With the rapid development of CCTV technology, the need for robust national standards to ensure the correct operation of systems has become paramount. The BSIA has produced the first in a series of guidelines for the industry
Issues covered in the Guidelines include the need for effective and regular maintenance to ensure system reliability; the importance of maintenance agreements; a breakdown of the three main types of maintenance – planned, service calls and user maintenance; and information on documentation that should be retained on site.

Una Riley, BSIA CCTV section chairperson, commented: "We have formulated these guidelines to meet the demand for a document that clearly outlines the requirements for maintaining and servicing systems.

"The aim is to ensure that servicing companies and system operators are aware of their responsibilities and ultimately that CCTV systems are performing to their fullest capacity."

Effective and regular maintenance of a CCTV system is essential to ensure that the system remains reliable at all times. Regular maintenance by the service company and effective failure reporting by the user will enable potential problems to be identified at an early stage so that appropriate action can be taken.

The guidelines give advice on the maintenance of surveillance systems installed and maintained in accordance with published European standards:

BS EN 50132-1: CCTV Systems – General Requirements

BS EN 50132-7: CCTV Systems – Application Guidelines

Maintenance agreement

A maintenance agreement should be between the service company and the user of the system:

  • When a police response to an activation is required. (A unique reference number will be allocated to the CCTV system by the police.)

  • When images from the system are required for evidential purposes.

    The maintenance agreement should be drawn up based on the CCTV system specification drawn up by the CCTV installing company. The specification should identify the location of all equipment installed and the coverage of all cameras. A copy of the specification should be kept in a secure location on site and should be made available to the CCTV company engineer during visits.

    Maintenance requirements

    BS EN 50132-7 states that "CCTV systems should be maintained in accordance with the schedule supplied by the system designer or supplier", but does not detail any specific maintenance requirements. These guidelines give specific advice for the maintenance of CCTV surveillance systems, and provide examples of the type of documentation required to be used by the service company. There are three types of maintenance that are required to be carried out. Planned maintenance (planned servicing of a system, carried out on a scheduled basis); service call (emergency servicing of a system, or part thereof, carried out in response to the development of a fault); and user maintenance (basic maintenance/fault reporting tasks), as detailed by the installing company, carried out by the system manager and system operator.

    Planned maintenance

    A planned maintenance visit allows the CCTV engineer to carry out a complete audit of the system, the documentation associated with the system and the training requirements of operators. The system should receive at least one planned maintenance visit each year.

    However, additional planned maintenance visits may be required depending on the complexity of the system, the environmental conditions and the need to change 'perishable items' e.g. wiper blades and cassettes. These planned maintenance visits are in addition to any service call visits which may be required.

    The service engineer should complete a Planned Maintenance Checklist during a planned maintenance. A copy of the checklist should go to the system manager on completion.

    It is essential that all VCRs are serviced during each planned maintenance visit and inspected during all other visits. As VCRs are subject to heavy usage, it is recommended that the heads be replaced annually.

    A Planned Maintenance Report is required to be completed by an engineer following the planned maintenance of a system. The report should list any deviations of the system from the fully functional state, and should list relevant comments about the system e.g. camera 1 wiper will require a new blade at the next visit.

    A copy of the report should be given to the system manager on completion of a visit. The report will help the system manager to monitor the reliability of the system, will ensure there is an audit trail if a CCTV picture is required for evidence and allow for the budgeting of any replacement parts required in the future.

    Service calls

    Service calls are the emergency servicing of a system, or part thereof, carried out in response to the development of a fault. The response time should be agreed in writing between the user and the service company. On completion of a service call the engineer should complete a Service Call Report and give a copy to the user.

    User maintenance

    User maintenance is the responsibility of the system manager and the system operator. The manager should ensure all fault reporting on the system is undertaken in a methodical and timely manner. The following should be considered:

  • Ensure all operators are trained regularly in the actions to take in the event of a system fault

  • Ensure faults are reported as soon as possible after they are discovered, and that details are entered in the fault reporting book

  • Inspect the fault reporting book weekly to ensure all faults are dealt with efficiently and effectively

  • Decide if the fault can be corrected in-house or whether the service engineer is required

  • Liaise with the CCTV company when a service engineer is required

  • Ensure the service engineer has access to the site and equipment at an agreed time and date

  • After repair has been carried out, sign and keep a copy of the service call report for the CCTV system file

  • Sign off work from the fault reporting book.

    The operator should normally be the first to notice a fault with the system. To ensure the system operates efficiently he/she should:

  • Check the fault logbook at the start of the shift to see if there are any outstanding faults on the system

  • Check the operation of the system at the start of the shift and report any faults to the system manager. In addition, details of the fault should be entered in the fault reporting book

  • If the fault is not cleared during the operator's shift, the next shift should be informed of the fault and what corrective measures, if any, have been actioned.

    Additional checks carried out by the system operator

    a) Clean the monitor screens daily

    b) Clean the control surfaces daily

    c) Change the tapes after an agreed number of recordings

    d) Carry out head cleaning as advised by the CCTV installing company

    e) Clean computer air vents monthly

    f) Carry out any other functions designated by the installing company.

    The service company should maintain a record of all components with limited lifetime, and components replaced when required.

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    Postscript

    The guidelines document is available to purchase from the British Security Industry Association. For details, contact Julie Southcombe on 01905 21464.