APPENDIX 3
LUTON BOROUGH COUNCIL TOWN CENTRE AND ASSOCIATED CCTV SCHEMES CODE OF PRACTICE
PART I
GENERAL INTRODUCTION TO THE CODE OF PRACTICE
INDEX
ITEM REFERENCE & DESCRIPTION PAGE
1.0 INTRODUCTORY STATEMENT
1.1 Code of Practice Mission Statement
2.0 TERMS AND REFERENCES
2.1 Definitions
2.2 Abbreviations
3.0 SYSTEM DESCRIPTION & TECHNOLOGY
3.1 Introductory Background
3.2 CCTV System Equipment
3.3 Areas of CCTV System Coverage
3.4 CCTV System & Equipment Ownership
3.5 Contractors
4.0 Digital Recording Systems & Down Load of Footage
1.0 INTRODUCTORY STATEMENT
1.1 Code of Practice Mission Statement
1.1.1 To inspire public confidence by ensuring that all Public Area CCTV systems which are linked to the Luton Borough Council Control & Monitoring Centre are operated in a manner that will secure their consistent effectiveness and preserve the civil liberty of law abiding citizens at all times.
2.0 TERMS & REFERENCES
2.1 Definitions
2.1.1 In this Code of Practice, the following expressions shall have the meanings hereby assigned to them:-
'Control & Monitoring Centre' (CMC) means the CCTV Control & Monitoring Centre, which is under the control of Luton Borough Council.
„Control and Monitoring Centre Services Contractor‟ means the organisation for the time being contracted by Luton Borough Council to provide trained and licensed staff for the day to day operation of the CCTV Centre.
'CCTV Operator' means the person who is responsible for watching, controlling and recording the pictures produced by CCTV cameras.
'Police Control Room' (PCR) means the Police Command and Control facility provided by Bedfordshire Constabulary.
'British Security Industry Association' (BSIA) means the security industry body for accreditation of security companies and for which the ability to comply with ISO 9002 Quality Standards is a mandatory requirement.
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'CCTV Manager' means the person employed to manage and co-ordinate the CCTV Service and to oversee the security company staff contracted to provide Control & Monitoring Centre Services.
„CCTV System Manager‟ means the Head of Capital and Asset Management
'Minor Street Offences' means an offence of a minor nature which has no immediate effect on the well-being and safety of the general public or their likely perception of safety and well-being.'
'Evidential Material' and 'Unused Material' shall be deemed to be as defined under PACE and the Criminal Procedure and Investigations Act 1996 respectively.
2.2 Abbreviations
2.2.1 In this Code of Practice, the following abbreviations shall have the meanings hereby assigned to them:
PACE shall mean for The Police and Criminal Evidence Act 1984.
ACPO shall mean for The Association of Chief Police Officers.
CCTV shall mean for Closed Circuit Television.
LBC shall mean the Luton Borough Council.
3.0 SYSTEM DESCRIPTION & TECHNOLOGY
3.1 Introductory Background
3.1.1 Luton Borough Council operates a CCTV initiative aimed at reducing crime and the fear of crime in principal public and business areas of their Districts. The central feature of this initiative is their decision to implement combined CCTV Control & Monitoring Centre facilities.
3.1.2 The Control & Monitoring Centre is located in Luton where pictures received from CCTV systems covering the Town Centre, Bury Park, High Town, Farley Hill, Hockwell Ring, Marsh Farm, Lewsey Farm, Leagrave, Riddy Lane, Sundon Park and the Town Hall complex within the Borough of Luton are controlled, monitored and recorded.
3.1.3 There is a dedicated CCTV transmission link to the Divisional Police Control Room in Kempston operating within the areas of CCTV coverage where live pictures and events can be monitored. A direct two way voice communication link between the Divisional Police Control Room and the CCTV Control & Monitoring Centre has also been installed.
3.1.4 There is a dedicated CCTV transmission link to LBC‟s Traffic Signals Team for traffic monitoring and congestion control purposes only.
3.1.5 The CCTV Control & Monitoring Centre is permanently staffed (24 hours each day, 365 days each year) by an independent BSIA accredited Security Company contracted to provide comprehensively specified Control & Monitoring Centre services.
3.1.6 Day to day management, co-ordination and overseeing of the security company staff will be undertaken by a CCTV Manager.
3.2 CCTV System Equipment
3.2.1 High quality Pan, Tilt and Zoom (PTZ) cameras are generally provided within the CCTV surveillance areas covered by this Code of Practice and, depending upon their location and purpose, these will be either pole or building mounted, high sensitivity, low light colour cameras with high quality 1:18 zoom lenses.
3.2.2 The transmission of camera pictures to the Control & Monitoring Centre and the transmission of camera control signals will be via fibre optic or hard wire links, although future camera connections via other transmission media is possible.
3.2.3 Control & Monitoring Centre equipment consists of a main bank of television monitors and three station controllers desks. Each of the stations has been fitted with dedicated television monitors and a computer control system operated through touch screen visual display units (VDU's) which incorporate keyboard and joystick control devices.
3.2.4 For recording purposes, the Control & Monitoring Centre is also fitted with a modern digital recording system, which, depending upon operational circumstances is capable of recording all camera images at 12.5 frames per second at 4CIF (704 x 576) resolution for a minimum period of 28 days before being overwritten. Where additional CCTV systems are connected to the Control and Monitoring Centre additional servers will be added to the recording system to maintain this minimum level of storage.
3.2.5 All cameras, monitors, VDU's and digital video recordings operate on a full colour reproduction basis.
3.3 Areas of CCTV System Coverage
3.4 CCTV System & Equipment Ownership
3.4.1 All equipment contained within the Control & Monitoring Centre is owned by Luton Borough Council.
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3.4.2 The physical and intellectual rights in relation to any and all material recorded within the Control & Monitoring Centre shall at all times remain the property of Luton Borough Council.
3.4.3 Transmission links from Public CCTV System locations to the Control & Monitoring Centre and between the Control & Monitoring Centre and Bedfordshire Police Headquarters in Kempston are owned by (BT) British Telecommunications plc, or the individual owners of the CCTV systems.
3.4.4 The name and address of the owner is as follows:-
Fixed Assets Luton Borough Council Luton Town Hall Upper George Street Luton Bedfordshire LU1 2BQ
3.5 Contractors
3.5.1 The names and addresses of the Control & Monitoring Centre Services Contractor and the CCTV Equipment Maintenance Contractors are as follows:-
Control & Monitoring Centre Operations Contractor
Quadrant Video Systems Plc 3A Attenborough Lane Chilwell Nottingham NG9 5JN
CCTV System Equipment Servicing Contractor
Quadrant Video Systems Plc 3A Attenborough Lane Chilwell Nottingham NG9 5JN
CCTV Transmission System Servicing Contractor
BT Redcare Vision
CCTV Wireless Transmission System Servicing Contractor
Wavesight
PART II
THE PURPOSE STATEMENT
INDEX
ITEM REFERENCE & DESCRIPTION PAGE
1.0 FUNDAMENTAL PRINCIPLES
1.1 Rights of Privacy and the Human Rights Act 1998
1.2 Accountability
1.3 Consultation
1.4 Data Protection Act 1998
1.5 Regulation of Investigatory Powers Act 2000
2.0 AIMS & OBJECTIVES
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2.1 Aims and Objectives of the Code of Practice
2.2 Aims and Objectives of Public CCTV Systems
3.0 PERMITTED USES OF PUBLIC AREA CCTV SYSTEMS
3.1 General Description of Permitted Uses
3.2 Exclusions
Note: this CCTV Code of Practice is supplemented by a separate Operational Procedures manual, which offers instruction on all aspects of the day-to-day operation of the system. To ensure the purpose and principals of the CCTV system are realised, the Operational Procedures manual is based and expands upon the contents of this Code of Practice.
1.0. FUNDAMENTAL PRINCIPLES
1.1 Rights of Privacy & the partnership statement in respect of the Human Rights Act 1998
1.1.1 Luton Borough Council support the individual's right of privacy and will insist that all agencies involved in the provision and use of Public CCTV Systems connected to the Control & Monitoring Centre accept this fundamental principle as being paramount.
1.1.2 Luton Borough Council recognises that public authorities and those organisations carrying out the functions of a public service nature are required to observe the obligations imposed by the Human Rights Act 1998, and consider that the use of CCTV in the Luton area of coverage is a necessary, proportionate and suitable tool to help reduce crime, reduce the fear of crime and improve public safety.
1.1.3 Section 163 of the Criminal Justice and Public order Act 1994 creates the power for local authorities to provide closed circuit television coverage of any land within their area for the purposes of crime prevention or victim welfare and it is considered a necessary initiative by Luton Borough Council towards its duty under the Crime and Disorder Act 1998.
1.1.4 It is recognised that operation of the Luton Borough Council CCTV system may be considered to infringe on the privacy of individuals. Luton Borough Council recognises that it is their responsibility to ensure that the scheme should always comply with all relevant legislation, to ensure its legality and legitimacy. The scheme will only be used as a proportional response to identified problems and be used only in so far as it is necessary in a democratic society, in the interests of national security, public safety, the economic well being of the area, for the prevention and detection of crime or disorder, for the protection of health and morals, or for the protection of the rights and freedoms of others.
1.1.5 The CCTV Codes of Practice and observance of the Operational Procedures contained in the manual shall ensure that evidence is secured, retained, and made available as required to ensure there is absolute respect for everyone‟s right to a fair trial, and everyone‟s right to privacy.
1.1.6 The Luton Borough Council CCTV scheme shall be operated with respect for all individuals, recognising the right to be free from inhuman or degrading treatment and avoiding discrimination on any ground such as sex, race, colour, language, religion, political or other opinion, national or social origin, association with a national minority, property, birth, or other status.
1.2 Accountability
1.2.1 Luton Borough Council support the principle that the community at large should be satisfied that Public CCTV Systems are being used, managed and controlled in a responsible and accountable manner and that in order to meet this objective they must be open to independent assessment and scrutiny.
