Case File Management

Case file management is the process of initiating a file for a particular investigation or proceeding, controlling access to the file, adding new content, utilizing case file information in court, retaining records as required by applicable statutes, and eventually destroying file information. Case files may contain a wide variety of physical and electronic information including forms, documents, photos, exhibits, affidavits, depositions, warrants, diagrams, video, notes, recordings and other items.

When a case file is first opened or created, it must be properly indexed in relation to existing case files and assigned to appropriate personnel, such as an investigator. Records to which public access must be provided must be segregated from confidential information. Proper procedures must be adhered to for viewing case file materials, adding items to case files, or updating case file information to assure the integrity of all records used in legal proceedings.

To properly control creation, access and disposition of case files, records managers rely on case file management software. A unified case file records management system is capable of managing both paper and electronic records in a variety of formats, with controls in place for creating case files, adding/updating information, auditing, retention and eventual destruction. Case file management software improves the efficiency of law enforcement and other government operations as well as ensuring the accuracy of records and information. This enables government agencies to deliver higher quality services with greater public trust.

Ideally, a case file management software system:

• Is able to manage a wide variety of physical, paper and electronic records;
• Is flexible enough to adapt to the practices of a particular agency or jurisdiction while enforcing required standards;
• Can manage court and other government records through their complete lifecycle; and
• Provides clerks, investigators and other authorized personnel with rapid access to specific information.

The term case file management is most commonly used in reference to criminal investigations and legal proceedings, though it is also used in relation to health and human services, property records, medical/patient records and juvenile case files.

Additional Resources

Michigan Trial Court Case File Management Standards (PDF), standards document produced by the Michigan Supreme Court

Law Enforcement Records Management Systems -- The Foundation for an Effective and Complete P&E System, SmeadSoft whitepaper