Background:

Southern California Digital Forensics (SCDF) is a specialized firm focused on digital forensic investigations, helping clients uncover and analyze digital evidence with precision and accuracy. The firm is known for its expertise in managing complex investigations, where the stakes are high, and the need for meticulous attention to detail is essential.

Problem:

As SCDF experienced significant growth, the increase in caseloads made it challenging to track various aspects of each case, including status updates, billing processes, and the need for additional discovery. The existing method, which included a manual log of cases via whiteboard, quickly proved to be unmanageable, “The increase in the number of cases I was handling made whiteboard tracking untenable,” Aaron King, the founder of SCDF, states. The outdated process was not capable of keeping up with the growing number of cases, leading to a need for a more streamlined and effective solution.

The primary goal was to improve case management, reducing the amount of time and energy spent on administrative tasks, thereby allowing SCDF to focus more on actual casework, “I wanted to streamline case tracking and management,” King states. “Reducing the amount of time and energy spent tracking cases would, in turn, increase the amount of time spent actually handling cases.”

Search:

SCDF’s search for a solution was driven by the need to find an easy-to-use product that could manage all aspects of case tracking. King discovered Savance Workplace through an internet search and was immediately interested in the capabilities of the system. He was especially impressed by the intuitive interface and visually appealing displays. “Savance Workplace seemed user-friendly with beautiful graphic display options that seemed easy to update.”

Solution & Implementation:

After careful consideration of their needs, Savance provided SCDF with a customized case-tracking solution using its Electronic In Out Board and Status Board solutions. The Electronic In Out Board utilizes a configurable question manager and browser interface to allow for easy addition and management of cases. Since the Electronic In Out Board, on default, is set up to track people, some fields were customized to fit SCDF’s workflow. For example, instead of the defaults for “Last Name” and “Sign-In Time”, these were changed to “SCDF Case #” and “Case Received Date”.

The integrated, wall-mounted Status Board provides a real-time overview of all cases, allowing King to quickly assess the status of each one from a glance. Since the Status Board would be displayed at the firm, a dedicated Savance designer also provided a custom design that incorporated the firm’s brand guidelines for a polished look. Overall, these Savance solutions allowed for a fully customizable and configurable product to capture the exact information SCDF required.

Results & Benefits:

Since implementing the new case-tracking solution with Savance, SCDF has experienced significant improvements in efficiency. The custom Status Board enables King and his team to quickly see where each case stands; whether it is ready to start, actively being worked on, paused, or waiting on discovery. On the other hand, the Electronic In Out Board provides a user-friendly browser interface that details essential information like client name and payment status.

This increased productivity has allowed SCDF to spend more time on tasks that directly contribute to the firm’s revenue than on manual, administrative work, “I can glance at my status board and know where I am at with each case I am handling,” Aaron King reflects. “This has helped me spend more time on operations that produce money.”

The solution has not only saved time but also enhanced the accuracy of each case, something that has positively impacted the business, “I’ve reduced the amount of time and energy I’ve spent on keeping track of the various aspects of each case,” King explains. “My operation has become much more efficient after implementing the Savance solutions.”

King is highly satisfied with the support and responsiveness of Savance Workplace. He praises their efforts in meeting SCDF’s needs and highlights how much it helps business, “I’m completely satisfied with all the aspects of my experience with the Savance team!”

From Savance’s perspective, we’re grateful for the chance to bring SCDF’s vision to life, “Part of what sets Savance apart from competitors is the fluidity and involvement of our team in the sales and deployment process,” states John Loria, the Sales Executive at Savance. “It was a pleasure working with Aaron and having the ability to showcase a fully built solution right off the bat in our first meeting with the data that was on his old board. There aren’t a lot of companies that can showcase a fully deployed solution, in action, in the first meeting with a client.”