1.3 Consultation
1.3.1 Luton Borough Council support the principle that the installation and use of Public CCTV Systems should be undertaken in consultation with the public, the business community, community organisations, the Police and the Crown Prosecution Service.
1.3.2 Although supportive of the principle of Public CCTV Systems, Luton Borough Council will insist that any approval to connect a Public CCTV System to their Control & Monitoring facilities is made conditional upon the prior involvement and approval of the Council and the Police at every stage of the system's development.
1.3.3 Luton Borough Council will set strict performance criteria for the quality of recorded images prior to the connection of any Public CCTV System to their Control & Monitoring Centre and will insist that these standards are maintained during the period of any such connections.
1.4 Data Protection Act 1998
The Luton Borough Council is registered with the Office of the Data Protection Commissioner. All data will be processed in accordance with the principles of the Data Protection Act 1998 which, in summarised form, includes, but is not limited to;
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i) All personal data will be obtained and processed fairly and lawfully. ii) Personal data will be held only for the purposes specified. iii) Personal data will be used only for the purposes, and disclosed only to the people, shown within these codes of practice. iv) Only personal data will be held which is adequate, relevant and not excessive in relation to the purpose for which the data is held. v) Steps will be taken to ensure that personal data is accurate and where necessary, kept up to date. vi) Personal data will be held for no longer than is necessary. vii) Procedures will be implemented to put in place security measures to prevent unauthorised or accidental access to, alteration, disclosure, or loss and destruction of, information.
1.4.1 Request for information (subject access) a) Any request from an individual for the disclosure of personal data which he/she believes is recorded by virtue of the system will be directed to the CCTV System Manager. b) The principles of Sections 7 and 8 of the Data Protection Act 1998 (Rights of Data Subjects and Others) should be followed in respect of every request. c) All individual requests will be assessed against the criteria contained within the document “National standard for the release of data to third parties” created by the National CCTV User Group in cooperation with the Information Commissioner‟s Office.
1.4.2 Exemptions to the Provision of Information
In considering a request made under the provisions of Section 7 of the Data Protection Act 1998, reference may also be made to Section 29 of the Act which includes, but is not limited to, the following statement: a) Personal data processed for any of the following purposes -
i) the prevention or detection of crime
ii) the apprehension or prosecution of offenders are exempt from the subject access provisions in any case to the extent to which the application of those provisions to the data would be likely to prejudice any of the matters mentioned in this subsection.
NB Each and every application will be assessed on its own merits and general „blanket exemptions‟ will not be applied.
1.4.3 Criminal Procedures and Investigations Act, 1996
The Criminal Procedures and Investigations Act, 1996 came into effect in April, 1997 and introduced a statutory framework for the disclosure to defendants of material which the prosecution would not intend to use in the presentation of its own case, (known as unused material), but disclosure of unused material under the provisions of this Act should not be confused with the obligations placed on the data controller by Section 7 of the Data Protection Act 1998, (known as subject access).
1.5 Regulation of Investigatory Powers Act 2000 (RIPA)
RIPA came into effect in October 2000, and gives the legal framework for public bodies such as the Police and Local Authorities within which they may act and interfere with an individual‟s right to privacy. A working protocol for all internal and external requests for “Directed Surveillance” has been approved by Luton Borough Council and is contained within the CCTV Operational Procedures manual.
2.0 AIMS & OBJECTIVES
2.1 Aims and Objectives of the Code of Practice
2.1.1 The aims and objectives of the Code of Practice are:-
(i) to operate the CCTV System in a manner which respects an individual's right to privacy.
(ii) to set operational standards and criteria which will generate public confidence.
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(iii) to strictly control the access of viewed and recorded material and to ensure that all such material is used only for its intended legitimate purpose.
(iv) to set out clearly the management and administration arrangements that will govern the operation of the System.
(v) to secure the rights of individuals by ensuring that strict operational procedures relating to the control and use of all recordings, photocopies and Control & Monitoring Room logs are maintained and followed at all times.
2.2 Aims and Objectives of Public CCTV Systems
2.2.1 The Aims and Objectives of the Public CCTV Systems covered by this Code of Practice are as follows:- (i) to help secure safer areas and environments for those who reside in, visit, work in, trade in or enjoy leisure pursuits in the areas of CCTV coverage.
(ii) to improve public safety and enhance the general public's perception of safety.
(iii) to aid the general management of public areas which are of principal importance to the commercial well being of the community.
(iv) to assist the Police with the more efficient deployment of resources.
(v) to improve commercial confidence.
(vi) to assist emergency services.
(vii) to assist in supporting civil proceedings, e.g. anti-social behaviour orders and anti-social behaviour injunctions which will help reduce crime.
3.0 PERMITTED USES OF PUBLIC AREA CCTV SYSTEMS
3.1 General Description of Permitted Uses
3.1.1 Subject to permitted use modifications agreed in accordance with the procedures set out in this Code of Practice; the use of any CCTV System(s) connected to the Luton Borough Council shall be restricted to the following general purposes:-
(i) to assist the prevention and detection of crime and offences and to assist the police with the more efficient deployment of resources for the purpose of deterring crime and apprehending criminals.
(ii) the provision of evidence for the prosecution of criminals.
(iii) to assist the tracking and apprehension of persons who are suspected of having committed a criminal offence.
(iv) to assist the prevention and detection of anti-social behaviour which is or is likely to prevent law-abiding members of the community from freely exercising their right to make use of the areas of CCTV coverage without fear or hindrance.
(v) to assist in the general planning and management of the areas of CCTV coverage for the purpose of enhancing their use and enjoyment by the public.
(vi) to assist the identification and compilation of information which can be used to ensure the safety of the public. (vii) to assist the fire, ambulance and civil emergency services with the efficient deployment of their resources to deal with emergencies.
(viii) to assist the management and efficiency of public services in the area of CCTV coverage.
(ix) to identify bylaw contraventions.
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PART III
OPERATIONAL PRINCIPLES
INDEX
ITEM REFERENCE & DESCRIPTION PAGE
1.0 OBLIGATIONS OF THE SYSTEM OWNERS AND USERS
1.1 Compliance with the Code
1.2 Maintenance of the CCTV Systems
2.0 CHANGES TO THE CODE OF PRACTICE
2.1 Minor Changes to the Code
2.2 Significant Changes to the Code
3.0 CONTROL CENTRE OPERATIONS & MANAGEMENT
3.1 Control & Monitoring Centre Services Contractor
3.2 Control & Monitoring Centre Personnel
3.3 Control & Monitoring Centre Procedures
3.4 Access to the Control Centre
4.0 CAMERA POSITIONING
4.1 General Principles
4.2 Privacy
5.0 REPORTING AND EVALUATION
5.1 Records
5.2 Evaluation Information
5.3 Independent Inspection
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5.4 Complaints Procedure
5.5 Breaches of the Code of Practice
6.0 RECORDED MATERIAL
6.1 Definitions
6.2 Statement of Intent
6.3 Storage and Identification of Recorded Material
6.4 Access and Copying of Recorded Material
6.5 Evidential material
6.6 Unused Evidential Material
6.7 Photographs and still prints
6.8 Editing and Erasing
6.9 Evaluation
1.0 OBLIGATIONS OF THE SYSTEM OWNERS AND USERS
1.1 Compliance with the Code
1.1.1 All Owners, CCTV Operators and users of the CCTV systems connected to the Control & Monitoring Centre shall be required to give a formal undertaking that they will comply with this Code of Practice and act in good faith with regard to the basic principles which it embodies.
1.1.2 All such owners, CCTV Operators and users shall comply with this requirement by signing a copy of a Code of Practice Compliance Declaration. The originals of all such declarations shall be retained for safe keeping by the Project Manager for the CCTV system together with a master copy of this Code of Practice.
1.1.3 All owners, CCTV Operators, users and any visitors to the Control & Monitoring Centre will be required to sign a formal confidentiality declaration that they will treat any viewed and/or written material as being strictly confidential and that they undertake not to divulge it to any other person.
1.1.4 The connection of additional CCTV systems to the Control & Monitoring Centre will be permitted only if they comply with the following criteria:-
(i) They satisfy the technical criteria and standards required by Luton Borough Council. The system owner must agree to include the CCTV Manager in all meetings concerning aspects of system integration. The system owner must agree at their cost, to consult, and seek approval with Luton Borough Council appointed technical consultants on the technical design and full integration of the equipment into the CCTV scheme.
(ii) Camera locations have been approved by the Police, the Local Authority, and the CCTV Manager in respect of sitings that are permitted under this code of practice.
(iii) System owners agree to comply with the Code of Practice and sign a formal declaration to that effect.
(iv) System owners agree to maintain the system in accordance with the requirements set out in this Code of Practice.
1.2 Maintenance of the CCTV Systems
1.2.1 Owners of CCTV systems covered by this code must maintain their system to a high standard of operating efficiency using experienced and competent specialist maintenance engineers by means of an appropriate maintenance contract.
1.2.2 No part of the system shall be left inoperative for any reason, other than for the purpose of its maintenance or repair and all such works must be carried out expeditiously.
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1.2.3 Any camera disconnected from the system shall be immediately removed from public view.
2.0 CHANGES TO THE CODE OF PRACTICE
2.1 Minor Changes to the Code
2.1.1 Minor changes to this Code of Practice may, from time to time, be effected by the CCTV Manager without the need for prior consultation but all such changes shall be reported in annual reports presented to the appropriate Luton Borough Council Committees.
2.1.2 Minor changes to this Code of Practice are defined as operational and procedural matters, which do not affect its Fundamental Principles and Objectives.
2.1.3 Minor changes shall be deemed to include such things as:-
• additions and omissions of cameras to the system.
• additions and omissions of Owners.
• additions and omissions of Contractors.
• additional clarification and explanations and corrections to the existing code.
