Award-winning solutions for Asset, Inventory and Evidence Management, focused on Public Safety

Evidence Management

Evidence photographer in bunny suit image on Evidence Management page at Provista

What if somebody created a software package designed around both evidence management and evidence collection? And what if it combined all the best aspects of previous evidence management systems, including the best as standard–no more “optional modules?”

With PR*VIDE Evidence, such a solution exists. PR*VIDE Evidence comes with screens and databases designed specifically for evidence management, evidence control, and evidence tracking, giving you the tools you need to be the best.

PR*VIDE Evidence allows the creation of vouchers and receipts, as well as evidence / currency tag printing on the spot, right where the chain of custody begins, all without a network connection. The evidence data is available to officers to include in their reports, and analysts can concentrate on their jobs immediately, all without additional data entry.

Fast and simple data extraction for reports, simple and safe movement management, attachments, and bar codes are all available from a browser. In this evidence software, all of it is standard. No purchasing additional modules.

Best of the Best.

  • Need to extend access to others in the chain of custody? Simple. Create a new user and grant appropriate access.  Standard.
  • Your evidence management software has to support thousands of officers? PR*VIDE Evidence can do it. Standard.
  • Do you need role-based access down to the field level for added security? Standard.
  • Is entry and change audit capability required? Standard.

PR*VIDE Evidence software really does incorporate the best of the best.  Because it is built on IBM’s Maximo, a truly scalable solution.

When it comes to Evidence Management, it’s all here. Identifying what’s available for action; the process to approve for action; selection for disposition; scheduling and executing actions.They are all managed with ease and complete control.

PR*VIDE Evidence delivers information about Evidence and Cases that require attention or action directly to your “console view”, your own Start Center. Need access while in the warehouse, or out in the lot? Just grab that tablet and Bluetooth scanner (the size of a key fob) and you’re ready. The entire system on the go, and it’s lightweight too.

No longer will you spend time chasing down what needs to be done. PR*VIDE Evidence tells you the answer. It helps you be pro-active, from the moment evidence is collected through timely and appropriate disposition. All the while, PR*VIDE Evidence maintains records beyond disposal for audit purposes.

PR*VIDE Evidence protects evidence, protects the parties tasked with handling evidence, and protects you, the guardian of that evidence.

The Best of the Best.


Features and Functions 

Start Center

Your own Action Portal to address the things that need your attention. Configured for each Role or Individual, the action portal highlights items at the top of your to-do list, and areas that present risk. It can also display KPI status. 

Never need to Synch again

There’s no need to synch because you are connected to the main database in real time. What you see is what everyone else sees. What you do, everyone else can have access to right now. As long as you have an internet connection, you are on-line.

PR*VIDE Evidence was never a client-server based system, so there’s no need to migrate from old technology. For the IT people, under the hood is current SOA technology based on J2EE applications. For disconnected capabilities, Maximo uses .NET

Chain of Custody

Chain of custody is one of the most important aspects of evidence management. PR*VIDE Evidence gives you iron-clad chain of custody tracking.

Browser-based is not an option – it’s all browser based

PR*VIDE Evidence is a browser-based solution, so whenever you can connect to your network, you have full capability, wherever you are. You can perform any task you can do at your desk from anywhere you happen to be. FULL capability.

There’s Mobility, then there’s Maximo mobility

No more working with complicated CE-based scanners or a PDA that constantly needs software and data loaded, updated and maintained. No more being chained to the desktop PC with the evidence management software loaded. No more complicated scanner devices that have to synch.

PR*VIDE Evidence allows you to take it with you.  All of your functions are available on a low-cost tablet equipped with the integrated camera and a Wi-Fi or Bluetooth key fob barcode scanner.  You have it all. Take your full capability with you on a lightweight, portable device.

No More Modules.

It’s all here; fully integrated and standard. Evidence Collection and Evidence Management in one comprehensive package containing the best of the best.

