CCTV: Back to basics (Part 4)

In our previous three articles (April, May and June 05 issues) covering the fundamentals of CCTV, we looked at cameras, lenses, transmission techniques and recording and monitoring equipment.

These articles were presented at foundation level for those entering CCTV and to summarise on the basics for us all. We shall now conclude the series by offering a few general prompts in regard to gaining installations at an entry level and mention some ancillary components used as support devices. We will then overview installers' commitments in regard to system commissioning, handover and maintenance and finally look at the significance of the Data Protection Act.

Installers need to have a basic understanding of the Act and the role of protecting personal data within CCTV schemes so they are not put in an embarrassing position if questioned on the subject by a prospective client.

Selling CCTV

Because of the very nature of overt CCTV it is seen to be carrying out an active duty. Customers are always reminded of how well it is performing. We can more easily sell it on the basis that the client will be able to verify the quality and working nature of the product.

Covert CCTV is rather different and, by its very nature, must be installed in a more specialist way. However if the client remains unconvinced that the installation of any form of CCTV will cure a specific problem we should emphasise that it can certainly control the problem to more manageable proportions.

There is a huge role for the standard application of CCTV but the client will be more prepared to invest in it if it can be integrated with, or support other existing security, safety or management systems.

With this in mind we should check what networks and processes are already on site. Cameras can view any area that goes into alarm. Doors opening or people/vehicles moving into an area can start up buzzers and CCTV with or without recording. The exiting of an area can be linked to start cameras up to patrol an area by use of a switch or keypad so that in practice the CCTV takes over when human presence is removed. Latching relays can hold circuit inputs. Neon indicators or LED's and audible devices can be employed at remote locations to confirm system activity. If biometrics cannot be used due to cost we should promote cameras with recording to identify entrants' using staff clocking on machines or access control reading equipment. This stops fraud or unauthorised entry/exit using 'pass back'.

It is possible to link cameras to any network by simple relay interfaces. CCTV can also be employed in commercial and industrial applications to monitor industrial processes so as to view machinery stopping or starting at designated periods or if it fails to operate at prescribed times. It can take signal inputs from the process equipment or in response to timers.

Remember that there is a need to verify that the lighting will be satisfactory at all times in which the CCTV may be called upon. Try to use existing lighting wherever possible because the addition of extra luminaires may create complications and light pollution. IR lamps may be more appropriate, only starting up on demand.

When surveying, you may find that your client thinks CCTV is developing so rapidly that the proposed system and cameras may soon become outdated. A reassurance should be given that all of the current mainstream cameras and associated cabling currently being installed can easily become part of any future digital/recording transmission network if the need arises. Only amendments to the main control equipment and transmission medium would be needed.

Having invested in a system, the client will only be confident if a comprehensive commissioning policy has been undertaken and the systems functions and operations have been demonstrated. Commissioning involves an understanding of the customer's requirements and the system possibilities.

Commissioning and handover

The installer needs to provide the client with an operating and maintenance manual when the commissioning and handover has been completed although the installation company may also want to hold additional reference and technical details, including diagrams of the system, in a company installation manual.

The commissioning involves checking the finished system and the components within it to prove that they function as declared in the original specification. Verification of the system as meeting the customers' requirement or the Operational Requirement is needed. This should include working at the different lighting levels. A record should be made in the installation manual to cover every camera type and lens and depict the field of view etc. This must take into account the varying light levels that the system will be subject to.

A visual inspection of all system parts must be undertaken. Switches and cables are to be identified with tags and be checked for correct terminations. System programming must be carried out and all functions recorded and logged. The test results for the electrical system must be recorded. The operating/maintenance manual has to form the basis of the commissioning and include the equipment use and set up procedures. The actual manufacturers' product data is to be held within the manual. (See Fig 1 for handover routine).

Following the handover the final version of the operating and maintenance manual should be given to the client. This is to include contact numbers and addresses plus the commissioning check list and maintenance information.

Explain how to record and report any problems or faults that may occur and how to summon assistance in the event of malfunction. Good systems are recognised by their documentation.

Preventative maintenance

Preventative maintenance, the routine servicing of the system, should be based on the BSIA Code of Practice 109.

Using this as the criteria for routine servicing, a visit must be made annually with the first visit within 12 months of the completion of the installation. This is referred to as a 'Level 1' visit and must involve a check on the operation of every item of equipment.

Verification that the system complies with the original specification needs to be made and the quality of the image from every camera needs to be examined. The fields of view are to be confirmed and checks made to ensure that site and environmental conditions have not changed to any extent that could have an impact on the system.

A 'Level 2' visit has no specific frequency but may be introduced as an agreement between the client and installer. This may well be made every two years and extend its testing to more onerous visual inspections of equipment and site specific functions.

Corrective maintenance is in response to a fault only and must be carefully documented to identify potential or ongoing problems.

Data protection

The Data Protection Act was introduced in 1984 but did not originally require any CCTV systems to be registered.

However the updated Act of 1998, which came into effect on October 1 2000 has jurisdiction over all personal data no matter how it is collected. The rules covering CCTV changed because of rapid advances in CCTV technology and the fact that automatic processing of CCTV data could be used to identify an individual.

UK legislation also had to be amended to take into account the European Directive which regulates the use of recorded sound and image data. The Act requires that the equipment used to record or store personal data must be capable of responding to instructions which require it to locate and process information about a living individual.

Therefore a CCTV system falls under the provisions of the Act if it can be used to locate particular information stored on tape or disk, or if it uses automatic number plate recognition or automatic facial recognition programmes to identify an individual or a 'mug shot'. It does not have to be notified to the Data Protection Commissioner, unless that data is to be processed by particular reference to an individual. However if the CCTV system is to monitor persons such as staff that are known to the user it certainly constitutes 'personal data' and has to be registered.

Further responsibility lies in obtaining and processing personal data fairly and lawfully. This means that the installer should fit appropriately sized signs in and around the areas where CCTV cameras are to be located to notify people of the existence of the cameras and for what purpose they are being used.

Also to be included is the name of the 'data controller' of the system and contact details. The installer must explain to the system owner that they are legally responsible for the security of recorded material.

Remember also that under the Human Rights Act cameras are not allowed to target private dwellings or grounds.

The client is able to obtain full information from the Office of the Data Protection Commissioner at (www.informationcommissioner.gov.uk.) or ring 01625 545740.