• additions to the code of practice in order to conform to the legislation.
2.2 Significant Changes to the Code
2.2.1 Any recommendations of the CCTV Manager to make significant changes to this Code of Practice will be subject to the prior approval of the appropriate Luton Borough Council Committees. Committees shall also determine whether the proposed changes should be the subject of a full and formal consultation process.
2.2.2 Significant changes to this Code are defined as changes, which affect its fundamental principles and objectives and shall be deemed to include such things as:-
• Matters, which have privacy implications.
• Additions to the Permitted Uses criteria.
• Changes in the right of access to recorded material, except statutory requirements.
3.0 CONTROL CENTRE OPERATIONS & MANAGEMENT
3.1. Control & Monitoring Centre Services Contractor
3.1.1 Control & Monitoring Centre operations will only be carried out by a reputable and competent security company, which can demonstrate an ability to maintain the confidence of the Public, the Police, the Crown Prosecution Service and CCTV System owner. At all times the company will be required to comply with the standards contained in British Standard Code of Practice 7499 (relating to the provision of security services) and the Control Centre Operations and Procedures stipulated by Luton Borough Council
3.1.2 Throughout the period of any contract for the provision of Control and Monitoring Services, the Contractor will be required to hold full and unsupervised membership of the BSIA (British Security Industry Association).
3.2 Control & Monitoring Centre Personnel
3.2.1 Control & Monitoring Centre personnel of a high calibre will be required. They will be selected using the criteria of the standard job description and person specification as supplied to the monitoring contractor. In particular, staff will be required to have qualities of personal integrity commensurate with the nature of their duties and the principles set out in this document. All such personnel will also be subject to the selection and vetting procedures set out BSIA/BS 7499 (BS 7858 1996 vetting).
3.2.2 Operator recruitment will be subject to the Security Industry Act (SIA) BS7958: 2005 Closed Circuit Television Management and Operation licence which includes the Criminal records bureau (CRB) Enhanced Disclosure check and other relevant Security Checks whenever possible to ensure employees have been checked for a criminal background/record wherever possible. Nevertheless, failure to disclose relevant matters in accordance with the CRB, Rehabilitation of Offenders Act 1975, and BS 7858:2004, „Code of Practice for the Security Screening of Personnel Employed in a Security Environment‟, will result in disciplinary action, and possible dismissal/removal from site if revealed after appointment.
3.2.3 An up to date list of the authorised and trained CCTV Operators shall at all times be maintained within the control centre and kept available for inspection by CCTV Independent Inspectors appointed in accordance with this Code.
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3.3 Control & Monitoring Centre Procedures
3.3.1 Pictures from all cameras shall be displayed as a continuous sequence in the Control & Monitoring Centre at all times, except during emergencies where maximum area coverage is required.
3.3.2 Pictures from all the scheme cameras must be recorded at all times. Viewing live pictures without recording will not be permitted.
3.3.3 Camera view selection will be governed by prioritised operational criteria developed from activity and incident data.
3.4 Access to the Control Centre
3.4.1 Security of the Control & Monitoring Centre shall be maintained at all times.
3.4.2 Only those persons with a legitimate purpose will be permitted access to the Control & Monitoring Centre.
3.4.3 Access to the Control & Monitoring Centre will be restricted to authorised personnel of the Control Centre Services Contractor, equipment maintenance engineers, the CCTV Manager and other authorised staff of Luton Borough Council and Bedfordshire Police.
3.4.4 Other Police and visitor access to the Control & Monitoring Centre will be by prior arrangement with and by the authorisation of the CCTV Manager or Supervising Operator.
3.4.5 Access for the purpose of cleaning and general repairs will be permitted but only under the direct supervision of Control & Monitoring Centre personnel.
3.4.6 Access granted for the purpose of viewing or reviewing of recorded material will be restricted to the review and playback area both of which are physically separated from the main CCTV control and monitoring area.
3.4.7 The Independent Inspectors appointed under the Code of Practice may visit the control centre without prior appointment.
3.4.8 Demonstration and training inspection visits may be permitted subject to the approval of the owners and by prior arrangement with the CCTV Manager. 3.4.9 Records shall be kept of all access to the control centre including access by CCTV Operators and all such records shall include the details of the individuals concerned, their time of arrival and their time of departure.
4.0 CAMERA POSITIONING
4.1 General Principles
4.1.1 Cameras will be sited in positions which are clearly visible to the public and local signs shall be prominently displayed in order to inform the public that CCTV is operating.
4.1.2 The siting of cameras will be subject to the agreement of the Local Authority and the Police.
4.1.3 As far as is reasonably possible; all cameras should be sited in positions, which will minimise their susceptibility to criminal damage.
4.1.4 Where necessary the permission of the land owner or the highway authority will be obtained prior to siting a CCTV camera.
4.2 Privacy
4.2.1 Except for wide angle or long distance observation, views into residential premises and office accommodation shall be excluded from the field of vision of all cameras.
4.2.2 Close up views into windows of living accommodation is strictly prohibited.
5.0 REPORTING AND EVALUATION
5.1 Records
5.1.1 All significant activities, operations, incidents and occurrences in the Control & Monitoring centre together with those relating to the operation and monitoring of the CCTV systems shall be recorded in a logical and presentable form.
5.1.2 Control & Monitoring Centre Operational Records, which will be set up in a manner agreed with the Police and Crown Prosecution Service for the recording of evidence, shall include the following:
Operator daily duty logs (VTAS Database) Incident report logs (VTAS Database)
Digital CCTV Digital audit logs (Each uniquely numbered)
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Evidence Witness Statements
Fault and maintenance logs (VTAS Database)
Visitor logs
5.1.3 The majority of the above information shall be recorded in a CCTV Management Database called VTAS to reduce administration and potential for error.
5.1.4 With the exception of 'Recorded Material' storage which is covered separately in Section 6.0, all Control & Monitoring Centre Operational Records shall be kept in the Control & Monitoring Centre for 24 months and for at least a further three years in secure storage before being destroyed.
5.2 Evaluation Information
5.2.1 CCTV operators will keep a record of all arrests and notable incidents that have been assisted by the use of the Public CCTV System.
5.2.2 Annual statistical reports shall be produced to show the number of notable incidents by location, date, type, response, result and the like.
5.2.3 The reports shall be presented to the Luton Borough Council owners and the Police.
5.3 Independent Inspection
5.3.1 A system shall be established to allow authorised independent inspection of the control centre, its operational procedures and the stored video and photographic material.
5.3.2 Independent Inspectors will be persons who have undergone Police vetting and verification procedures. They will be permitted access to the Control & Monitoring Centre at any time without prior notification. They will have the authority to check the identity and authorisation of any person in the Control & Monitoring Centre and to examine all logs, video and photographic material with the exception of any evidential material which may be stored under seal and which would require prior approval of the Police before viewing in accordance with the stipulated viewing procedures. 5.3.3 Independent Inspectors shall be encouraged to carry out visits on a frequent and random basis with a minimum of one visit per month. The number and frequency of independent inspections shall be monitored by the CCTV Manager.
5.3.4 Independent inspection report forms will be available within the Control & Monitoring Centre and shall be completed after every inspection.
5.3.5 The Independent Inspectors will be asked to provide a summary report for inclusion in annual reports to be submitted to Luton Borough Council.
5.4 Complaints Procedure
5.4.1 A complaints procedure will be established to allow the Public and anyone affected by the operation of the CCTV Systems, connected to the Control & Monitoring Centre, to formally raise any issue which is causing concern.
5.4.2 Complaints shall initially be made to the CCTV Manager verbally or in writing. Standard complaint forms will be made available but all complaints will be acknowledged within 5 working days and will receive a detailed response within 21 working days.
5.4.3 All complaints will be reported to the CCTV Project Manager.
5.4.4 Complaints should be sent to:-
Rachel Doyle (Facilities Management Team Leader) 3rd Floor Apex House, 30 – 34 Upper George Street Luton Bedfordshire LU1 2RD
5.5 Breaches of the Code of Practice
5.5.1 Breaches of the Code of Practice will be dealt with in accordance with the procedures and time scales set out in paragraphs 5.4.1 to 5.4.4 inclusive but will be investigated by a Senior Officer of either Luton Borough Council who is not directly involved in the management of the CCTV Service or the relevant LBC Service Area to which the complaint refers. The findings of that officer will be presented to the CCTV Project Manager, which shall determine if any disciplinary action is warranted and what remedial action/changes may be required to prevent a recurrence.
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6.0 RECORDED MATERIAL
6.1 Definitions
6.1.1 Recorded material referred to in this Code shall include, but is not limited to, computer disc, compact disc (CD or DVD), film, or any other media used for storing images, which can be viewed or processed after the event.
6.1.2 Under NO circumstances shall any Public Area CCTV System connected to the Control & Monitoring Centre be permitted to have the capability to monitor or record audio information. Private areas such as Town Hall Interview rooms may have the facilities to record audio information if it is deemed necessary.
6.2 Statement of Intent
6.2.1 The storage and use of recorded material from the CCTV Control & Monitoring Centre will be guided by the following general principles:
(i) Recorded material will only be used for purposes defined in this Code of Practice.
(ii) Access to recorded material shall only take place as defined in this Code of Practice and the requirements of the Data Protection Act 1998. (iii) Recorded material will not be sold or used for commercial purposes or for the provision of entertainment.
(iv) The showing of recorded material to the Public will only be allowed in accordance with the law in relation to the investigation, prosecution or prevention of crime.
6.3 Storage and Identification of Recorded Material
6.3.1 Recorded material will be retained on computer disk for a minimum of 28 days and will then be over-written.
6.3.2 All recorded images can be identified by their camera number, the date the images were recorded, and the start and end times of the sequence of images. Images can only be viewed by authorised access to the computer system. The computer system automatically logs the details of all authorised personnel viewing recorded material.