Extend your reach

Evidence Collection via PR*VIDE Access for Evidence is straightforward. You need to collect the information anyway, so why not just collect it once and use it many times? A voucher for the site, an evidence submission report, and evidence labels; are all available at the site with equipment you probably already have. Chain of Custody starts at the scene of the incident, and it’s already logged in the system.

It’s no longer necessary for the Property Officer to enter all the data a second time. It just needs to be confirmed.

If you have network access you can use the MDT or your Tablet. Without network access, you simply use PR*VIDE Access for Evidence Disconnected. Everything is stored on the device, and is transferred to the central database as soon as a network connection is made. The data can even be stored on a memory stick.

With a portable barcode printer, evidence labels can be made on the spot. With a printer to handle standard paper, vouchers and reports can be generated right then and there.

Low maintenance

If you can connect to the network, your real time system is right there with you, providing access to everything from any location at any time of day or night. With no restrictive seat licenses, there is no being tied to a specific machine or location. No installation on the client means lower support costs.

Always reachable

Because PR*VIDE Evidence software is all web browser based, you can access the system from any network-attached browser. Workflow and email-enabled actions allow the system to notify you of items requiring your attention.


Electronic files associated with evidence can simply be attached to the evidence record. The same holds true for electronic as evidence itself. Nothing could be simpler.

Associated Users – the full team

There are often many individuals who require access to information maintained with your Evidence Management system. Some need to view online information, some want regular reports.

With PR*VIDE Evidence, you can decide who has access. Again it’s simple. They need three things.

  • Permission to obtain the information they request – that’s an internal question.
  • Access to the system and a browser – a capability they probably have already.
  • A PR*VIDE Evidence license to do it – that’s what the ROAR license is for. It provides secured Read-Only And Reporting access based on security and role settings, PLUS a personalized Start Center and, Action Portal.

Extend your system to the Courts, the DA Office, the Labs, and anyone else who officially touches evidence, and do it simply and securely.

PR*VIDE Evidence – built specifically for Evidence Management 

We recognize that Evidence Collection and Management is a unique form of Asset Management. As such, we took the decision not to squeeze a specialty into a general box, but to develop a specialized capability different from our Public Safety Asset Management system – PR*VIDE Pro. With the complexities of this function and in Chain of Custody tracking, you don’t want a cobbled-together solution. You need a dedicated solution built for the job, not a simple barcoding document or file management system.

Access Control

Security and access control are vital in any Evidence Management System. PR*VIDE has multiple layers of access control that can be applied with the flexibility to use only those you need. Every person is a member of at least one Security Group. A Security Group has an array of functions appropriate to users in that role. Members have that capability, and can belong to multiple security groups.

Use of individual functions can be granted or revoked. This goes down to field level on a screen – whether you can view it, update it or even see it, is all configurable.

Location, location, location

Any Evidence Management solution must be able to track multiple locations. Some will be real physical locations and some will be “holding” locations such as “In Transit” or “County Court.” Others will be segregated or restricted locations such storage for Firearms or Narcotics, locations that may be physically separate or exist as a location within another location. Whatever the arrangement, Maximo gives you the ability to manage multiple locations simultaneously with visibility across al all of them. Maximo can even handle group managing 30, 300, 3000 or more evidence rooms across an entire State, or across an entire Federal Agency (or Agencies, for that matter).


Prevent “Garbage In, Garbage Out.”

While you might end up with a literal piece of garbage as an item of evidence, you don’t want garbage database entries. If the information entered does not comply to standards, retrieving that information for a report is extremely difficult. That’s why as much information as possible is based on standard tables already loaded into PR*VIDE Evidence.

By utilizing NCIC table data as reference points, standard descriptions and classifications can be used. This makes it easier to put good information in with reduced effort and increased accuracy. While most people focus on collecting information, the information isn’t worth much if it cannot be retrieved with ease.

