Trying to manage investigations using a spreadsheet or paper-based system can lead to lost details, escalating issues and even lawsuits. Investigation software, on the other hand, boosts efficiency by automating processes and increasing oversight. This article explains how using software can help your team conduct better, more efficient investigations.

1. Create and Assign Cases Instantly

Just getting an investigation started can be a drawn-out process. You need an efficient intake process to ensure an issue doesn't escalate.

Investigation software can integrate with intake mechanisms to instantly create a case file every time you receive a complaint or tip. Information entered on the intake form automatically populates the case, eliminating time spent entering or copying details into the file.

Another time waster is sorting through each investigator's schedule to find who's available to take on a new case. Investigation software can automatically assign new cases based on preset criteria such as number of open investigations or incident type.

2. Keep Investigations on Track with Task Alerts and More

Investigators often have to juggle multiple investigations and tasks. Even the most organized team member might let a task fall through the cracks when they're busy.

Investigation software ensures investigations stay on schedule by alerting team members when they have tasks coming due. Each investigator can also set their own "to-dos" to help them stay on track.

Rather than wasting time chasing down each investigator, managers can view a timeline of each case in the investigation management system. It shows who completed what tasks on the case and when, letting managers know if the investigation is on-schedule and if any team members are falling behind.

3. Mobile-Friendly Platform Allows Anytime, Anywhere Updates

Often, investigators have to travel off-site to collect evidence, interview subjects or collaborate with partners. While essential to the investigation, these steps can decrease efficiency.

Having to wait to upload documents and notes until an investigator returns to the office not only takes time away from other tasks, but also increases the chance that they'll forget key details.

However, mobile-friendly, web-based investigation software allows investigators to update a case from anywhere with an internet connection. This eliminates duplication of effort and lets team members take advantage of downtime during commutes and work travel.

RELATED: What is Investigation Software?

4. Generate Investigation Reports in One Click

Creating the final investigation report can be the most tedious task of the entire investigation. It's such an important document, though, that it requires the team's full effort.

Investigation software automates this step, generating full, in-depth reports instantly by compiling all the case information. When investigators aren't spending time on paperwork, they can dedicate their energy and time to more complex investigative tasks.

This tool is especially handy when upper management or a legislative body requests a copy of the report. Rather than having to drop their current task to put the report together again, investigators can provide a comprehensive and compliant report quickly and get back to work.

5. Centralized Platform Makes Data Retrieval Easy

One of the biggest hurdles during investigations is information collection. Finding all the data and documents you need can require hours' worth of phone calls, emails and searching through filing cabinets.

Investigation software stores all case information in a secure, centralized database for easy retrieval. Each team member can upload their contributions to the searchable repository. As a result, investigators, departments and external partners can collaborate quickly and easily without all the back and forth.

6. Ensure Compliant Reporting with Templates

In addition to resolving an issue, another goal of every investigation is complying with regulations. However, trying to remember what form to use when, and each body's reporting timeline, can be overwhelming.

Investigation software ensures investigators submit timely, thorough reports using the correct forms every time. For example, if a case is logged as a workplace accident, the investigator will be prompted to complete OSHA Form 300 using a built-in form template, and be assigned a deadline for submission within OSHA's guidelines.

Built-in compliance ensures investigators don't waste time filling in the wrong form or researching reporting guidelines during every investigation.

RELATED: Conducting Remote Investigations with Case Management Software

7. Conduct Deep Risk Analysis in Less Time

For many organizations, risk management is a top priority. However, analyzing data to identify risks can take hours.

Investigation software helps organizations analyze risk more efficiently so that they can spot trends and work on prevention. Using a report builder, teams can sort investigations based on case type, subject, location and more, providing valuable insight into the organizations risks and opportunities.

Investigation Software Efficiency

Investigation software streamlines processes from start to finish. When investigators don't have to sort through data, track down information or manually fill out reports, they can work on more involved tasks. As a result, cases get resolved faster without sacrificing quality.