6.3.3 Statutory prosecuting agencies will be permitted to view recorded material within the replay and playback suite. In the case of any recorded material, which is deemed to contain evidential material the statutory prosecuting agency, will be supplied with the evidential material, which will be put on to CD/DVD or larger storage device and produced as an exhibit. The prosecuting agency shall be required to sign a disclaimer audit form accepting responsibility for the evidence in all respects.
6.3.4 Once removed, the CD/DVD or large media device will not be permitted back into the CCTV Control and Monitoring Centre because its continuity, correct storage and handling cannot be assured or verified, unless authorised by the site manager in exceptional circumstances only.
6.3.5 At the discretion of the CCTV Manager non-statutory prosecuting agencies may be allowed the rights under Paragraph 6.3.3.
6.4 Access and Copying of Recorded Material
6.4.1 Statutory Prosecuting Agencies will be permitted access to recorded material where it is necessary for the investigation and detection of a particular offence or offences or for the prevention of crime or where required under the Police and Criminal Evidence Act 1984 (PACE).
6.4.2 Automatic rights to view recordings will only be granted to; Chief Executive Chief Internal Audit or Officer responsible for internal audit provision, under S 151 of the Local Government Act 1972 (if different) Project Manager, Corporate Director & Head of Service of CAMD. CCTV Systems Manager
6.4.3 Any initial review of recorded material must take place in the Control & Monitoring Centre review facility. The only exception to this shall be in instances where for technical or scientific reasons an 'off site' review is required but in all such instances the written authorisation of the CCTV Manager shall be required prior to release of the recorded material.
6.4.4 Viewing of evidential material for defendants will be carried out by their appointed solicitors under the control of the prosecuting authority's investigating officer. It will be the responsibility of the prosecuting authority to provide copies of any such material to defendants or their appointed solicitor
6.4.5 Public Access
6.4.6 There shall be no public access to recorded material other than in accordance with the Data Protection Act 1998. Any subject access requests made under the provision of the Data Protection Act 1998 will be dealt with in accordance with the Act and the best practice guidance of the National CCTV User Group on release of data to third parties. A copy of the relevant data will be produced and sent out to the individual if all conditions of the Act are met.
6.4.7 Training and Demonstrations
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Recorded material may on occasions be used for training and demonstration purposes but the material will be selected by the CCTV Manager in consultation with the Police and its use will be strictly controlled.
6.4.8 Research
Recorded material may be made available for the purpose of research in connection with matters relating to the permitted uses as set out in Part II of this Code which include:-
(i) to assist in the general planning and management of the areas of CCTV coverage.
(ii) to assist in identification and compiling of information relating to public safety.
(iii) to assist in the efficient management of services in the areas of CCTV coverage.
Written authorisation from the CCTV Manager will be required before access for research purposes is authorised. The copying of material or its removal from the Control & Monitoring Centre for research purposes will only be permitted under exceptional circumstances and shall be fully documented.
6.4.9 Prosecuting Agencies
6.4.9.1 Access to recorded material may be permitted to allow statutory prosecuting agencies, such as the Crown Prosecution Service, the Customs and Excise, or the Health and Safety Executive, to investigate and prosecute serious breaches of the law. Prior written authority of the CCTV Manager will be required and full details of the reason for granting access and the areas to be observed will be recorded in the Control & Monitoring Centre log.
6.4.9.2 At the discretion of the CCTV Manager non-statutory prosecuting agencies may be allowed the rights under Paragraph 6.4.9.1.
6.4.10 Release of Material to the Media
The Police will be permitted to release recorded material to the media in connection with the investigation or detection of a crime. Prior approval of the owners of the CCTV system is not necessary before recorded material is released to the press, but the material should only be released in strict compliance with the recommendations of the ACPO Media Advisory Group and the Bedfordshire Constabulary procedures.
The CCTV Manager should be advised of the release of the recorded material to the media and every effort should be made to give the notification prior to its release. Notwithstanding the recommendations of the Association of Chief Police Officers (ACPO), the Police must ensure that any recorded material which is released to the media is limited to that required to convey information relating only to the particular incident and that they shall ensure that material is issued with strict copyright conditions that do not allow it to be used for entertainment or any other purposes.
6.5 Evidential Material
Recordings on computer media (CD/DVD/USB Hard drive) which are required for evidential purposes shall be treated as exhibits and shall be retained and stored in accordance with Procedures agreed with the Police and the Crown Prosecution Service.
The Control & Monitoring Centre management and operating procedures will be established to ensure the integrity of recorded evidence. Recordings on computer media removed from the Control & Monitoring Centre, as evidential material must be marked with a unique audit log number (e.g. LBC 0099) and a fully completed audit log disclaimer signed prior to the release of the material. Continuity of evidence from that point resides with the Statutory Prosecuting Agency.
6.6 Photographs, still prints and other information
6.6.1 Still prints shall not be taken as a matter of routine or without justifiable reasons.
6.6.2 Still prints of live incidents shall only be taken where they are deemed to be essential by the CCTV Operator for intelligence purposes.
6.6.3 Still prints shall be considered as recorded material and all the procedures, restrictions and controls relating to other recorded material detailed in this Code shall apply.
6.6.4 Still prints produced and retained by the CCTV Operators will be reviewed every 12 months and destroyed when no longer required in connection with an investigation or persistent criminal activity, in accordance with the requirements of the Data Protection Act 1998.
6.6.5 Photographs shall not be displayed and shall be kept in a binder, album or computer file and securely stored within the CCTV Control Centre at all times. Access to the photographs or still prints will be forbidden to anyone except CCTV Control Centre staff, Police or CCTV Independent Inspectors. 6.6.6 Photographs or still images received from statutory prosecuting agencies may be permitted within the CCTV Control Centre for crime prevention, crime detection and apprehension purposes only. All such images shall be stored in a separate computer file and only with the express permission of the CCTV Manager. The prosecuting agency shall be responsible for the provision of up to date photographs and still images together with their auditing and disposal.
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6.6.7 The CCTV Manager shall maintain procedures for the regular auditing of photographs and still images provided by the prosecuting agency and shall refuse any such material, which relates to matters outside of the jurisdiction of this code.
6.6.8 Any other personal data or information received from statutory prosecuting agencies will be subject to the same guidelines outlined above for still images or photographs and shall be subject to the requirements of the Data Protection Act 1998.
6.7 Editing and Erasing
6.7.1 Editing of original recorded material is not permitted
6.7.1.1 Editing of material copied onto a computer media may be permitted under the requirements of the Data Protection Act 1998 to preserve the identity of other individuals contained if an individual subject access enquiry is made under the Act. This may be performed by a third party if the technology does not exist to carry out this requirement locally. A charge is permitted for this under the Act to cover costs only.
6.8 Monitoring and Evaluation
The following performance indicators should be monitored and evaluated to assess the effectiveness of the System, and will be published in the annual report;
Number of incidents/events recorded Number of monitored arrests Number and types of offences
Effectiveness will be measured by;
Comparison of numbers and types of crime recorded before and after installation of the cameras, from Police records. (Police Crime Statistics, Original and subsequent evaluations, University of Luton) The time and day comparisons of incidents and offences. (CCTV records) The location and displacement, if any, of criminal incidents. (Courts, Police and C.P.S.) Ongoing dialogue with partner‟s residents, business and other interested and concerned bodies. (Safer Luton Partnership, University of Luton and Police) KPI‟s produced by the Public CCTV Manager‟s Association (PCMA) members for use by Public Authorities in Best Value and Benchmarking reviews and feedback
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PART IV
CCTV SYSTEM CAMERA COVERAGE LOCATION TABLE
INDEX
DESIGNATED CAMERA NUMBER & LOCATION DESCRIPTION
CCTV SYSTEM COVERAGE LOCATION DETAILS AS FOLLOWS:- Luton Town Centre 1 Bridge St. / Library Road / Galaxy Centre 2 Bute St. / Guildford St. 3 Guildford St. / Hitchin Road 4 Cheapside / John St. 5 St George‟s Square 6 Library Gap / St. Georges Square 7 Silver St. / Bute St. / Library Road 8 George St. / George St. West 9 Market Hill / George St. / Castle St. 10 Chapel St. / George St. 11 Park Square / Park St. / Church St. 12 King St. / Hasting‟s St. 13 Wellington St. 1/ Manchester St. / George St. 14 Wellington St. 2/ Manchester St. / George St. 15 Chapel Viaduct / Chapel St. / Stuart St. 16 Gordon St. Car Park 17 Upper Wellington St. / Stuart St. 18 Gordon St. / Upper George St. / Dunstable Place 19 Manchester St. 1 / Gordon St. / St. Georges Square 122 Manchester St. 2 / Gordon St. / St. Georges Square 125 Manchester St. 3 / Gordon St. / St. Georges Square 124 Lancrets Path 20 Alma St. / Alma Link / Upper George St. 21 Cardiff Rd / Upper George St./ Inkerman St. 22 Dunstable Place / Stuart St. / Buxton Road 23 Buxton Road / Dumfries St. / Adelaide St. 24 Inkerman St. / New Bedford Road / Collingdon St. 25 Liverpool Road / Telford Way / Dunstable Road 26 New Bedford Road / Mill St. 27 Mill St. / Old Bedford Road 28 Crawley Road Car Park / Telford Way 29 Crawley Road Car Park / Rear of Co-op Funeral Services 30 St. Anne‟s Lane / Church St. 31 Church St. / St Mary‟s Road / Power Court 32 Park St. University 33 Flowers Way / Park St. West 34 Cumberland St. / Park St. / Vicarage St. 35 Vicarage St. / St. Mary‟s Road 36 Vicarage St. Outer Car Park 37 Vicarage St. Inner Car Park 38 Manor Road / Park St. 39 Hat Factory / Bute St. 64 Crawley Green Roundabout 67 Bute St. Car Park 80 Park Town Community Centre 81 Brantwood Park 82 Hibbert Street / Castle St. / London Road 83 Windsor St. / Chapel St. / Farley Hill 84 Castle St. / Flowers Way 87 Station Road