Active Directory

PR*VIDE already has this capability included as one of the secure sign-on / authentication methods offered as standard.

No such thing as a Desktop Client

The Maximo PR*VIDE applications is built with a Java 2 Enterprise Edition (J2EE), n-tiered component architecture with PR*VIDE Access built on a .NET platform. It is one of the few major applications J2EE certified, and is the standard for developing multi-tier enterprise applications.

The underlying solution was built from the ground up in a true Web Architecture with a non-proprietary, standards based technology framework.

Developers Tools Included, batteries not!

PR*VIDE Evidence is unique in the Asset Management arena because of the support and development tools supplied with the solution. Everything is here to further develop or customize PR*VIDE Evidence as you wish.  We also offer advanced Technical training via IBM and other specialized suppliers. Every implementation includes all of the following:

  • Easy-to-use Application Designer
  • Integrated Database Configuration Tool
  • Configurable role-based User Interfaces
  • Real-time KPI-based dashboards
  • Configurable graphics
  • Powerful Escalation Engine
  • Easy-to-use Workflow Builder
  • Standardized workflow engine

All of these are included standard.

Proactive and Reactive Information Retrieval (Reporting)

or sort those records according to the fields on that screen. The records can be reviewed Most data retrieval is reactive – ask a question and receive an answer. PR*VIDE Evidence can satisfy this requirement in several ways.

Search / Advanced Search – Every list screen allows the user to make a subset of records individually or as a batch. Advanced Search provides multi-field, ad-hoc search capability using either complete text or partial values. This feature supports all standard QBE selection parameters. Once created, these queries can be saved and also made “public” so others may use them. They can be scheduled to run at given times and intervals, and the output can be emailed to specific individuals or to a distribution list. That output can be in Excel, PDF or CSV format.

Ad Hoc Reporting – This powerful reporting tool is available from every screen. Existing reports can be either scheduled or run interactively. Advanced formatting and record selection can be made when modifying or creating additional reports. Multiple output formats available.

BIRT Reports – More traditional “canned” reports are available, too. The BIRT reporting capability is a tool reserved for the advanced report developer. Powerful capability for use in complex report development.

TFORMer Developer – An advanced WIYSIWYG form, report and barcode label development tool is an optional additional capability if you want to design your own Forms. Give us your old ones and we’ll help you design better replacements.

And, PR*VIDE Evidence is again unique in that it includes a proactive data retrieval format.

Start Center - A special Home Page can act as a decision portal by developing a series of queries to determine actions that need completing, and conditions that require action, along with their associated KPIs. It brings to the forefront those items you determined should get attention when they occur. This is where the information comes to you without having to query the database. It’s not just for evidence professionals, but the entire Agency using the PR*VIDE ROAR tool. 

Disposition – the end game and the real bottleneck

PR*VIDE Evidence includes a systematic review process assuring that each item of property and evidence is evaluated for possible purging. This review can be run at any time, based on an elapsed period of time, or completion of all legal and departmental mandates. By tying together the included workflow engine and email or PR*VIDE ROAR, evidence due for disposition review are sent to the Case Officer. Disposition via all standard means and methods is available in the system.

Select rather than type

Drop down values, master files and lookups are used wherever possible for two reasons.

Why type in standard information that is used time and time again?  More importantly, by selecting from a value list, the value is always spelled the same way, increasing the quality of your data. A misspelled word means something just got lost in the system. Drop down value helps to prevent this from happening.

Virtually every “Code” in the system can be printed as a Barcode and attached to an item for reference and scanning, minimizing human error.


organizations. The capabilities are available to all, providing an evidence management system for all the shelves and bins in any given location, and Because of the way PR*VIDE Evidence is built, the same solution can be used by both small and large all the locations in the jurisdiction.

Front and Back Office

Evidence collection and evidence management are both are essential parts of the process that need each other to do the job well.  PR*VIDE Evidence provides the tools.