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Management of Recorded Material

CCTV - Code of Practice

9.1 Guiding Principles

9.1.1 For the purposes of this Code 'recorded material' means any material recorded by, or as the result of, technical equipment which forms part of the New Forest District Council CCTV System, but specifically includes images recorded digitally, or on videotape or by way of video copying, including video prints.

9.1.2 Every video or digital recording obtained has the potential of containing material that has to be admitted in evidence at some point during its life span.

9.1.3 Members of the community must have total confidence that information recorded about their ordinary every day activities by virtue of, will be treated with due regard to their individual right to respect for their private and family life.

9.1.4 It is therefore of the utmost importance that irrespective of the means or format (e.g. paper copy, video tape, digital tape, CD, or any form of electronic processing and storage) of the images obtained from the System, they are treated strictly in accordance with this Code and the Procedural Manual from the moment they are received by the Monitoring Room until final destruction.  Every movement and usage will be meticulously recorded.

9.1.5 Access to and the use of recorded material will be strictly for the purposes defined in this Code only.

9.1.6 Recorded material will not be copied, sold, otherwise released or used for commercial purposes or for the provision of entertainment.

9.2 National standard for the release of data to a third party

9.2.1 Every request for the release of personal data generated by this CCTV System will be channelled through the System Manager.  The System Manager will ensure the principles contained within Appendix C to this Code are followed at all times.

9.2.2 In complying with the national standard for the release of data to third parties, it is intended, as far as reasonably practicable, to safeguard the individual's rights to privacy and to give effect to the following principles:

  • Recorded material shall be processed lawfully and fairly, and used only for the purposes defined in this Code.
  • Access to recorded material will only take place in accordance with the standards outlined in appendix C and this Code.
  • The release or disclosure of data for commercial or entertainment purposes is specifically prohibited.

9.2.3 Members of the police service or other agency having a statutory authority to investigate and/or prosecute offences may, subject to compliance with appendix C, release details of recorded information to the media only in an effort to identify alleged offenders or potential witnesses.  Under such circumstances, full details will be recorded in accordance with the Procedural Manual.

Note Release to the media of recorded information, in whatever format, which may be part of a current investigation would be covered by the Police and Criminal Evidence Act, 1984. Any such disclosure should only be made after due consideration of the likely impact on a criminal trial.  Full details of any media coverage must be recorded and brought to the attention of both the prosecutor and the defence. 

9.2.4 If material is to be shown to witnesses, including police officers, for the purpose of obtaining identification evidence, it must be shown in accordance with Appendix C and the Procedural Manual.

9.2.5 It may be beneficial to make use of 'real' video footage for the training and education of those involved in the operation and management of CCTV systems, and for those involved in the investigation, prevention and detection of crime.  Any material recorded by virtue of this CCTV system will only be used for such bona fide training and education purposes. Recorded material will not be released for commercial or entertainment purposes.

9.3 Recording Media- Provision & Quality

9.3.1 To ensure the quality of the video images, recorded information will meet the criteria outlined by current Home Office guidelines, the only recording media to be used with the System are those which have been specifically provided in accordance with the Procedural Manual.

9.4 Recorded Images - Retention

9.4.1 Recorded images will be retained for a period of 28 days, after which they will be automatically overwritten

9.4.2 Recording media will be used and stored in accordance with the Procedural Manual. At the conclusion of their use within the CCTV System they will be destroyed and the destruction certified.

9.5 Recording Media Register

9.5.1 Each tape, CD or DVD will have a unique tracking record maintained in accordance with the Procedural Manual, which will be retained for at least three years, after the media has been destroyed. The tracking record shall identify every use, and person who has viewed or had access to the media since the initial breaking of the seal to the destruction of the media.

9.6 Recording Policy

9.6.1 Subject to the equipment functioning correctly, images from every camera will be recorded throughout every 24-hour period at the rate of 2 images per second such that the time between successive frames once played back in time lapse mode shall not exceed 1 second. 

9.6.2 Images from selected cameras will be recorded at the rate of 25 images per second (real time) at the discretion of the CCTV operators or as directed by the System Manager.

9.7 Evidential Images

9.7.1 In the event of images being required for evidential purposes the procedures outlined in the Procedural Manual will be strictly complied with.

Updated: 2 Dec 2014
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