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88 Station Path 129 London Road Reference ANPR High Town 40 Villa Road / Old Bedford Road 41 Clarendon Road / Old Bedford Road / The Larches 42 Midland Road / High Town Road 43 High Town Road / Cross Street 44 Havelock Road / High Town Road 45 Wenlock St. / Milner Court 46 Wenlock Street Car Park 47 Back Street / Duke St. 48 Bells Park / Havelock Road 49 Popes Meadow / Old Bedford Road 89 Popes Meadow Recycle Centre 126 Popes Meadow Reference ANPR Bury Park 50 Sainsbury‟s Car Park / Esso Garage / Dunstable Road 51 Hazelbury Crescent / Dunstable Road 52 Moor St. / Dunstable Road 53 Kenilworth Road / Dunstable Road 54 Beech Road / Dunstable Road 55 Ash Road / Dunstable Road 56 Birch Link / Leagrave Road 57 Selbourne Road / Leagrave Road 58 Francis St. / Crawley Road 59 Waldeck Road / Bury Park Road 60 Cromwell Road / Moor Path / Biscot Road 61 Hillside Road / Brook St. 62 Brook St. / Old Bedford Road 63 Moor Path / Telford Way 85 Moor Path 2 123 Moor Path / Telford Way Fixed 127 Brook St. / New Bedford Road Reference ANPR 128 Moor Path / Telford Way Reference ANPR Wardown Park Museum 65 Wardown Park Museum Front 66 Wardown Park Museum Side Lewsey Farm 68 St Dominic‟s Square Farley Hill 69 Market Square Farley Hill Hockwell Ring 70 Hockwell Ring Shop Fronts (The Green) 71 Hockwell Ring Shop Rears 72 Home Court Car Park 73 Green & Home Court Car Parks 74 Green Court Car Park 75 Mossdale Court Car Park 76 Acworth & Mossdale Court Car Parks 77 Acworth Court Car Park 78 Mossdale Court Roof Town Hall Complex 90 Town Hall Manchester Street Exit 91 Town Hall Cashier Counters 92 Town Hall Cashiers Door 93 Town Hall Car Park Shutter 94 Town Hall Car Park Inner 95 Town Hall Outer Car Park Looking Out
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96 Town Hall Bakers Yard 97 Town Hall Credit Union & Printing 98 Town Hall Dustbin Area 99 Town Hall Bike Shed 100 One Stop Shop Corridor 101 Cashiers Machine 1 102 Cashiers Machine 2 103 Town Hall Boiler Room Door 104 Town Hall Committee Room 3 105 Town Hall George St. Fire Exit 106 One Stop Shop Reception Desk 107 One Stop Shop Counters Area 108 One Stop Shop Main Reception Entrance 109 One Stop Shop Toilets 110 Interview Room Waiting Area 111 Interview Room 1 112 Interview Room 2 113 Interview Room 3 114 Interview Room 4 115 Interview Room 5 116 Interview Room 6 117 Parking & Licensing Waiting Area 118 Parking & Licensing Main Counters 119 Parking & Licensing Interview Room 120 Town Hall Data Centre 121 One Stop Shop Horse Shoe Counters 144 CCTV Control Centre Main Door 145 CCTV Control Centre Lockers 146 CCTV Control Centre Corridor Marsh Farm 79 Leabank Roof / Wauluds Bank Drive 130 The Moakes / Purley Tavern 131 Purley Centre Car Park / Freemans Green 132 Vadis Close Car Park 133 Purley Centre Internal ANPR 134 Popes Meadow ANPR 135 Brook Street ANPR 136 Telford Way ANPR 137 London Road ANPR Sundon Park 159 Sundon Park Parade Riddy Lane 160 Riddy Lane Parade / New Bedford Rd Leagrave 161 Oakley Rd / Leagrave High St 162 Grange Ave / Leagrave High St 163 3 Horseshoes Roundabout/McDonalds 164 Marsh Rd / TA Centre 165 Marsh Rd / Willow Way 166 Marsh Rd / Nursery Rd 167 Marsh Rd Lidls 168 Marsh Rd / Archway Rd / Limbury Rd 169 Marsh Rd / Roman Rd / Icknield Rd 170 Waller Ave / Leagrave Rd / Blundell Rd Busway 171 Interchange 1 / Station Rd / Zebra Crossing 172 Interchange 2 / Station Rd / Drop Off Area 8/25 - APPENDIX 3
173 Interchange 3 / Station Rd / Train Station Crossing 174 Interchange 4 / Station Rd / Guildford St 175 Blackburn Rd 176 College Drive 177 Church St Dunstable 178 Skimpot Lane 179 Chaul End West 180 Chaule End East 181 New Bedford Rd 182 Church St Luton 183 Kimpton Rd 169 Marsh Rd / Roman Rd / Icknield Rd 170 Waller Ave / Leagrave Rd / Blundell Rd 160 Riddy Lane Parade
APPENDIX
This Code of Practice should be read in conjunction with the following sources of information, which form the main influence and conditions of Public CCTV Monitoring systems;
1. Operational Procedures for the Luton Borough Council Town Centre & Associated CCTV Scheme 2. Code of Practice for Digital Recording Systems for the Purpose of Image Export to be used as Evidence 3. Data Protection Act 1998 4. Human Rights Act 1998 5. Regulation of Investigatory Powers Act 2000 6. Freedom of Information Act 2000 7. Crime and Disorder Act 1998 8. Police And Criminal Evidence Act 1984 9. Rehabilitation of Offenders Act 1975 10. LGIU Code “CCTV: A Watching Brief?” 11. B.S. Code of Practice, the Data Protection Code of Practice for CCTV Surveillance practices 12. Luton Borough Council‟s Operating Procedures for the Town Centre Control Centre 13. B.S. 7858:1996, „Code of Practice for the Security Screening of Personnel Employed in a Security Environment‟ 14. Private Security Industry Act 2001 15. Criminal Records Bureau 16. Security Industry Authority LUTON BOROUGH COUNCIL
OPERATIONAL PROCEDURES FOR THE LUTON BOROUGH COUNCIL TOWN CENTRE AND ASSOCIATED CCTV SCHEMES
CONTENTS;
1. GENERAL; Mission Statement
2. CONTROL CENTRE
3. ACCESS & SECURITY
4. COMMUNICATION & CONTROLS
5. OPERATIONAL MATTERS
6. VIDEO IMAGE USAGE AND STORAGE
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7. OTHER ISSUES
1. GENERAL: Mission Statement
The aim in producing this document is to set standards, procedures and documentation requirements for the Luton Borough Council CCTV scheme, and its operation, and to supplement the Code of Practice.
These operational procedures should be considered as the required operating standards acceptable by Luton Borough Council and its partners.
It should be recognised that CCTV systems are one of the most flexible weapons to be introduced in recent years in the fight against crime, and Social problems. As owners of this scheme, we must attempt to gain and hold the respect and support of the public using Luton Town Centre and other associated areas. The use of the system must be seen to be beyond reproach and suspicion, and must be accountable at all times. In anticipation of future legislation being introduced and enforced, to control the use of CCTV systems, this scheme must develop and be governed by, strict procedures in its operation.
The need to safeguard the integrity of the CCTV scheme must be paramount alongside the need to uphold the right to privacy.
This Operational Procedural manual should be read in conjunction with the Luton Borough Council CCTV Code of Practice and other documentation as noted in the Appendix of that code. In the event of any contradiction, the Code of Practice will take priority.
It is intended as a reference document for Operators and Managers of CCTV Control Centres and outlines various methods, instructions and documentation procedures required for the operation of the scheme.
Definitions;
„Scheme‟ is the Luton Town Centre CCTV Control Centre, its associated cameras, operational equipment, cabling and ancillary equipment used for the efficient and practical running of the Scheme. It may include from time to time increases in numbers of cameras, desks, monitors and other associated equipment. Information about this increase will be notified to interested parties and bodies by the Council as it thinks is appropriate.
„Control Centre‟ is the designated room/s set aside for accommodating the necessary Staff and equipment to monitor and review the cameras within the system. „Authorised Officer‟ will include the Project Manager, and any other officer delegated authority by the Council who may, from time to time, be appointed, (i.e. those officers listed in Par. 8.13 of the LBC Code of Practice)
„Project Manager‟ is the designated Manager authorised by the Council within the Capital & Asset Management division, Corporate and Customer Services Department, responsible for the overall management of the LBC Town Centre CCTV Scheme, as required by the Council and COMT.
„Contractor‟ will be those companies appointed from time to time by the Council to;
1. Staff and Supervise the staffing of the Control Centre, and to maintain the levels of personnel and standards as laid down in the Contract for services for staffing for the Scheme
2. Receive messages and respond to problems of non-operation of equipment in the CCTV Control Centre and provide routine maintenance and repairs as required to the equipment associated with the Scheme Control Centre
Other Definitions, which need to be recorded and defined to interested parties, should be notified to the Supervising Officer as they arise.
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2. CONTROL CENTRE
Requirements of Staff employed within the CCTV Control Centre
All staff will be employed as required by the Conditions of Contract for staffing of the Control Centre Contract.
All of the relevant conditions of attendance at the Control Centre are as written and notified in this contract, and in particular the requirement of training and qualification of Operators will need to be addressed.
Selection & recruitment
LBC‟s Control Centre will be staffed by operators who have been trained, selected and recruited specifically for the purpose of competent operation of that facility (see Code of Practice for vetting requirements).
Each candidate will be subject to full security vetting as laid down by the SIA and CRB. They will be expected to supply two references and, during interview demonstrate their commitment to, and understanding of, the total confidentiality expected of them. The testing will include their knowledge of CCTV procedures, and the preparation of log entries and reports. All newly appointed Operators will undergo a six month probationary period, at the conclusion of which should they prove to be unsatisfactory (as assessed by the LBC Project Manager & Contractors Manager) their contract may be terminated without explanation by either party, or in the case of Contractors Staff, written request to remove them from site.
