Equipment & evidence management for law enforcement

Every item of gear and evidence, accounted for.

GearDesk tracks equipment and property & evidence from intake to disposition: barcode and RFID identification, signed hand-offs, an append-only movement ledger, and a mobile portal for every officer in the field.

Request a demonstration See how it works

Append-only ledgerStatus and stock are derived from recorded movements, never typed over
Signed hand-offsPickups, returns and custody transfers carry a signature and a badge check
Barcode and RFIDCode 128 labels, scanner or camera, and optional RFID for bulk counts
Nothing to installA hosted web application over HTTPS for administrators and officers alike

geardesk.io / inventory / item / RAD-0412

COMMUNICATIONS · CENTRAL SUPPLY

RAD-0412

Portable radio, Motorola APX 6000

Issued

Assigned to: M. Alvarez · 4521
Condition: Good
Issued: 09/29/2026
Identified by: Barcode + RFID

Movement ledger APPEND-ONLY

Received at Central Supply03/14 09:12Bulk import · 24 radiosSigned
Placed in bin A-0703/14 09:40Zone A · label scanned
Staged for order 229109/28 16:05Requested from the mobile portal
Picked up by badge 452109/29 07:02Badge verified · signature capturedSigned
RFID sighting · Armory door A10/01 07:12Matches the open issuance · no alertMatched

Features

Everything the equipment room and the evidence vault need, in one system.

Built for quartermasters, armorers and Evidence Unit staff, with the officer's side on a phone. One sign-in, one permission model, one audit trail.

Inventory & stock

Serialized items and consumables, par levels with low-stock alerts, storage locations down to the shelf or vehicle, and bulk import from Excel or CSV with every row checked first.

Issuance, orders & returns

Officers request gear or whole kits from their phone. Staff approve, stage in a labeled bin, release with a badge check and signature, then inspect returns into stock, repair or retirement.

Property & evidence

Cases and items with a signed, append-only chain of custody, barcode labels, routing to labs and outside agencies, retention dates and disposition. See how custody works

Barcode & RFID

Code 128 labels print from the browser on your Zebra printers. Scan with a USB scanner or a phone camera, and add RFID for bulk room counts and doorway readers. About RFID

Notifications & reminders

In-app, email and text notifications for pickups, approvals, low stock, expiring ammunition lots and anything with a due date, de-duplicated and set per person.

Forms & documents

A versioned forms library organized by unit, department and incident type. Receipts and custody reports are generated and delivered by print, email or text, with every delivery logged.

Fleet, firearms & ammunition

Vehicles are storage locations, so gear kept in a cruiser needs no special case. Duty firearm records, uniform sizes and ammunition lots with expiry alerts sit alongside the rest of the inventory.

Reports & audit

Inventory, issuance, low-stock and overdue reports with CSV export, a movement history that reconciles stock against the ledger, and an audit log that records who changed what, from where, and when.

Property & Evidence

A chain of custody built to withstand challenge, years later.

Evidence custody is held to a stricter contract than equipment movement. GearDesk enforces it in the database, not just on the screen.

01

Every hand-off is signed.

Check-out, check-in, transfer, testing, release and destruction are refused without a signature, captured on screen by finger, stylus or mouse. Seal number, seal condition and a witness are recorded with it.
02

Nothing is edited. Ever.

A mistake is corrected by adding an entry that points to the one it supersedes, with a reason. Database triggers refuse any change or deletion of a custody entry, so the rule holds outside the application too.
03

Reading is an event.

Views, prints and denied attempts on evidence records are logged. Sensitive cases need a clearance granted person by person; administrators do not inherit it.

Custody ledger · E-2026-0142-003 server time · user · IP recorded

#	When	Event	Signed
1	09/14 23:42	CollectedOfc. J. Patel · scene	Drawn
2	09/14 23:58	Packaged and sealedSeal 448120 · intact	Drawn
3	09/15 01:16	Placed in storagePatel → Vault B, shelf 4 · label scanned	Drawn
4	09/15 08:05	Correction of entry 3Recorded shelf 4; item is on shelf 6. Entry 3 stays visible.	Reason given
5	09/22 10:31	Sent for testingVault B → regional crime lab · tracking 7741	Witnessed

Attempt to edit entry 3 refused by the database: custody entries are append-only.

IntakeCase and items, auto-numbered
LabelSeal number and Code 128 label
StoreVaults, lockers and shelves
ProcessLab and agency routing with due dates
ReviewCorrections appended, never overwritten
RetainRetention dates and storage aging
DisposeRelease, destruction or transfer, signed

Responding to an evidence management RFP? Read the evidence management overview, including a requirement-by-requirement coverage table.

RFID Tracking

Count a whole room without scanning each item.

Passive RFID tags go on equipment and evidence beside the barcode label. Readers count and locate items in bulk, and GearDesk matches every read to the item, where it belongs and who signed for it.

Tag once, at intake

An RFID printer encodes the tag while it prints the barcode label, so every item carries both. The barcode stays as the fallback.

