Custodial Operations Standard Operating Procedure - Storage and Disposal of Audio and Video Recordings used for Monitoring Purposes

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Performance Standard
Authority
1.	Process
1.1	Storage of audio and video/visual recordings
1.2	Isolation of recordings
1.3	Safe storage of video tape
1.4	Disposal of recordings

Performance Standard

To provide direction in relation to the appropriate storage and disposal of audio and video recordings used for monitoring purposes.

Safety & Security - Our Principles

Refer - Safety & Security - Our Principles

Chief Inspector Healthy Prisons 2007 -

Standard 21 Security, Good Order and Rules;

Standard 22 Discipline

o 22.13 Video cameras are used to record planned interventions.

o 22.18 Prisoners' safety is ensured by close monitoring and active management.

Standard 27 Offender Management Planning

o 27.13 Information about prisoners is managed and stored with respect for confidentiality

Refer - Healthy Prisons Handbook

Standard Guidelines for Corrections in Australia - Standards 1.49, 5.18 and 5.21

Refer - Standard Guidelines for Corrections in Australia Revised 2004

Authority

Corrective Services Act 2006 ss 52, 158, 265

Public Records Act 2002

Queensland Corrective Services Retention and Disposal Schedule: QDAN 683 v.1.0.

1. Process

1.1 Storage of audio and video/visual recordings

Audio and video recordings used for monitoring purposes are public records and are subject to the provisions of the ,Public Records Act 2002.

The storage and disposal of audio and video recordings used for monitoring purposes must be in accordance with Queensland Corrective Services requirements. Refer - Queensland Corrective Services Retention and Disposal Schedule: QDAN 683 v.1.0

The usage and storage of recordings will, in most cases, involve recycling. That is, the recording medium is reused (taped over) after the appropriate period of storage has elapsed. In compliance with the following minimum standards, local procedures will detail the process at each corrective services facility for storage and rotation of recordings.

All recordings will be securely stored and retained for a minimum period of one (1) month.

For recordings of major breaches of discipline, refer Standard Operating Procedure Breaches of Discipline.

The General Manager of the corrective services facility must establish a process that ensures recordings that have been required for evidentiary purposes are retained for a minimum of 12 months from finalisation of Queensland Police Service (QPS) investigative processes, court proceedings or appeals processes, whichever is the later.

Refer - Queensland Corrective Services Retention and Disposal Schedule QDAN 683 Version: 1.0.

1.2 Isolation of recordings

If an incident, or occurrence, occurs and the likelihood exists that a recording/s may be required for evidentiary or investigative purposes, then the recording/s in question must be isolated and stored in a secure place.

The recording/s must remain isolated until a determination is made as to whether or not they will be required. The General Manager of the corrective services facility and/or manager of the community corrective services area office, as appropriate, will make this determination following consultation with any investigating authority. Should the recording/s not be required, they will be returned to the rotational storage along with other such recordings until the required storage time has expired when they will be reused or disposed of as appropriate.

1.3 Safe storage of video tape

Magnetic tape will deteriorate with time and use. In order to retain optimal quality of recording and longevity of life, the following safeguards must be taken-

1. tapes should be stored in a secure and cool dry place free of dust;
2. tapes should be stored on end with the full reel down;
3. tapes should be kept away from magnetic influences such as TV monitors, telephones and speakers; and
4. if tapes must be stored for an extended time, they should be securely stored in a plastic bag.

1.4 Disposal of recordings

Audio and videotapes that are deemed to be no longer suitable for use will be destroyed. A determination as to the tape's usability and disposal will be made once the required storage time has elapsed. Refer section 1.1 of this procedure.

All previously recorded material is to be disabled for viewing prior to its destruction..

Endorsed by:

Greg Brown

Acting Deputy Commissioner,

Custodial Operations

Approved by:

Peter Bottomly
Commissioner

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