Training
Each Operator will be fully trained in the use of all necessary items of LBC‟s equipment in the Control Centre. They will also be trained in relevant social and legal issues, especially the giving of evidence and evidential procedures. They will undertake ongoing training on a regular basis, which will cover relevant updates of CCTV legal issues. Operators will be encouraged to work towards formal qualification and certification of their skills and abilities with a recognised qualifying body, where appropriate.
Discipline
The CCTV Operators will be subject to the Luton Borough Council disciplinary code, copies of which will be made available upon selection. Any breach of any CCTV code or procedure, including confidentiality, will be dealt with in accordance with this disciplinary code. CCTV Manager, Supervisors and Operators must be aware that any such breach will be investigated, and may amount to gross misconduct, which could lead to dismissal, or in the case of Contractors staff, removal from the site.
The Project Manager (and Contractors Designated site Manager in the case of Contracting staff) will be the lead-controlling officer for ensuring that this operational procedure is not breached, and that all protocol codes are complied with.
Welfare
Breaks will be taken away from monitoring equipment. Operators will be encouraged to take short comfort/tea/coffee breaks at approximately 60-minute intervals for a maximum of 10 minutes per break, an additional 60 minute dinner break period will also be encourage during each shift. The Operators should stagger these breaks by one operator taking them on the half-hour, and one on the hour. It is essential that the time when the monitoring equipment is left unattended is kept to a minimum. The attention span of any Operator is limited, and it is important that this is acknowledged. In the event of sickness the Supervisor or Operator should contact the Project Manager/Authorised Officer, or in the case of the Contractor, the designated Manager for Emergency cover. Operators will have to account for any unauthorised periods of absence from the Control Centre, at any time of Day or Night. Unauthorised is defined, as any time Operators are away or unobtainable for more than 30 minutes at a time during their shift.
Staffing Strategy
1. The CCTV Control Centre will be staffed by an SIA trained Operator at all times
2. The equipment within the CCTV centre will record to a digital video recording system at all times.
3. If, in the case of an emergency, the Control Centre is not staffed and circumstances prevail which require specific action, the following will apply. Consideration will be given to calling out a trained operator to staff the Control Centre
Police and Staffing during Major Incidents
Police response to any incident will be at the discretion of the force strategy and/or designated Senior Police Officer, who may wish to work with any LBC Contracted Operator present from the Police Monitor.
In the event of a pre-planned operation or special event, permission must be given by a Asst. Chief Officer/Authorising Officer of the requesting Authority under the Regulation of Investigatory Powers Act 2000 (RIPA), and the following action will be undertaken;
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1. The LBC CCTV Control Centre will be staffed by at least one SIA trained Supervisor/Operator who will have been fully briefed on the exact nature and location of this operation or event, and will be provided with the necessary written authorisation form under RIPA; any problems with this should be referred to the CCTV Manager in the first instance:
2. Recording will continue uninterrupted to a digital video recording system.
3. Written copies must be kept on file of all requests and their outcome and decisions during any operations
Guiding principles of Control & Operation of Cameras
1. The operators of the cameras will act with the utmost probity at all times
2. Every use of the cameras will accord with the purposes and objectives of the Scheme, and shall comply with the Code of Practice
3. Cameras will not be used to look into private property. „Privacy Zones‟ will be programmed into the system as required, in all circumstances, by the site Manager or Authorised Officer, to ensure the interior of any private properties within the range of this scheme, are not surveyed
4. Camera Operators should beware of exercising prejudices, which may lead to complaints about the system being used for purposes other than those for which it is intended. The Operators will be required to justify their interest in, or recording of, any particular individual, group or property, at any time by audit or by the site Manager, Project Manager or Authorised Officer.
5. All operations will be undertaken within the requirements of the Data Protection Act 1998 and the Human Rights Act 1998 in force
Primary and Secondary Control of Cameras
Only those staff, trained, qualified in CCTV operation as required, and approved by the Project Manager, and with the necessary responsibility for using the equipment within the Control Centre, will have access to the operating controls for the recording of CCTV images. No recording of any information gathered from the Town Centre and associated CCTV schemes will take place anywhere else, other than the Control Centre, and by authorised equipment and operators. This system is the only control facility dedicated to these cameras. The CCTV operators will have primacy of control at all times.
3. ACCESS AND SECURITY
Authorised Access
Only those members of staff employed by or contracted to, Luton Borough Council, trained specifically as CCTV Operators, maintenance personnel or pre-agreed third party staff with authorisation entry passes, will be allowed access to the Control Centre or any of the external equipment. Public Access/Subject Access
Public access to the CCTV Control Centre will be prohibited, except where a Subject request search has been requested as allowed for and laid down in the Data Protection Act 1998. All seized evidential media should be in the possession of the Police and the Subject should be referred to them.
In this case, the subject must pay a fee of £10.00 before any further investigation is done. The cheques must be made to Luton Borough Council or cash paid in at the Cashiers desk in the Town Hall. The Subject must provide legible and discernible photograph recognition of themselves for use for identification. Subjects can only ask about themselves and will not be allowed to make request for or on behalf of anyone else. A subject access request form must be signed and completed with payment by the requesting individual before any action will be taken.
The subject should supply reasonable dates and times of presence in the area to be reviewed (up to within 30 minutes maximum would be considered reasonable). The reviewing of the relevant footage should not involve periods in excess of 30 minutes; otherwise the subject request should be advised that more accurate time of their presence in the requested area is required.
The search can be undertaken up to 40 days after written request and since the recorded media is only kept normally for 28 days this procedure should not be a common occurrence.
However, in general, public access to the CCTV Control Centre is not allowed. Minimum requirements for access would include a full vetting procedure and accompanying by an Authorised Manager. CCTV Operators will be notified and allowed to leave the Control Centre and have their identities kept secret at all times.
For authorised visits, no visit will comprise more than 6 people and will only take place with the prior notification of the CCTV operators. A minimum of 72 hours notice will be required.
Visitors will always be accompanied by an Authorised Officer.
The Operator‟s will record the details of the visit as follows;
1. Time, duration and date of the visit
2. Officer accompanying (other than the Authorised Officer), and their organisation
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3. Names and status of the visitors
Any occurrence, which leads to comment during the course of a visit, will also be recorded.
These procedures refer to all unauthorised persons regardless of rank or position, who may request access to the CCTV Control Centre.
Maintenance
The maintenance of this System, inclusive of amendments and variations required, is the sole responsibility of the maintenance contractor, as laid down in the Contract documents current at this time. In the event of service or repairs being required or programmed, the Supervisor is to notify the site Manager. The scheduling of these repairs/service will then be agreed. A Computer Log of all requests for service and repairs, and the subsequent results, will be maintained in the Control Centre. This must be available to the Project Manager at all times (see Appendix A).
Digital Media
Only discs bearing the „CD or DVD‟ logo will be used in any of the digital view stations. DIscs supplied, will be handled in accordance with the manufacturers instructions, the Code of Practice, and this operational manual.
Photo Prints
Photo print paper will be of the required quality and size, and stored securely within the CCTV Control Centre.
Access to Video Images
Access to the secure video images, will only be permitted to the CCTV staff and Authorised Officers. All other access must be accompanied, or given in written permission, including signing for any Security passes and keys, by an Authorised officer.
Supervision of CCTV Control Centre
The appointed CCTV Control Centre staff will be responsible for ensuring that all written or computer-processed information is kept secure and up to date. All materials and equipment are the responsibility of the CCTV staff, to ensure accurate and continuous monitoring of the cameras, as required. The site Manager will be responsible for ensuring the smooth running of the Control Centre, and its operations. Any unforeseen or serious problems should be reported immediately to the Project Manager.
4. COMMUNICATION AT THE CONTROL CENTRE
Retail Radio / Nite Net Radio Link
A radio link will allow monitoring of the retail and nite net radio scheme present within the Town Centre and The Mall Centre. Operators should be aware that the Mall, Centre is operated and controlled by the Mall, and not the Council. Co-operation with the Mall Security is essential. All protocols for the correct operation of the radio must be adhered to.
Police Airwaves Radio
A Police Tetra Airwaves Radio is situated within the CCTV Control Centre. This unit receives and transmits directly with other Police radios and the Police Headquarters Controller.
The Mall Centre Monitor Link
There is a dedicated monitor link between the Mall Centre and Luton Borough Councils CCTV Control Centre. This is a slave monitor and can only be controlled by the Mall Control room for their cameras, and by the Luton Borough Council CCTV Control Centre for our cameras. It is essential for the success of the scheme, that the Mall Security and the Luton Borough Council CCTV Control Centre Operators co-operate, and co-ordinate, where possible, their communication and surveillance.
Police Station Link
There is a dedicated audio link between Police HQ, Kempston and LBC‟s Control Centre. This is also a slave monitor, and requests from the Police for viewing of certain cameras, can only be accomplished from the LBC Control Centre. Operators should be alert to these requests, and ensure that any evidence or information supplied to the Police is in accordance with the Code of Practice. In the event of a serious incident and the requirement of the Police to take control of the LBC Control Centre, then all operators should remain at their posts. However if this may compromise the situation then the Project Manager might require the operators to vacate the Control Centre. This can only be done on the explicit written instruction of the Project Manager or delegated authorised officer. No other person will require the Operators to vacate, or give access to the Control centre, without the explicit written instruction of the Project Manager or delegated authorised officer.
Traffic Management
There is a dedicated CCTV transmission link to LBC‟s Traffic Signals Team for traffic monitoring and congestion control purposes only.
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Telephone Links
There are telephone links between the LBC CCTV Control Centre and the Police Station, and between the LBC CCTV Control Centre and the Mall Security Centre. These telephones are for the communication of CCTV information only, not private use.
