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Evidence Storage At Toronto Law Firm

Evidence Storage At Toronto Law Firm

TEMPORARY EVIDENCE STORAGE GETS A SECURE OVERHAUL AT TORONTO LAW FIRM

Everyone knows that law enforcement agencies are responsible for preserving and securing thousands of pieces of evidence. However, most people never think about law firms and their responsibility for preserving the chain of custody. While law firms and litigators don’t store evidence long-term, they can hold it for short periods of time while working through their cases.

Law firms have a responsibility to ensure that evidence isn’t lost or tampered with, and are held accountable for the security of evidence to maintain the integrity of the case.

TEMPORARY EVIDENCE STORAGE FOR CONFIDENTIAL CLIENT INFORMATION

A law firm in Toronto that handles many high-profile cases needed a more secure evidence storage solution in their office. After all, if the security and integrity of their evidence was questioned, it could lead to doubts about their own integrity and weaken their cases in court. They also wanted their clients to rest assured that their confidential information was being protected properly.

COMPACT AND SECURE TEMPORARY EVIDENCE STORAGE LOCKERS

With very little space to install updated evidence storage in the law firm, they reached out to Rob McClelland at Spacesaver Solutions to see if he could help design a system that was compact and secure. Working with the law firm, Rob decided that evidence lockers were the perfect temporary evidence storage solution.

With tamper-proof locking doors and all-steel construction, the evidence lockers added a new layer of security to give the law firm and their clients peace of mind. Rather than a bank of standard lockers, the new system included multiple sizes of lockers to accommodate a variety of evidence – from files to boxes to bagged items – in a smaller space.

LAW FIRM KEEPS TRUST OF CLIENTS WITH TEMPORARY EVIDENCE LOCKERS

With the new lockers, the chain of custody control for evidence now goes through one designated employee at the law firm who deposits and removes all evidence to ensure that every item is accounted for. The doors are only accessible from one side to ensure that no evidence has been tampered with.

The law firm was so happy with the results of the first project that they installed more lockers on other floors of their office. They can now rest easy maintaining the trust of clients and the court, knowing that their evidence storage is secure, organized, and compact.

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Niagara Regional Police Service Records Storage

Niagara Regional Police Service Records Storage

IMPROVE TRACKING AND RETRIEVAL OF ALL INFORMATION

Niagara Regional Police Service provides law enforcement to 12 municipalities and one of the nation’s busiest border crossings. Their new headquarters consolidates three police facilities and district operations for Niagara region. Because of this new headquarters they had to relocate boxes, fingerprints, records storage, warrants, criminal files, and more from an off-site facility and centralize. The main objective was to improve tracking and retrieval of all information.

CENTRALIZE RECORDS WHILE MAXIMIZING SPACE AND EFFICIENCY

Working with Niagara Regional Police Service, our storage and records management specialists designed a high density system, coordinated a large file move, and installed evidence lockers to protect the chain of custody.

An important part of this new facility is records storage and tracking. The NRPS needed a system that would centralize their records while maximizing space and increasing the efficiency of file storage and retrieval. To optimize the benefits, they scanned and barcoded each box placed into the high density shelving units for functional tracking and retrieval.

PACKING AND RELOCATING FILES WITHIN THE SAME DAY

The main challenge with this project was while our team was moving files to the new headquarters, officers still needed access to them for ongoing cases. These files are highly sensitive and minimal downtime was crucial. Spacesaver Solutions worked efficiently to pack and relocate active files within the same day.

Throughout the project, Spacesaver Solutions moved 5,723 banker boxes full of records, 1,340 bins of criminal files, and merged 2 file collections from off-site locations.

POWERED HIGH DENSITY SYSTEM FEATURES AUTO MOVE AND AISLE ENTRY SENSORS

Equally as impressive as the file move is the massive high density system that was installed in the new facility for records storage. The system is powered and features auto move and aisle entry sensors. This ensures the information stored within is secure, and everyone accessing the system is doing so safely.

PROTECTING THE CHAIN OF CUSTODY

Spacesaver Solutions also provided evidence lockers featuring Controloc technology. This technology allows for unparalleled preservation of the chain of custody as departments can control and review access to each individual locker in real time. Authorized personnel can track who accesses the system, which lockers they enter, and the date and time of every transaction.

AN EXCITING CHAPTER IN OUR HISTORY

We are happy to be in our new facility. We appreciated the expertise of Spacesaver Solutions who worked closely with our Records Team. They helped us comprehend the full extent of our needs and designed a solution that works effectively within our new space. We no longer have to rely on off-site storage facilities and can better maintain the chain of custody. Our Headquarters project was an exciting chapter in our history and has prepared us for a new era in policing

Manager of Corporate Records and Information Management

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