What’s Really Slowing Prosecutors Down? 5 Hidden Evidence Problems

You’re three days from trial. The footage is missing. The redactions aren’t done. And now, your strongest evidence might not make it into court.

For many prosecutors, this isn’t a hypothetical—it’s the daily reality of working with fragmented digital workflows. From hunting for body camera clips to reconciling files across email chains, shared drives, and USBs, valuable time is lost before case strategy even begins.

As digital evidence becomes a factor in nearly 90% of criminal cases, the systems that once felt “good enough” are now costing offices time, staff energy, and—at times—case outcomes.

Chris Fronk, Chief Deputy Prosecuting Attorney for St. Joseph County, Indiana, put it plainly: managing digital evidence today feels like “playing catch-up on a constant daily level.” Prosecutors aren't short on effort—they’re short on systems that work for the pace and complexity of modern prosecution. And as Susan Smith, Product Marketing Manager at Utility, explained, “Many prosecuting agencies receive evidence through a variety of channels, and that lack of consistency directly affects their ability to ensure the evidence is secure and untampered.

1. Disconnected Systems Waste Time

Evidence arrives from everywhere—patrol uploads, third-party portals, flash drives dropped off by investigators—each with its own format and timeline. There’s no consistent structure, no standard process, and no central place to work from. Instead of starting with a legal strategy, prosecutors spend hours just trying to collect and verify what they’ve received. Fronk noted that many offices are lucky to have dedicated staff for data management and retrieval, “but not a lot of prosecutors’ offices are able to do that.”

Smith highlighted a major pitfall of this fragmented intake: “Every time there’s not a standard practice of bringing in that digital evidence… it creates a burden on the prosecuting agency to not just acquire the evidence but then take it and make a strong case with it.”

2. Redundant Work Drains Your Team

When files are scattered and roles aren’t clearly tracked, teams end up duplicating efforts without realizing it. One prosecutor redacts a video on Monday; another starts over on Wednesday, unaware the work was already done. “It’s a very manpower-intensive thing,” Fronk explained, and counties often aren’t willing to budget for additional support or storage. That leaves attorneys stuck doing administrative work when they should be strategizing.

This isn’t just inefficient—it’s demoralizing. When talented prosecutors spend more time downloading files than building cases, the system’s weaknesses become the staff’s burden.

3. Discovery Delays Create Real Risk

Broken workflows aren’t just inefficient—they’re dangerous. Incomplete or late disclosures can lead to sanctions and even exclusion of critical evidence. A 2023 legal review found discovery-related sanctions frequently stemmed from mishandled digital submissions. In one Georgia case, lost metadata and missing text messages led a judge to toss major evidence and trigger a full review of the agency’s practices.

Fronk emphasized that “you’ve got to be careful about how you’re using [digital evidence] and how thoroughly you’re analyzing. Otherwise, it’s almost useless.” Smith added that prosecutors need to demand systems that track every interaction with a file and ensure secure sharing: "A digital evidence management system (DEMS) requires advanced technology that tracks and audits activity related to case files and cases themselves. This must include security of data, both within the system and when it's shared for discovery."

That kind of digital trail is critical when prosecutors face defense teams who challenge whether evidence was received—or whether it was altered. “We’ve had prosecutors tell us, ‘I’m frustrated with the defense continually saying they didn’t receive the files through discovery.’ A strong DEMS can disprove that,” Smith said.

4. Old Tools Slow Everything Down

Despite the explosion of digital evidence, many offices are still relying on outdated file shares, manual processes, and tools designed for storage—not prosecution. These systems require more steps, more verification, and more staff time to do basic tasks like redaction or case sharing. Fronk put it best when he said, “We want total security, but total access… total simplicity, but total comprehensiveness. That’s what it’s going to take to revolutionize prosecution.”

Smith echoed the reality of this inefficiency, particularly when tools aren’t built for scale: “Cases typically have thousands of files depending on the critical nature of the case… it can get really messy really quick.” The result? Redactions that take hours longer than necessary and critical review time spent fighting outdated platforms.

5. You’re Managing Files, Not Cases

As digital evidence piles up, many prosecutors find themselves spending more time organizing folders than preparing arguments. Legal strategy becomes secondary to file management. With thousands of cases already backlogged nationwide, it’s a trend DA leaders can’t afford to ignore.

Smart digital evidence platforms aren’t just about storage—they’re about time recovery. Smith pointed to recent examples: “What used to take 10 resources, clients have been able to back down to four because they are using the tools… in our HELIOS by Utility™ platform.” That efficiency includes built in AI-driven efficiency tools for redaction, transcription, and translation, helping cases move toward court readiness faster and with less human strain. “These efficiency tools are focused on getting you court-ready using technology to assist with quicker file preparation, saving time and cost,” she explained.

The real shift happens when attorneys can stop chasing files—and start preparing their cases.

Want to Fix What’s Slowing You Down?

If this sounds familiar, you’re not alone—but you don’t have to keep working with broken systems. We’ve created a resource outlining the top things every District Attorney’s Office should know when evaluating a Digital Evidence Management System (DEMS). Inside, you'll learn:

• What streamlined, prosecutor-first case management really looks like

• How to ensure CJIS compliance and maintain a secure chain of custody

• What tools help teams collaborate, redact, and scale without adding staff

For offices facing rising caseloads with flat resources, this guide outlines how to recover time and reduce risk—without adding staff.

Get the Guide: Top Things to Know About Prosecutor DEMS

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