Advice on Security Issues

Video Tape Recording and Management - Good Practice Guide

The Police, UK Home Office & Local Government Information Unit, amongst others, all publish recommendations that have regard for the production of video recordings as credible evidence and Data Protection Act compliance.

This article makes no pretence at being anything other than a brief guide for the benefit of individuals responsible for the management of CCTV systems as part of their overall job description.

Video recordings that may eventually be used as evidence in a court of law must have been demonstrably and effectively managed throughout their lifetime within the system.

It is the system operator / owner who is responsible for the safe custody and eventual disposal of recordings produced by the system. This responsibility does not normally pass to any third party given the use of such recordings.

The following points of good practise should be adhered to:

• The tape must be identified by unique serial number, preferably indelibly marked on the cassette casing.
• Tapes must be stored in a lockable enclosure and the keys securely managed.
• Recordings must have the correct time and date overlaid on the recorded image, this is normally a function of the video recorder.
• Video recorders should be installed in a secure room accessible only to authorised staff or in a lockable enclosure.
• It is not good enough to record over previously recorded information. Tapes must be erased before being reused or disposed of.

Log entries must be made of:

• Issue of tapes / discs / video prints, usage and disposal, etc.
• Incident reports
• Issue and retrieval of recordings to and from third parties

Unless covered by existing record keeping, a CCTV system maintenance & fault log should be kept

The following points should be a matter of record in CCTV control rooms:

• Operator log on and off duty
  
  
• Visitor log in and out
  
  
• The generally accepted archive period is 31 days.
  
  
• Video tapes should be replaced with new tapes after 12 uses.
  
  
• When a tape is withdrawn for evidence purposes the recording tab should be removed from the cassette.

Please note; digital recording systems which record onto media other than tape, are not subject to many of the rules which apply to tape recordings.