Branch Libraries and Community Facililities Management

WOLLONGONG CITY COUNCIL

CCTV STANDARD OPERATION

PROCEDURES – Branch Libraries &

Community Facilities

Document Control Division: LCS Document Name: Community Facilities – Standard Operation Procedures – CCTV for Direct Managed Community Facilities and District/ Branch Libraries

Manual Created: December 2016 Manual Reviewed: March 2019 Manual Next Review: March 2020

TRIM Container: LCS-015.158 TRIM Record: Z16/289803

Document Control

Division Unit Libraries & Community Services – Branch Libraries & Community Facilities

Issue No. 1

Document description

Community Facilities – Standard Operation Procedures – CCTV for Direct Managed Community Facilities and District/ Branch Libraries

Name Signed Date

Approving Manager Jan Noble – Branch Libraries and Community Facilities

Date Printed

Filename and Location

LCS – Procedures – Community Facility Management – CCVT Standard Operating Procedures –

Dec 2016 – Z16/289803

Distribution Register

Copy No

Name/Title/Location Date

1 Helensburgh Library

2 Thirroul District Community Centre & Library

3 Corrimal District Library & Community Centre

4 Warrawong Library

5 Unanderra Library

6 Dapto Ribbonwood Centre

Revision Register

Version Description of Revision Date

1 Version 1 December 2016

2 Version 2 14/5/18

3 Version 3 7/8/18

4 Version 4 (Unanderra Library added) 25/3/19

Once printed, all copies of this plan are uncontrolled documents.




TABLE OF CONTENTS 1. The purpose of this Document ................................................................................................... 4

2. Standard Operating Procedures (“SOPs”) .................................................................................. 4

3. Security of SOP ........................................................................................................................... 4

4. Review of and Changes to SOPs ................................................................................................. 4

5. General ....................................................................................................................................... 5

6. Staffing ........................................................................................................................................ 5

7. Monitors ..................................................................................................................................... 5

8. Key Responsibilities .................................................................................................................. 11

9. Security of the System .............................................................................................................. 11

10. Access to equipment ............................................................................................................ 11

11. Functioning of equipment .................................................................................................... 12

12. Observation and Incident Protocol ...................................................................................... 12

13. Notification of an Incident to Police ..................................................................................... 13

14. Data and Recorded Information Handling ........................................................................... 13

15. Media and Public Enquiries for Footage or Photos .............................................................. 13

16. Police Enquiries for Footage or Photos ................................................................................ 14

17. Enquiries and Complaints ..................................................................................................... 15

18. Maintenance of Equipment .................................................................................................. 15

FORM ONE: Incident Report Form ................................................................................................... 18

FORM ONE: Incident Report Form ................................................................................................... 19

FORM TWO: CCTV Observation & Incident Log ............................................................................... 20

FORM THREE: CCTV Standard Operating Procedures Induction ...................................................... 21

FORM FOUR: Access to Information held by Council Requested by the Police. .............................. 22

FORM FIVE: Access to information held by Council Requested by a member of the public. ......... 22




1. The purpose of this Document

1.1 This Document details the procedures for the management and control of CCTV systems and

recorded data operated by Wollongong City Council (“Council”), at Direct Managed Community

Facilities, District and Branch.

1.2 It is acknowledged that CCTV cameras installed in public place locations and as part of Council

infrastructure may also capture Council staff performing work tasks. The CCTV Program the subject

of these Standard Operating Procedures and Council’s CCTV Program – Policy and Code of Practice

is not designed to intentionally provide workplace surveillance. Where the purpose is to provide

workplace surveillance and/or a record of accidents or other non-crime incidents, Council’s

Surveillance of Employees Policy must be complied with.

1.3 The “Standard Operating Procedures” contained in this Document are designed to give effect to the

provisions adopted by Council in the CCTV Program – Policy and Code of Practice (“the CCTV

Policy”).

2. Standard Operating Procedures (“SOPs”)

2.1 These SOPs identify the day-to-day procedures for the operation of CCTV cameras utilised at Direct

Managed Community Facility and District and Branch Libraries by Council. These SOPs should be

read in conjunction with the CCTV Policy.

2.2 Council staff involved in the operation or management of CCTV must understand the contents of

these SOPs. Adherence to the CCTV Policy relies on all staff having a complete understanding of the

SOPs and fully complying with them.

2.3 Instructions supplementing these SOPs may be issued from time to time, but only where they are

consistent with the CCTV Policy. Similarly, any modifications to these SOP’s must be consistent with

the CCTV Policy, and must be reflected in reissued SOPs to have effect.

3. Security of SOP

3.1 These SOPs remain the property of Council; however, they are to be publicly available.

4. Review of and Changes to SOPs

4.1 Designated Council staff are authorised to issue instructions supplementing these SOPS, and making

modifications, as permitted under clause 2.3 above.

