Today’s investigations generate mountains of digital evidence that no filing cabinet, local server, or IT budget can contain. A single smartphone can hold more than a terabyte of data—tens of thousands of emails, chats, images, videos, and app records—while laptops, cloud accounts, and IoT devices add even more. A single case can balloon into multiple terabytes of evidence that must be preserved, acquired, analyzed, and authenticated in court.

For police leaders, the issue isn’t whether digital evidence deserves the same protection as physical evidence. It’s whether your agency can manage that evidence with the security, efficiency and accountability the justice system demands.

The solution clearly points to the cloud.

 

Where On-Premises Storage Falls Short

For years, agencies leaned on local servers, external drives, and USB sticks. On the surface, that seemed like control. In reality, it’s a perilous and costly way to safeguard evidence.

“On-premises systems once made sense because they were the only option. Today they represent unnecessary risk.”

• Local servers: Servers are expensive to buy an maintain; they require major upfront spending and constant IT resources. Within a few years, hardware is obsolete, patches get delayed, and backups fall behind.
• Fragile by design: A server in a basement or evidence room is vulnerable to power surges, floods, fires, and even dust and heat. A single crash can wipe out years of case evidence.
• Insecure devices: USB drives and portable media can be lost, stolen, or easily accessed without proper encryption. One missing thumb drive can unravel an entire investigation or prosecution

Defense attorneys are quick to attack sloppy digital evidence handling. A lost file or broken chain of custody documentation doesn’t just weaken a single case, it hands the defense a gift to attack the integrity of all the investigative work by the department and a platform to sow public distrust in the system.

 

Why The Cloud Is Different

Across North America, agencies of every size are adopting the cloud—not as “someone else’s server,” but as infrastructure, purposely built for resilience and accountability. Cloud platforms provide security levels most agencies could never replicate in-house.

• Encryption everywhere: Evidence is encrypted at rest and while in transit. Even if intercepted, the dataare useless without the proper keys.
• Stricter access controls: Multi-factor authentication and role-based permissions ensure investigators only see the evidence they are authorized to access.
• Reduced costs: Cloud storage eliminates the need to buy, maintain, and replace expensive servers and drives. Agencies pay only for the capacity they use—reducing upfront and ongoing IT expenses—while maintaining high security, redundancy, and compliance. This frees IT staff to focus on helping investigators rather than routine maintenance.
• Audit trails by default: Every access attempt is logged, creating an irrefutable chain of custody for court purposes, while also giving department leadership the ability to track every interaction with the evidence. When defense attorneys question department evidence handling, agencies can point directly to a verified audit trail.
• Resiliency by design: Data are maintained across multiple facilities with redundant power, climate control, and disaster recovery procedures in place. The threat of catastrophic evidence loss from a single factor vanishes.

Put simply, where a local server is one power surge away from disaster, the cloud is built to withstand it.

 

Security You Can Demonstrate

Cloud providers don’t just promise security—they prove it. Independent security audits and certifications like ISO 27001, SOC 2, and the FBI’s CJIS Security Policy hold providers to standards far above what most agencies can sustain alone. This security gives police leaders something priceless: documented, verifiable assurance that evidence is being safeguarded at the highest level—proof that withstands scrutiny from the courts, defense attorneys, and the public.

 

Built For Growth

One big case with multiple devices and cloud accounts can generate terabytes of data in a matter of days. On-premises systems force agencies to overbuy capacity “just in case,” leaving expensive hardware underused. Cloud storage scales on demand, so agencies only pay for what they use.

Flexibility also makes retention easier to manage. Evidence can be kept as long as policy requires and removed when it’s no longer needed. No stacks of outdated drives and no half-empty servers collecting dust.

 

You’re Already There

Cloud technology isn’t new to policing. Agencies rely on it every day. Microsoft Office 365 and email systems run on cloud infrastructure. Body-worn camera platforms store video in the cloud. Computer-aided dispatch  systems and records management systems  already operate in cloud environments. Prosecutors often use cloud-based file sharing to share discovery materials. Even crime analysis tools that map calls for service or identify hotspots frequently run on cloud platforms. Agencies from small municipal departments to statewide investigative bureaus are already entrusting sensitive data to the cloud. Extending that trust to digital evidence storage isn’t a leap—it’s a continuation of how modern policing already works.

A special note on CSAM: Child sexual abuse material (CSAM) requires additional caution and consideration. Federal, state, and local laws and policies around CSAM storage vary widely—some jurisdictions allow cloud storage under strict conditions, while others prohibit it entirely. Because this is a highly sensitive and evolving area, agencies must rely on clear legal guidance from their agency’s attorneys and establish strict internal protocols to ensure compliance.

 

The Leadership Imperative

At the end of the day, this decision is bigger than IT, it’s about leadership. Would you be able to look a judge, a defense attorney, or your community in the eye and say your agency has done everything possible to secure critical digital evidence?

On-premises systems once made sense because they were the only option. Today they represent unnecessary risk. One failed hard drive, one misplaced USB, or one unpatched server can collapse a case and shatter public trust. The cloud offers stronger safeguards, greater flexibility, lower overall costs, and a future-proof foundation for investigations that grow more data intensive every day.

Leaders who act now won’t just save money or avoid technical headaches. They will protect the integrity of their department’s cases, the trust of their communities, and the pursuit of justice itself.

Disclaimer: This article is for informational purposes only and does not constitute legal advice. Laws and policies vary by jurisdiction. Agencies should always consult local statutes, regulations, and legal advisors before making storage decisions involving sensitive evidence.

 

About Magnet Forensics Magnet Forensics is a leader in digital investigation solutions, offering a suite of tools within the Magnet One platform, like Magnet Axiom, that utilize cutting-edge AI technology to aid in investigations. Magnet Forensics’ platform goes beyond simple data recovery, incorporating artificial intelligence to the analysis of evidence from mobile devices, computers, and cloud sources. This innovative approach empowers investigators to sift through vast amounts of digital information, quickly identify relevant details, and generate comprehensive reports. To learn more about Magnet Forensics please visit www.magnetforensics.com.