How to choose the best investigation management software for your organisation?
In recent years, the Australian Government’s updated Investigation Standards have emphasised adopting an Electronic Investigation Management System (EIMS) to improve the efficiency, security, and integrity of investigations. But how can regulatory agencies and other organisations determine which EIMS is the right fit for their needs?
Choosing the right EIMS is more than a compliance measure—it’s an opportunity to streamline your investigative processes, safeguard sensitive information, and enhance overall operational effectiveness. In this guide, we’ll break down the essential features to look for, the steps to evaluate your options, and how to align your choice with both regulatory requirements and organisational goals.
Before selecting an Electronic Investigation Management System (EIMS), it’s essential to evaluate your organisation’s specific requirements to ensure the solution aligns with your operational and regulatory demands.
Start by defining the types of investigations the system will manage. This includes identifying the specific cases, workflows, and processes that are unique to your entity. For example, if you handle a wide range of offences, from financial crimes to regulatory breaches, the system should be able to adapt to these diverse needs. Next, estimate the number of investigations your organisation handles annually. This helps determine the system’s capacity to manage case data, evidence, and documentation effectively. It’s important to consider both current and potential future volumes. For instance, if your workload is expected to increase due to Machinery of Government (MOG) changes or an upcoming task force, the EIMS should be scalable to accommodate these changes. Consider who will be using the system and how many individuals will need access. This includes not just investigators, but any other stakeholders involved in the investigative process, such as legal teams. Factor in both your current workforce and potential growth in staff. The system should be able to accommodate varying levels of access and permissions based on roles.
According to Section 2.3 of the Australian Government Investigation Standards, an EIMS must be capable of integrating or synchronising with other relevant systems. Consider whether the system supports integration with key technologies, such as your case management and records management system, field inspection applications like SafetyCulture, or body-worn camera systems, to ensure comprehensive functionality.
Determine whether the system must support specific functions like creating a Brief of Evidence and prosecutions. By understanding these core needs, your organisation can ensure that the EIMS you choose is both capable of meeting operational demands and compliant with government standards.
When choosing an EIMS, it’s essential to make sure it meets key Australian Government standards, as outlined in Section 2.3 of the Australian Government Investigation Standards. Here’s what you need to keep in mind:
The system must align with the Australian Government Information Security Manual (ISM) and the Protective Security Policy Framework (PSPF) to ensure your data is protected with the highest security standards.
The EIMS should pass a Privacy Impact Assessment (PIA) and comply with relevant records management legislation. This ensures that personal information is handled responsibly and within the law.
To follow best practices in security and data management, consider aiming for PROTECTED-level for your EIMS. This is the gold standard for ensuring your system is up to the task of keeping sensitive information safe.
By following these guidelines, you can be confident that your EIMS not only meets legal requirements but also protects your organisation’s data integrity and security.
Both Case Management Systems (CMS) and Investigation Management Systems (IMS) are commonly used by investigators, but they serve different purposes. While many agencies rely on case management software to track and manage case details, these systems typically focus on administrative tasks rather than actively managing investigations. In contrast, an investigation software solution is designed to manage the investigative process itself, providing tools to streamline evidence collection, case coordination, and the creation of a brief of evidence.
The key difference lies in their functionality. A case management software solution generally tracks case details, such as documents, timelines, and procedural milestones, but it doesn’t offer the specialised features that an investigation management software solution provides for managing investigations. An IMS, on the other hand, is tailored to enhance the efficiency of investigative workflows, ensuring investigators can manage complex cases, track evidence securely, and produce high-quality, well-organised evidence packages. An IMS supports not only the administrative aspects of cases but also the critical investigative tasks that lead to actionable outcomes.
When it comes to choosing an Investigation Management System, it’s not just about picking the first system you come across. It’s about finding the right tool to streamline your investigations and meet all your legal and operational needs.
Does the vendor have experience implementing investigation software specifically for government entities or similar organisations with investigative needs? Look for vendors who understand your challenges and have successfully implemented investigation management system in government or investigative settings.
In the case of Comtrac it was created by people who’ve been on the front lines of investigations, so they truly understand the challenges investigators face. This deep understanding of law enforcement means they’ve designed a system that addresses the real-world needs of investigators, not just generic case management.
When selecting an investigation management system, security is non-negotiable. Investigations often involve sensitive data, so ensuring your system complies with the highest security standards is essential. Look for an investigation management solution that has robust security protocols in place and is fully aligned with government requirements.
Comtrac is IRAP accessed to the PROTECTED level, meaning it meets the rigorous standards set by the Australian Government’s Information Security Manual (ISM). the system is built with security features that protect sensitive investigation data and ensure alignment with Australian Government regulations.
Can the system be tailored to match your unique investigative workflows and processes? Every investigation is unique, and the types of offences and breaches you handle may differ from those of other agencies. That’s why it’s crucial to choose a system that can be tailored to your specific workflows and requirements.
With Comtrac, you have the flexibility to configure the system to reflect your organisation’s legislation, offence elements, and terminology. This ensures that the platform is fully aligned with your processes, making it easier for your team to work efficiently and accurately within the context of your unique needs.
Adopting an investigation management software solution isn’t just about ticking the compliance boxes—it’s about transforming how your investigations run, making them more efficient, secure, and transparent. Choosing the right system will support your team’s needs and deliver high-quality investigative results.