4.2 These SOPs are also subject to review as part of the evaluation program set out in the CCTV Policy.




PROCEDURES 5. General

All Council officers and other persons contracted to work in relation to Council’s CCTV system must:

5.1 Ensure that that system is not used in any way which could damage or adversely impact on the

lawfulness, integrity and reputation of Council;

5.2 Maintain the highest moral, professional and ethical standards in the application and performance of

their duties;

5.3 Safeguard all information and knowledge which is confidential and exercise due care and

responsibility to prevent its improper disclosure or use.

6. Staffing

Induction 6.1 Prior to commencement of initial employment or engagement utilising any CCTV system or

associated system, Council or other persons are required to complete an induction.

6.2 This induction shall include an explanation of the CCTV Policy, as well as these SOPs.

6.3 At the conclusion of the induction, the relevant Council staff or contractor shall sign a statement to the

effect that they have read and understood the CCTV Policy, and these SOPs, and agree to be bound

by them.

6.4 WCC staff or any other persons contracted to work on the CCTV system are required to abide by

WCC Code of Practice, and may be liable to disciplinary proceedings as defined in Council’s WCC

CCTV Policy & Code of Practice.

7. Monitors

7.1 Council CCTV cameras observe the locations identified in the CCTV Policy. Monitors relating to each

location are contained within that Council facility, or closely nearby.

7.2 In some locations, the relevant monitor is located within an area of pedestrian traffic, including traffic

comprising members of the public. Where possible, monitors in those locations are to be affixed or

rotated such that overlooking by staff other than staff with CCTV responsibility, or members of the

public, is minimised or, where practicable, removed altogether.

7.3 Signage advising that CCTV cameras are operating will be conspicuously displayed at the perimeter

of the area covered by the system and at other key points determined by Council. These signs will

clearly inform the public that cameras are in operation in the vicinity, that footage is recorded 24

hours a day 7 days a week, the purpose of CCTV program and provide a contact number for inquiries

in relation to the CCTV cameras.




7.4 Location and Purpose:

Location Purpose(s)

Helensburgh Branch Library -Internal/External Assist in reducing personal and property crime levels

by deterring potential offenders

Assist in reducing the public’s fear of crime

Assist Police in determining the appropriate

allocation of resources in situations where the

commission of a crime is imminent or is in progress

Assist in the detection and prosecution of offenders

Help secure a safer environment and protect the

community and property from crime

Thirroul District Community Centre and Library –

internal/external

Assist in reducing personal and property crime levels









Corrimal District Library and Community Centre –

internal/external













Location Purpose(s)

Warrawong Library – internal/external Assist in reducing personal and property crime levels









Unanderra Library -Internal/External Assist in reducing personal and property crime levels









Dapto Ribbonwood Centre & Dapto Library –

internal/external

(excluding child care centre)


by deterring potential offenders;

Assist in reducing the public’s fear of crime;







Plans showing locations of cameras and field of capture indicated by shaded areas.




8. Key Responsibilities

8.1 Branch Libraries and Community Facilities Manager and Facilities Operations Manager –

Responsible for the overall operations of the CCTV system within the area of their control at Direct

Managed Wollongong City Council Community Facility and District and Branch Libraries.

8.2 Community Facilities Officer/Booking Officer – Responsible for arranging for maintenance and

operation of CCTV system under advice of Facilities Operations Manager.

8.3 Attendant/Maintenance Officer – Responsible for undertaking cleaning and maintenance of CCTV

cameras within scope of duties.

8.4 Security Contractor – Responsible for maintaining and upgrading software and hardware as specified

by the Facilities Operations Manager.

8.5 Council’s Right to Information Officers – Responsible for the processing of GIPA requests from

members of the public with the appropriate delegation.

8.6 Manager Community, Cultural and Economic Development, the Economic Development Manager

and the City Centre Activation Manager or any Council Officer with M10 delegation (e.g. Branch

Libraries & Community Facilities Manager) - Responsible for the approval for the release of

information to the Police.

9. Security of the System

9.1 Processes in place to restrict access to the hardware, software and equipment to ensure security of

the system, operations manuals, recordings and records.

9.1.1 The system is controlled by security password which is known to authorised WCC staff only.

9.1.2 The hard-drive is secured in a locked area within a secure area of the building.

9.1.3 The operations manual is secured within a locked area within a secure area of the building.

9.1.4 The retrieval and/or issue of recordings is not permitted unless authorised by the Facilities

Operations Manager.

9.2 Processes to avoid unauthorised alterations, disclosure, accidental loss or destruction of material.

9.2.1 The systems are enclosed in a secure environment.

9.2.2 The system is controlled by security password which is known to authorised WCC staff only.

These staff members are bound by WCC confidentiality clause in relation to the disclosure of

information.

9.2.3 All staff with access have undertaken the appropriate training to minimise the risk of accidental

loss or destruction.