Doorway readers

Fixed readers at cage and vault doors log what passes and flag anything leaving without a check-out.

Audits without handling each item

Walk a room with a handheld reader and GearDesk lists what is missing, in the wrong place, or there but not expected.

Find one item fast

Handheld locate mode homes in on a single tag by signal strength.

A read is a sighting, not a signature.

RFID never replaces a signed issue, return or custody hand-off. Discrepancies become alerts for your staff to resolve and sign.

Implementation option Delivered as an optional module during implementation. Barcode workflows work with or without it.

RFID audit · Armory cage A Handheld · 10/01 07:40

Expected186

Found184

Missing1

Elsewhere1

RAD-0412Portable radio · last returned to cage A, 09/12Missing
BWC-0088Body camera · read in Supply Room 2Elsewhere
FA-1173Duty pistol · issued to badge 4521, not expected hereIssued

Illustrative screen. Items signed out to an officer are not counted as expected, so issued gear never shows as missing.

Admin Modules

The administrator's command center.

Each module is a screen your staff work from every day. Select one to see it.

Analytics dashboard

Readiness, activity and the order pipeline at a glance. Eight live tiles each open the matching screen, trend charts cover the last 7, 30 or 90 days, and the work queues sit underneath: pickups waiting, the stock watchlist and the movement ledger.

Equipment readiness ring and eight live KPI tiles
Activity trends and the order pipeline over 7, 30 or 90 days
Ready-for-pickup queue, stock watchlist and ledger activity
Collapsible navigation with live counts for orders, pickups and returns

Inventory Management

Every serialized item and every consumable, grouped by model, with condition, status and location. Add items one at a time, by scan, or by uploading the import template.

Individual, scanned and bulk entry from Excel or CSV
Serial numbers, barcodes and optional RFID tags
Status derived from the movement ledger, never typed
Sortable, searchable tables on every screen

Equipment Issuance

Issue gear to an officer at the counter or fulfil a mobile order. Each issuance records who received what, when, in what condition, and carries the signature that proves it.

Officer lookup by badge number or scan
Available items filtered by category and location
Signature capture and a printed or emailed receipt
Every issue and return written to the ledger

Order Management

Requests arrive from the mobile portal with a priority. Approve or deny them, stage approved items in a pickup bin, and let the officer know when gear is ready.

Pending queue with urgent requests highlighted
Whole kits ordered and fulfilled as one request
Bin staging with a pickup notification to the officer
Backorders fulfilled automatically when stock arrives

Returns & Inspection

Returned gear is inspected before it goes anywhere. Grade its condition, then restock it, send it to repair or retire it, with the repair queue showing how long each item has waited.

Condition assessment on every return
Restock, repair or retire in one step
Items in repair tracked by days elapsed
Officers start a return from their phone, with notes

Bins & Staging

Storage organized into zones and labeled bins. Stage approved orders into a bin, print its label, and release the contents at pickup with a badge check and a signature.

Visual bin grid by zone with fill status
Printable Code 128 bin labels on standard sheets
Order staging and badge-verified pickup
Chain of custody recorded at hand-over

My Gear

Body Armor Vest

Level IIIA · Good condition

Portable Radio

Motorola APX · Excellent

Body Camera

Axon Body 3 · Good

Taser X2

SN TX2-48291 · Excellent

Order Equipment

Flashlight

12 available

Handcuffs

8 available

Patrol Officer Kit

Bundle · 6 items, all in stock

Gun Lock

15 available

Mobile Officer Portal

Officers handle their gear from the phone already in their pocket.

No app store and no device enrollment: the portal installs from the browser to the home screen. Officers see what they hold, order what they need, get told when it is ready, and start returns without a trip to the supply room.

My gear

Everything assigned, grouped by type, with due dates and overdue gear flagged

Order equipment

Single items or whole kits, with normal or urgent priority

Returns & issues

Start a return with condition notes, or report damaged or lost gear

Alerts

Order approvals and pickups in the app, with email or text reminders when gear waits or runs overdue

Why GearDesk

Accountability by design, not by discipline.

Most equipment systems trust people to keep the record straight. GearDesk is built so the record cannot quietly drift from what happened.

One record of truth

Item status and stock counts are projections of an append-only movement ledger. If a count drifts, the reconciliation screen shows it instead of hiding it.

Signed, badge-verified hand-offs

Pickups, returns and every evidence transfer carry a signature, a badge check and a server timestamp. Evidence entries cannot be edited or deleted, by anyone.

Fast at the counter and in the field

One scan box takes a scanner, a camera or typing. Officers order and return from their phones, so the supply room spends its time on gear, not on forms.

Nothing to install

A hosted web application reached over HTTPS from any browser. No agents on workstations, no VPN, no inbound firewall rule, and every agency's data isolated on every query.

Built for a law enforcement security review We answer your questionnaire and walk your IT team through every control.

HTTPS only
Hashed passwords and lockout
Permissions scoped to districts and units
Agency isolation on every query
Immutable custody and audit log