Ready to take the next step? Start by assessing your current investigation processes and exploring investigation management system providers with a proven track record in government agencies. This will help you find a solution that fits your team’s needs. If you’d like to see how Comtrac investigation software can make a difference, reach out for a demo.
Understand your investigation needs
Before selecting an Electronic Investigation Management System (EIMS), it’s essential to evaluate your organisation’s specific requirements to ensure the solution aligns with your operational and regulatory demands.
Defining scope, volume and user base
Start by defining the types of investigations the system will manage. This includes identifying the specific cases, workflows, and processes that are unique to your entity. For example, if you handle a wide range of offences, from financial crimes to regulatory breaches, the system should be able to adapt to these diverse needs. Next, estimate the number of investigations your organisation handles annually. This helps determine the system’s capacity to manage case data, evidence, and documentation effectively. It’s important to consider both current and potential future volumes. For instance, if your workload is expected to increase due to Machinery of Government (MOG) changes or an upcoming task force, the EIMS should be scalable to accommodate these changes. Consider who will be using the system and how many individuals will need access. This includes not just investigators, but any other stakeholders involved in the investigative process, such as legal teams. Factor in both your current workforce and potential growth in staff. The system should be able to accommodate varying levels of access and permissions based on roles.
Integration architecture
According to Section 2.3 of the Australian Government Investigation Standards, an EIMS must be capable of integrating or synchronising with other relevant systems. Consider whether the system supports integration with key technologies, such as your case management and records management system, field inspection applications like SafetyCulture, or body-worn camera systems, to ensure comprehensive functionality.
Desired outcomes
Determine whether the system must support specific functions like creating a Brief of Evidence and prosecutions. By understanding these core needs, your organisation can ensure that the EIMS you choose is both capable of meeting operational demands and compliant with government standards.
Ensuring Compliance with Australian Government Standards
When choosing an EIMS, it’s essential to make sure it meets key Australian Government standards, as outlined in Section 2.3 of the Australian Government Investigation Standards. Here’s what you need to keep in mind:
Information Security and privacy compliance
The system must align with the Australian Government Information Security Manual (ISM) and the Protective Security Policy Framework (PSPF) to ensure your data is protected with the highest security standards.
The EIMS should pass a Privacy Impact Assessment (PIA) and comply with relevant records management legislation. This ensures that personal information is handled responsibly and within the law.
To follow best practices in security and data management, consider aiming for PROTECTED-level for your EIMS. This is the gold standard for ensuring your system is up to the task of keeping sensitive information safe.
By following these guidelines, you can be confident that your EIMS not only meets legal requirements but also protects your organisation’s data integrity and security.
Case management system vs. investigation management system: Understanding the difference
Both Case Management Systems (CMS) and Investigation Management Systems (IMS) are commonly used by investigators, but they serve different purposes. While many agencies rely on case management software to track and manage case details, these systems typically focus on administrative tasks rather than actively managing investigations. In contrast, an investigation software solution is designed to manage the investigative process itself, providing tools to streamline evidence collection, case coordination, and the creation of a brief of evidence.
The key difference lies in their functionality. A case management software solution generally tracks case details, such as documents, timelines, and procedural milestones, but it doesn’t offer the specialised features that an investigation management software solution provides for managing investigations. An IMS, on the other hand, is tailored to enhance the efficiency of investigative workflows, ensuring investigators can manage complex cases, track evidence securely, and produce high-quality, well-organised evidence packages. An IMS supports not only the administrative aspects of cases but also the critical investigative tasks that lead to actionable outcomes.
Comparing investigation software providers
When it comes to choosing an Investigation Management System, it’s not just about picking the first system you come across. It’s about finding the right tool to streamline your investigations and meet all your legal and operational needs.
Experience matters
Does the vendor have experience implementing investigation software specifically for government entities or similar organisations with investigative needs? Look for vendors who understand your challenges and have successfully implemented investigation management system in government or investigative settings.
In the case of Comtrac it was created by people who’ve been on the front lines of investigations, so they truly understand the challenges investigators face. This deep understanding of law enforcement means they’ve designed a system that addresses the real-world needs of investigators, not just generic case management.
Security
When selecting an investigation management system, security is non-negotiable. Investigations often involve sensitive data, so ensuring your system complies with the highest security standards is essential. Look for an investigation management solution that has robust security protocols in place and is fully aligned with government requirements.
Comtrac is IRAP accessed to the PROTECTED level, meaning it meets the rigorous standards set by the Australian Government’s Information Security Manual (ISM). the system is built with security features that protect sensitive investigation data and ensure alignment with Australian Government regulations.
Configurability and Customisation
Can the system be tailored to match your unique investigative workflows and processes? Every investigation is unique, and the types of offences and breaches you handle may differ from those of other agencies. That’s why it’s crucial to choose a system that can be tailored to your specific workflows and requirements.
With Comtrac, you have the flexibility to configure the system to reflect your organisation’s legislation, offence elements, and terminology. This ensures that the platform is fully aligned with your processes, making it easier for your team to work efficiently and accurately within the context of your unique needs.
Adopting an investigation management software solution isn’t just about ticking the compliance boxes—it’s about transforming how your investigations run, making them more efficient, secure, and transparent. Choosing the right system will support your team’s needs and deliver high-quality investigative results.
Ready to take the next step? Start by assessing your current investigation processes and exploring investigation management system providers with a proven track record in government agencies. This will help you find a solution that fits your team’s needs. If you’d like to see how Comtrac investigation software can make a difference, reach out for a demo.
