Investigative Case Management Requirements

Find the answer where the question is.

A detective reading a witness statement spots a license plate and wonders, “Where else have we seen this plate?” In Hubstream, they can follow the plate directly to other reports that mention it, without leaving the statement to start a separate search.

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01 · Incoming lead

A commercial off-the-shelf (COTS) investigative case management system gives an agency a configurable electronic case file from referral through closure. The requirements are familiar: log the case, assign leads, preserve evidence, review findings, and document the outcome. What changes is how quickly someone can put new information in context and decide what to do.

One lead, two ways to investigate

County B reports a cargo theft. A witness saw a white box truck with a plate ending in 555. Could another county’s report help identify it? Step through each workflow below at your own pace.

Traditional case management workflow
Case management systemStep 1 of 4

County B · CB-26-1187 · Witness statement“I saw a white box truck. I could read only the last three plate characters: 555.”

Start with the case file.

Search plate ends with “555”
CA-26-0412 · Cargo theftCounty A · 1 matching vehicle record

The incoming report is no longer on screen.

County A · CA-26-0412 · Case fileCargo theft · Vehicle: white box truck · Plate 1FAKE555

Find the witness statement in the case file.

County A · CA-26-0412 · Witness statement“I saw a white box truck with plate 1FAKE555.”
County B · CB-26-1187 · Witness statement“I saw a white box truck. I could read only the last three plate characters: 555.”

Compare the two accounts from notes or by switching back and forth between the cases.

How it works in Hubstream
Hubstream investigation workspaceStep 1 of 4

County B · CB-26-1187 · Witness statement“I saw a white box truck. I could read only the last three plate characters: .”

Start with the common identifier. Click the highlighted 555 in the statement to begin.

County B · CB-26-1187 · Witness statement“I saw a white box truck. I could read only the last three plate characters: 555.”
County A · CA-26-0412 · Witness statement“I saw a white box truck with plate 1FAKE555.”

Only the shared characters are highlighted. The incoming report stays in view.

County B · CB-26-1187 · Witness statement“I saw a white box truck. I could read only the last three plate characters: 555.”
County A · CA-26-0412 · Witness statement“I saw a white box truck with plate 1FAKE555.”
AI summary for review

Both witnesses describe a white box truck. County A’s witness recorded 1FAKE555. County B’s witness saw only the ending 555. The descriptions are consistent, but the reports alone cannot establish that it was the same truck.

County B · CB-26-1187 · Witness statement“I saw a white box truck. I could read only the last three plate characters: 555.”
County A · CA-26-0412 · Witness statement“I saw a white box truck with plate 1FAKE555.”
Assignment · Follow-upRequest County B’s loading-dock footage to check the remaining characters.
Read the full scenario as text

Traditional case management workflow

  1. The incoming County B statement (CB-26-1187) reads: “I saw a white box truck. I could read only the last three plate characters: 555.”
  2. Open search and enter the plate ending 555.
  3. Open the matching County A case (CA-26-0412) and find the witness statement: “I saw a white box truck with plate 1FAKE555.”
  4. Return to the incoming report to compare the two accounts.

How it works in Hubstream

  1. Select 555 in the incoming County B statement.
  2. County A’s statement opens beside it, with only the shared characters 555 highlighted.
  3. Choose “Compare accounts.” The AI summary reads: Both witnesses describe a white box truck. County A’s witness recorded 1FAKE555. County B’s witness saw only the ending 555. The descriptions are consistent, but the reports alone cannot establish that it was the same truck. Both source statements are linked.
  4. Choose “Assign follow-up”: request County B’s loading-dock footage to check the remaining characters, with both reports linked to the assignment.

Conceptual comparison using fictional records. Individual systems vary.

For a deeper walkthrough of comparing records and preparing a weekly bulletin, see Investigative Workflows.

02 · Core requirements

What should your team be able to do?

Choose a role, take the action, and watch the workspace change.

Try it: Pull every report on a person, then add his alias as a synonym to find one that never uses his name.

Hubstream investigation workspaceStep 1 of 4

Person record · East Side crew · Known associateJohn Mercer, 24. Search reports that mention .

Start with the person. Click the highlighted John Mercer to pull every report that mentions him.

