with all the sub content available in it. The deleted folder can also be restored. While restoring, if the deleted folder was a part of any case or folder, it will be restored in that same location and if the parent case/folder don’t exist, you will be asked to select a location to restore the folder.

Restriction on Name

The title of each evidence, folder and case must be unique to facilitate the quick retrieval of the media and to avoid confusion. To provide you ease, VIDIZMO now restrict you to add two evidence of same format at one location. Same is with the cases and folders.  To maintain the uniqueness of content, an iterator will be added by default to the newly added file on the same location. 




Quick access  

Just like Evidence & Cases, folders can be added to the quick access section to provide ease in content accessibility. This will help them analyze and manage those folders directly from the Evidence Repository.  


Limited Share

Limited Sharing a folder allows you to share the folder with users and groups within or outside your portal for a limited duration & views. Limited sharing your folder or case will not only give you viewing or editing right on that case/ folder, but all the sub items present up to N-Level of nested folders. Any license created on Folder will be inherited directly without any extra clicks. Deleting/editing limited sharing license of parent will edit/delete the license from child items. 


Drafting a Folder 

In case the publisher does not want to make the media instantly available to users, VIDIZMO allows folders to be saved as a draft and publish later so that they can revert to its unfinished settings and publish it on the Portal when needed. 


Auto scrolling 

Having pagination makes it difficult for user to browse multiple items at a given time. User has to click a button every time limit of visible item numbers are reached to view more items which also makes a it difficult to keep track of items as in pagination there’s a limit to how much items can be viewed at a given time, whereas in auto scroll, users flow is undisturbed as new items keeps loading every time user has viewed current items, it also enhance user’s viewing experience as pervious items are still present there. 


Upload tray  

Revamped the upload tray by giving it a minimalistic design in which user was shown relevant data they need to view at or during time of uploading.