Comparing software
Ten questions to ask any PI software vendor.
The questions that separate case-management tools for investigators, and PIToolkit's own answer to each. Ask every vendor on your list the same ones, us included.
Who holds the encryption keys?
What to ask. Can your staff read my case files, and when? Look for the vendor's privacy policy language on staff access: phrases like "as reasonably necessary" mean yes.
PIToolkit. Your keys are made and kept in your browser. We hold neither them nor your password, so our staff can't read your case content.
What exactly can the vendor see?
What to ask. Ask for a field-by-field list of what's stored readable on their servers. "Your data is encrypted" on its own usually means encrypted with keys they hold.
PIToolkit. We publish the list: account basics, branding, operational details, client invitation emails, your security log and coarse usage totals.
Is evidence integrity cryptographic, or just an access log?
What to ask. An access log records who opened a file. It doesn't prove the file is unchanged. Ask whether each file is hashed, and whether anything links the hashes together.
PIToolkit. Every file gets a SHA-256 fingerprint, linked into a chain per case whose head you sign, so a change made in our database shows up when the chain is verified. On every plan. Trusted third-party timestamping is planned. Planned
Is the client portal a real login, or a share link?
What to ask. Can clients sign in, see status, download what you release and message you inside the case? Or is it a link, an access code, or an intake form?
PIToolkit. Clients get their own sign-in, case status, released reports and evidence, and encrypted, case-linked messaging. One account across investigators.
Are any security features on higher plans only?
What to ask. Check whether two-factor sign-in, SSO or audit logs sit behind a more expensive tier.
PIToolkit. No. Encryption, the hash chain, two-factor sign-in, recovery keys, sessions and your security log are on every plan, Free included.
What's the real entry price for what you need?
What to ask. Look past the headline: a per-seat add-on price isn't the base plan, and the tier with a usable portal may not be the cheapest one.
PIToolkit. Free for 25 active cases and 5 GB, Solo at $29 a month, Professional at $59. The portal is on all three.
Is there a free plan, or only a trial?
What to ask. A trial runs out whether or not you've moved your cases in.
PIToolkit. A free plan with no time limit.
What certifications do you hold, and what do they cover?
What to ask. Ask to see the report, not the badge. A process audit shows the vendor runs its systems carefully; it doesn't show whether the vendor can read your data.
PIToolkit. None today: no certification, audit report or penetration test. We won't claim one until it exists.
What doesn't it do?
What to ask. Every product has gaps. A vendor that won't name theirs is telling you something.
PIToolkit. No mobile app, invoicing, online payments, team accounts or integrations yet. We list them.
Can you leave with your data?
What to ask. Ask what an export contains and what format it's in, before you need it.
PIToolkit. Export your whole account at any time, on any plan: CSV spreadsheets plus your original evidence files, in a ZIP. The file you download isn't encrypted, so store it somewhere safe.
Why no side-by-side table of named products? Every figure in one needs a source and a date, and competitors change their prices and features. We'd rather publish no comparison than a wrong one. If you'd like our notes on a specific product, ask.