5. OPERATIONAL INFORMATION
Equipment Demonstration
Any demonstration of the capabilities of the cameras will be strictly controlled, and no concentration will be placed on any individual, group or property.
Maintenance Visits
Maintenance visits will only be carried out;
1. With the written authorisation of the site Manager
2. In the presence of an Authorised Operator
They must be programmed as far as possible and only emergencies will not require the appropriate notice.
Security
If the CCTV Control Centre is to be left unattended for any reason, then it will be securely locked, except for emergency access, Emergency access include such matters as Fire, Flood, serious Electrical fault, or the instructions of the Project Manager. No equipment, information, logbooks, Computer records or personal belongings should be left out in the open for general inspection. Daily Incident/Occurrence Log
A Control Centre Daily Report Log will be maintained by the Operators. This log will indicate all incidents and occurrences within the Control Centre, including all visitors, Operators on and off duty and times, telephone calls audits and checks and maintenance visits.
Outside of normal hours, visitors will need to be authorised by the site Manager or Authorised Officer to enter the Town Hall, and their identification ratified. Any refusal to do so will mean entry will be refused. The matter will be referred to the site Manager by the next working day.
Health & Safety
The Health & Safety at Work Act 1974 (HASWA), places a responsibility on both employers and employees to ensure a safe working environment for themselves, fellow staff, and other visitors. Each Operator will ensure that they are aware of the Councils Health & Safety policy and in the case of Contractors staff their own companies and any other documents relating to Health & Safety relevant at the time. In particular, those provisions especially for the Control Centre, which must be complied with at all times. Any discrepancies or concerns will be brought to the attention of the Project Manager, as soon as practicable. See also the Contract requirements for Health & Safety, Equal Opportunities and Sex & Racial Discrimination requirements of the Management of the Scheme.
Emergency Procedures
In the event of an evacuation of the CCTV Control Centre, whether by Fire or Security alert, all Supervisors/Operators will proceed in accordance with the LBC fire/emergency evacuation and assembly procedures for the Town Hall. Where possible, and without unnecessary risk to any member of staff, the Control Centre should be locked and secured. Any operations and procedures being undertaken should be abandoned.
Upon return to the CCTV Control Centre, the Supervisor and/or operator should inspect the centre, and check all equipment, to ensure correct operation. The event/incident must be recorded in the daily report log as soon after the event/incident has occurred as possible.
The Risk of lone working must be taken into account, in the case of any incident or occurrence such as Fire or Bomb alert. Operators should inform the relevant emergency service, and outside normal working times, will alert the appropriate managers and/or personnel.
In the event of an incident outside of working hours, relevant alarms will be sounded and the Police and Fire Brigade informed. The CCTV Control Centre should then be evacuated, as above.
Observed Occurrences/Incidents
Refer to the Luton Borough Council CCTV Code of Practice
EQUIPMENT Fault Reporting Procedures - Equipment
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CCTV operators will be responsible for the reporting of faults, damage or any irregularities in the operation of the Control Centre and/or individual cameras. They should be reported as required in the Code of Practice. Operators should be aware of the maintenance contract, which Luton Borough Council has with the maintenance Contractor.
All records and logs must be kept as required, and only discarded when indicated by LBC Managers and/or the Code of Practice. Failing any reference to any particular records, the guidance and instruction of the Project Manager will be sought, and acted upon.
Witness Statements
Pro forma MG11 Witness statements have been drawn up and are available for use within the Scheme for all staff, to be adapted as required.
6. CD/DVD Disc Usage and Storage
CD/DVD Discs should be stored away from direct sources of heat, such as radiators, hot air fans, sunlight, etc.
CD/DVD Discs should be stored in a secure lockable cabinet.
Discs should not be left in recording equipment, which is not in use.
Discs should be returned to their protective sleeves when not in use. Discs are not to be left lying around out of their cases.
Discs are to be handled with care at all times. They are not to be thrown or dropped onto any hard surface.
Still Images
Still images are not photographs; they are copies of the original video images and recordings. Therefore for evidential purposes, the original video recording is the best evidence.
Still images cannot be used in place of photographs when seeking to identify any person or incident. Video prints are not admissible under the provisions of the Police and Criminal Evidence Act, 1984, Codes of Practice.
A still image can only be treated as an exhibit, and dealt with in accordance with the rules of evidence about continuity, disclosure and so on. Therefore, still image will not be taken as a matter of routine. Each print requires justification by the originator, and in all cases, must be justified to the site Manager, in the first instance. Logs will be maintained of all still images.
Release of Recorded Material
Release of any recorded material will only be made with a written request. No material will be released to the public or any private individual, group or organisation without the express written consent of the Project Manager. Material will only be released to a Police officer in accordance with the Code of Practice.
When any approval has been given to release recorded information, i.e. when searching for missing persons, for example, the full details of the information released, to whom, when, why and then how released, must be entered into the record log books/computer. This evidence may have to be produced at a later date to satisfy public and other opinion, that the correct procedures where carried out, where possible. Where the LBC Control Centre have no powers to control the subsequent actions of, for example, the Police, then this should be noted and indicated where control of the issue of material was transferred. If any material is to be shown for the purposes of obtaining evidence, it must be shown only on an individual basis as indicated in the Police and Criminal Evidence Act, Code of Practice D 2.21a, or any subsequent succeeding Code of Practice.
There will be no disclosure of any recorded material to the media or any other body. Typical requirements which the Police should consider before permission is given would be; 1. Any relevant Court proceedings must have been concluded at least 28 days beforehand; 2. There must be no appeal lodged or pending and no associated proceedings pending; 3. It must not be possible to identify any one person within the recorded material to be released, except as allowed for under the Data Protection Act 1998, the Human Rights Act 1998 and the future Freedom of Information Act 2000. 4. The release of the recorded material must be in the Public interest, and governed by the requirements of the relevant legislation and Code of Practice and the Operational Procedures. 5. The Copyright of all recorded material remains with Luton Borough Council.
Other Issues
This space to be used for future developments and comments to be considered during updating or modernising procedures.
APPENDIX
This document should be read in conjunction with the following;
1. The Luton Town Centre and Associated CCTV Schemes Code of Practice
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2. Conditions, Specifications and Pricing documents and their included supplements for the Provision of Staffing for the Luton Town Centre CCTV Scheme 3. Code of Practice for Digital Recording Systems for the Purpose of Image Export to be used as Evidence 4. All other documents noted in the Code of Practice
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Part V
Code of Practice for Digital Recording Systems for the Purpose of Image Export to be used as Evidence
Contents
Introduction
Scope
Normative references
Abbreviations
Terms and definitions
Image quality
Admissibility as evidence
Audit trail
Image authenticity
Storage
Export of images
Playback of exported images
Time and date integrity
Introduction
The demand for this code of practice (COP) is based on the videocassette recorder (VCR) medium in many cases being replaced by digital video recorder (DVR/NVR) technology within security applications with the result that end users and specifiers are requesting guidance. The rapid change towards DVR/NVR technology is based on improved reliability, ease of use, ability to search for specific recorded data quickly, no need for daily attention, in particular, relating to the constant requirement to change video tapes and the retention thereof. This COP does not attempt to establish a preference for the digital recording medium to be adopted but does recommend the areas that should be considered when adopting DVR/NVR technology.
Scope
This COP has been prepared to assist companies and organisations in the specification, selection, installation and operation of DVR/NVR equipment, and systems, for the purpose of closed circuit television (CCTV) images to be used as evidence in a court of law. This document is aimed at assisting specifiers, installers, users, insurance companies, police authorities and purchasing organizations. Particular emphasis is placed on the following key areas: a) Image Quality b) Admissibility as evidence c) Image Authenticity d) Storage e) Export of Images f) Playback g) Operator / Owner Awareness h) Audit Trail
Normative references
The following referenced documents are indispensable for the application of this document.