ReportsLink analysis
10 reports name John Mercer. One records an alias. Add it to his synonym list: .
FI-26-0331Field interview · Sep 14“Mercer says everyone calls him Johnie Apple. Always eats an apple for lunch.”Name
CA-26-0388Assault · Aug 30John Mercer listed as a witness outside the Elm St. store.Name
CA-26-0291Traffic stop · Jul 22Passenger identified as John Mercer.Name
+ 7 more reports that name John Mercer

A field interview recorded his nickname. Next, click the highlighted Johnie Apple to record it as a synonym, so searches for him include it.

ReportsLink analysis
11 reports now that Johnie Apple is a synonym. Friday’s robbery names only Johnie Apple. See how it connects in .
CB-26-1203Robbery · Fri 11:20 PM“The victim said Johnie Apple set up the meeting and took the phones.”Synonym
FI-26-0331Field interview · Sep 14“Mercer says everyone calls him Johnie Apple. Always eats an apple for lunch.”Name
CA-26-0388Assault · Aug 30John Mercer listed as a witness outside the Elm St. store.Name
+ 8 more reports that name John Mercer

The robbery report never mentions John Mercer. Next, click the highlighted link analysis to see the connection.

ReportsLink analysis
named insynonymnamed inJohn MercerPerson record10 reportsNamed as John MercerJohnie AppleSynonym · from FI-26-0331CB-26-1203 · RobberyNames only “Johnie Apple”named insynonymnamed inJohn MercerPerson record10 reportsNamed as John MercerJohnie AppleSynonym · from FI-26-0331CB-26-1203 · RobberyNames only “Johnie Apple”
What you just sawSearching by name found ten reports. Adding the alias from one of them to the synonym list brought in a robbery report that never uses his real name.

Conceptual illustration using fictional records. Individual systems vary.

Core requirements at a glance

Key requirement
What your team can do in Hubstream
Act on an incoming lead
Select a plate in a witness statement. Related reports open beside it, so you can compare accounts without losing your place.
Route tips and manage cases
Route incoming tips automatically using agency rules. Keep the original tip, assigned investigator, and next action together through review and closure.
Connect cases
Follow a vehicle across investigations. Compare where and when it appeared, then open the reports behind each connection.
Summarize and verify findings
Ask AI, “What do both witnesses agree on?” Get a summary with links to their statements, including details only one witness reported.
Track evidence and approvals
Scan an item at handoff to record custody. A supervisor reviewing the report can open the supporting exhibit directly from the finding.
Understand trends and workload
Select a spike in cargo thefts on a live dashboard. See which cases drove it, who owns them, and where follow-up is needed.
Adapt the workspace
Investigators can adjust their own views. Authorized staff can add a field or change an approval route without writing code.
Protect sensitive details
Let a detective act on a tip while restricting the source’s identity. See who changed a record, when, and what the previous value was.
03 · By role

Compare requirements by role

Choose a role to compare its core requirements in a traditional workflow and in Hubstream.

Investigators

When a tip comes in, what does it add to an open case, and who needs to act?

Requirement
Traditional workflow
What you can do in Hubstream
Tip triage
Screen and forward tips manually. Related cases can be missed.
Route tips automatically using agency rules. Select a plate or address to see related reports and assign follow-up.
Evidence tracking
Log the transfer, then update the case. Tracing a handoff can require checking both records.
Scan the barcode at handoff. See who held the item, where, and when, directly from the case.
Report approval
Submit the report and exhibits separately. Reviewers spend time finding the source behind a claim.
Generate a draft from case data. The supervisor can open the linked exhibit, request edits, or approve.
04 · Procurement

Procurement questions

Can we keep our existing CAD and RMS?

Yes. Your agency can keep its computer-aided dispatch system for dispatch and its records management system for official records. Hubstream supports the investigation that follows. The information exchanged depends on the integration scoped for your agency.

What can users change themselves?

Users can adjust their views within agency policy. Authorized staff can configure fields, forms, and approval routes without writing code. During a walkthrough, try changing a view as an investigator and changing a field as an administrator.

What can our security team review?

Hubstream is hosted on Microsoft Azure. Your team can request Hubstream’s SOC 2 Type II report and review the environment and controls proposed for your deployment. Use a restricted case to test what each role can see.

How will we verify migration and integration scope?

Identify the source systems, attachments, relationships, and interfaces your agency needs. Ask for implementation and integration services to be itemized. Use a sample case to verify the migrated records, a correction from a connected system, and the contents of an export.

See how your team would work a case

Bring a task your team handles every week. We’ll follow it from the first report to the decision your team needs to make.

Schedule a walkthrough → Chat with our team