For dated references, only the edition cited applies. For undated references, the latest edition of the referenced document (including any amendments) applies. 8/34 - APPENDIX 3
BS EN 50132-7:1996 Alarm systems – CCTV surveillance systems for use in security applications
Digital imaging procedure – Version 1.0 March 2002 PSDBB
Code of practice of legal admissibility and evidential weight of information stored electronically - BIP0008 Digital images as evidence – House of Lords select committee on science and technology session 1997-8 5th Report
UK Police requirements for digital CCTV systems – Home office/association of chief police officers (ACPO), Publication 09/05
Data protection act 1998 (DPA) Information commissioner CCTV code of practice (section 51(3) (b) DPA ‟98)
3 Abbreviations
CCTV Closed Circuit Television CD Compact Disc CD-RW Compact Disc – Read / Write COP Code of Practice DPA Data Protection Act DVD Digital Versatile Disk DVR Digital Video Recorder NVR Network Video Recorder HOSDB Home Office Scientific Development Branch (formerly PSDB) IP Internet Protocol PC Personal Computer PSDB Police Scientific Development Branch (now known as HOSDB) RAID Redundant Array of Independent Disks SAN Storage Area Network VCR Video Cassette Recorder
4 Terms and definitions
For the purpose of this COP the following terms and definitions apply:
4.1 Audit trail
Data which allows the reconstruction of a previous activity, in its correct chronological place, or which enables the attributes of a change (such as date/time, operator) to be recorded
NOTE The list can be generated by a computer system (for computer system transactions) or manually (usually for manual activities)
4.2 Authentication Proof that the original recording has not been altered since first writing to storage media and that the master copy is an exact copy of the original recorded digital images
4.3 CCTV camera A unit containing an imaging device producing a video signal from an optical image
4.4 CCTV system System consisting of camera equipment, monitoring and associated equipment for transmission and controlling purposes, which might be necessary for the surveillance of a defined secure area
4.5 Digital image Image consisting of pixels using ranges of discrete values
4.6 Digital/Networked video recorder System that is capable of recording, playback and export of digital images captured by CCTV cameras. A DVR/NVR may consist of one physical box or could be multiple components, spread across a network
Examples of components include video/audio capture hardware, input/output interface hardware, processing hardware, storage media and network interface hardware
4.7 Event Incidents recorded on the DVR/NVR that could be of interest. Depending on the configuration of the DVR/NVR, specific event types may become searchable criteria
4.8 Event log Chronological list of events or operations which have occurred in the DVR/NVR
4.9 Exact copy Transfer of digital images from source (original recording or master copy) to separate digital storage media where the copied image data is a bit for bit copy of the source
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4.10 Export Transfer of data from the original stored location to an alternative storage location
4.11 Fit for purpose Meets defined operational requirements for the recording and playback of each individual camera
4.12 Master copy Exported exact copy made from the original recording
4.13 Metadata Data about data NOTE: For example, the context and relationships of data with other data which is necessary to render that data more understandable
4.14 Original recording First instance of digital images recorded to the DVR/NVR‟s on-line storage to be used for playback and/or export
4.15 Picture quality Value of the recorded evidence depends upon the picture quality. Picture quality inherently relates to its intended use, it is therefore purely subjective. The final assessment of the played back images should be made against the system specification in terms of „fit for purpose‟
4.16 Playback Viewing of previously recorded images from the DVR/NVR
4.17 Retention period Specified time for which digital images are to be held on the DVR/NVR system‟s storage media to meet the purpose of the application
4.18 Storage Digital media on which digital images are stored. Examples include hard disk drive (local or remote), digital tape, CD, DVD, flash memory: a) Local: storage media that exists in the same physical box as the majority of the other DVR/NVR components. Removable media is included in this category if it is located locally for the purpose of writing original recordings to it b) External: storage media existing physically separate to other DVR/NVR components and connected by a communication link. Examples of external storage include RAID arrays, file servers - PC providing storage, SANs etc c) On-line: either or a combination of the above which is accessible immediately by the DVR/NVR
4.19 Working copy Additional copies other than the master copy made either from the original recording (at the same time as the master copy) or from the master copy. The working copy should be an exact copy of the master copy when created. The working copy may be subsequently altered due to processing. E.g. image enhancements
5 Image qualities Before evaluating image quality, ensure that the reason for recording the images is clearly defined and understood. Choose the highest image quality of system as possible, ensuring that the images produced are fit for that purpose. Always judge the capability of a DVR/NVR by the quality, taking the following factors that affect image quality into account: a) Subject size within the field of view of the camera b) Lighting of subjects within field of view c) Camera & lens specification d) Recorded digital image compression e) Image per second record rate per camera f) Transmission medium g) System maintenance h) Recorded digital image resolution
NOTE: for further information refer to EN50132-7
6 Admissibility as evidence
6.1 Producing evidence The House of Lords Select Committee on Science and Technology Session 1997-8 5th Report, states that digital recording technology provides no original that could be produced in evidence. All that is available for use as evidence is a copy of the first, probably temporary, recording in memory, and this will be admissible as evidence.
Its weight and admissibility as evidence will depend on:
8/36 - APPENDIX 3 a) Whether the image‟s audit trail from the digital recording device to the court is robust b) Whether the integrity of the image can be proven.
It is at the Court‟s discretion whether the evidence is deemed admissible.
NOTE 1: Operators of CCTV systems must comply with the legal requirements of the Data Protection Act 1998 (DPA), because failure to do so may result in legal action being taken under this Act.
NOTE 2: for further information refer to the Information Commissioner CCTV code of practice (section 51(3) (b) DPA ‟98).
7 Audit trail
The methods of operation and management of the system can affect the admissibility of evidence. Therefore it is important that actions and events for the recording system are logged. The audit trail should cover the period from when the original recorded images are recorded to media to the point which, the police or prosecuting authority take control of the Master or evidential copy or it is no longer required.
Note: For further information refer to PSDB‟s „Digital Imaging Procedure‟ – version 1.0, March 2002.
8 Image authenticity
It is important that the integrity of the images from the DVR can be proven, such that the original recorded images and subsequent copies cannot be altered without detection. „Digital Watermarking‟ is a term commonly used to describe image authentication, however this should not be confused with the Digital Watermarking method described below. Various techniques can be employed to detect image tamper, for example: a) Digital Fingerprinting b) Check summing c) Digital Watermarking
The DVR manufacturer should be capable of providing a statement that can be used in defence of the authentication method employed.
Note: This COP does not intend to detail all authentication methods since other techniques will be developed in the future. The above listed items are examples of commonly used techniques and these are provided as a guide.
8.1 Digital fingerprinting A method of generating a unique „fingerprint‟ of the original recorded image that cannot be reproduced if the „original recorded‟ image is altered and therefore reveals image tamper.
8.2 Check summing Each image is check summed according to an algorithm based on unique key data. Any change to the image or metadata would cause a massive change in the resultant checksum.
8.3 Digital watermarking Visible watermarking describes visibly insignificant changes made to the pixel values to incorporate information, which changes if the image file is altered. Originally the primary use of watermarking was to protect the intellectual property rights of the photographer or filmmaker and its use may have lead to claims that the image was not authentic because the pixels had been changed.
Invisible watermarking, a form of check summing, can provide image authentication checks without compromising the integrity of the original recorded digital image.
9 Storage
9.1 Data encryption Data encryption scrambles the digital data that forms an image in such a way that it would be difficult to reconstruct into the original recorded image. A reverse algorithm is required to reconstruct the image. Data encryption should not prevent authorised users/organisations from gaining access to playback of the exported images.
9.2 Security It should be demonstrable that access to storage media by either physical or electronic means is sufficiently controlled to prevent unauthorised access. Approved access should be logged to include who did what and when either via an access control system or via an audit trail.
9.3 Recording retention Careful consideration should be given to how long images are required to be stored prior to specifying a DVR/NVR system. Allowance should be made for event discovery through to playback/export by all interested parties. The quality of images should not be compromised to increase storage period.
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Note: Many DVR/NVR systems overwrite the oldest images when the storage capacity becomes full regardless of the intended retention period. Many DVR/NVR systems provide an image protection mechanism which allows a user to manually or automatically protect images from over-write. Care should be taken to ensure that protected images do not use up storage space such that expected overall record durations are comprised.
9.4 Storage functionality The system must be intuitive and assist the user in management of the system. One of the key features that a user requires is the ability to see how much recording they are receiving on their particular site: a) The DVR/NVR system should indicate how many days and hours of recording the system has stored. b) The DVR/NVR system should indicate an estimated retention period based on the changing of settings. 9.5 Removable storage media Where removable media is used as primary storage, care is required in how that physical media is utilised. While the removable media exists within the DVR under controlled access, the digital images on that media may be considered as both the Original Recording and master copy.
It should be noted that: a) Should the media be removed for evidential purposes as part of a correctly audited process, then that specific media could be considered as the master copy. b) If the media is removed or returned without appropriate auditing, then it constitutes an uncontrolled copy, which could reduce its evidential value.
10 Export of images
10.1 Image enhancements DVR/NVR‟s may provide enhancement tools such as image sharpening, brightening or zooming in on a particular part of the image. Any applied enhancements must not change the „original recording‟ or „master copy‟ images. If an enhanced image is exported, an audit trail must exist as defined within the audit trail section of this document.
10.2 Image export
To facilitate replay and export the following should be adhered to: a) A trained operator and simple user guide should be available locally b) Export of medium and large volumes of data can take a substantial period of time. The operator should know the retention period of the system and approximate times to export small (15 mins), medium (e.g. 24 hrs), large several days (up to all of the system) amounts of data. c) The software needed to replay the images should be included at export; otherwise viewing by authorised third parties can be hindered. d) Export of a DVR/NVR event log, audit trail and any system settings with the images will assist with establishing the integrity of the images and system. e) The amount of video that an investigator will need to export will be dependent on the nature of the investigation. It is essential that the system is capable of doing this quickly and to an appropriate medium. f) Export and recording should be possible at the same time without affecting the performance of the system. g) The system should not apply any compression or format conversion to the image when it is exported from the system, as this can reduce the usefulness of the content. h) Export of the original signature i.e. digital fingerprinting, check summing, digital watermarking should be carried out to ensure image authenticity. i) Hardware used for exporting images should be capable of verifying export was successful.
10.2.1 Export media The export media should be proportionate to the amount of data to be exported. A number of scenarios exist on how to export images from a DVR: a) The image is printed from the unit onto some form of paper. b) The image is copied (locally or remotely) to some form of removable digital media such as a floppy disk, flash card, CD-RW, DVD or USB hard disk.
10.2.2 Export file format Wherever possible the video and audio material should be exported in the DVR‟s native file format MPEG 4 and should be an exact copy of the original recording/master copy.
10.2.3 Exporting of supporting data The time and date information with any associated metadata should be exported with the relevant images. If the DVR supports event logging and audit trails then the facility for saving the DVR/NVR‟s settings and its event log/audit trail when exporting material should be provided.
11 Playback of exported images
Where the export media is intended to be replayed on a PC, the playback software should: a) Have variable speed control including frame-by-frame forward and reverse viewing.
8/38 - APPENDIX 3 b) Display single and multiple cameras and maintain aspect ratio i.e. the same relative.
Height and width. c) Display a single camera at the maximum record resolution. d) Permit the recordings from each camera to be searched by time and date.. e) Allow printing and/or saving (e.g. bitmap) of pictures with time and date. f) Allow for time synchronised multi-screen playback. g) Allow for time synchronised switching between cameras upon playback.. h) Allow Playback of associated audio and other metadata.
The time and date, and any other information associated with each picture should be legible and should not obscure the image.
12 Time and date integrity
12.1 General In terms of evidence the time and date information of the system is key. The user should ensure that the time and date (including time zones) is correct and that it is checked regularly.
12.2 Synchronisation Multiple DVR/NVR‟s should provide a method of time and date synchronisation between the DVR/NVR‟s, either manually or automatically. Daylight saving time changes should also be accommodated by the DVR/NVR.
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