9.2.4 Any material downloaded for the purpose of provision to Police must be authorised and signed

before release.

10. Access to equipment

10.1 Apart from the cameras, relevant equipment relating to CCTV consists generally of monitors,

computers and controls.

10.2 The vision taken by the cameras is automatically stored on the CCTV system at respective Centre,

located in a secure staff only area at each Centre (e.g. Administration Office).




10.3 Only Council staff designated as having responsibility for CCTV (and having completed induction

FORM THREE: CCTV Standard Operating Procedures Induction), and other authorised persons with

the responsibility for repairing or maintaining CCTV related equipment, are permitted to have access

to any operating controls of that equipment.

10.4 Under no circumstances are visitors or unauthorised persons permitted to operate any equipment

relating to CCTV, including the monitors.

10.5 Council’s Right to Information Officers will have full access to the CCTV system for the purposes of

review of information, retrieval of information, production of copies of information.

10.6 Manager Community, Cultural and Economic Development, the Economic Development Manager

and the City Centre Activation Manager or any Council Officer with M10 delegation (e.g. Branch

Libraries & Community Facilities Manager) - will have full access to the CCTV system for the

purposes of review of information, retrieval of information, production of copies of information when a

request is received from the Police.

10.7 Security Contractors are to perform maintenance/repairs/system upgrades as approved by Facilities

Operations Manager.

11. Functioning of equipment

11.1 At the commencement of each shift, staff with responsibility for CCTV cameras are to:

11.1.1 Check that the relevant camera or cameras are not damaged and that the system is working

effectively; and

11.1.2 Where necessary, receive a briefing on any incidents that require action during the term of their

shift.

11.2 Where the staff member identifies damaged cameras or a problem with the system, they are to notify

the Facilities Operations Manager.

11.3 Where necessary, at the completion of each shift, staff are to brief incoming staff on any incidents

that require action during that next shift.

12. Observation and Incident Protocol

Incident Response Procedure 12.1 On identifying the occurrence of an incident or when an incident is reported, staff are to:

12.1.1 Complete an incident report (FORM ONE: Incident Report Form).

12.1.2 Bring the matter to the attention of the Facilities Operations Manager.

The Facilities Operations Manager may:

12.1.3 Review the incident by bringing the image to the main monitor.

12.1.4 Contact the Police where a serious criminal offence is observed (or other emergency personnel

where the incident is a fire or serious health matter or serious motor vehicle accident); and

12.1.5 Continue to monitor the incident.

12.1.6 At that time record the incident and any actions on the incident report (FORM ONE: Incident

Report Form) and access log (FORM TWO: CCTV Observation & Incident Log).




Incident Recording 12.2 In the space surrounding the relevant monitor or monitors, an incident report (FORM ONE: Incident

Report Form) and access log (FORM TWO: CCTV Observation & Incident Log) are to be available at

all times.

Incident report forms (FORM ONE: Incident Report Form) are located in the CCTV folder and provide

space to record:

(i) The type of incident; (ii) The location of the incident; (iii) The date and time of the incident; (iv) The electronic identifier for the incident on the recorded vision; (v) Whether Police or other emergency service providers were contacted; (vi) The name of the staff member entering the information.

12.3 At the conclusion of the incident, staff are to record the type of incident, location, date and time in

writing in the incident report (FORM ONE: Incident Report Form) and access log (FORM TWO: CCTV

Observation & Incident Log).

12.4 Where an incident is reported to staff after it is said to have occurred, staff are to, as soon as

practicable contact the Facilities Operations Manager who will conduct a search on the system with a

view to locating the incident. Where the incident can be located, it is to be entered into an incident

report form in the terms identified at paragraph 12.2 above.

13. Notification of an Incident to Police

13.1 Where Police are notified by staff of an incident, staff may choose to stay in telephone contact with

Police during the time period relating to the incident.

14. Data and Recorded Information Handling

14.1 All vision captured by cameras is recorded. The recordings are maintained onsite at the respective

Centres.

14.2 Consistent with the CCTV Policy, recordings are generally maintained for no less than 21 days, and

thereafter deleted.

15. Media and Public Enquiries for Footage or Photos

15.1 Staff and contractors must not divulge any information about any aspect of the CCTV system to

media representatives or public enquiry.

15.2 Any inquiries must be directed to Facilities Operations Manager who will provide a GIPA form (FORM

FIVE: Access to information held by Council Requested by a member of the public) which the

applicant can submit to Councils Right to Information Officers.

15.2.1 Facilities Operations Manager only to release images / footage when approval has been

received from Council GIPA Officer.

15.2.2 Upon receipt of an duly authorised application form for the release of a DVD/USB and/or still

photo the authorise Council Officer must:




(a) Ensure the Access application form for release of GIPA form (FORM FIVE:

Access to information held by Council Requested by a member of the public)

has been completed correctly.

(b) Search the stated occurrence.

(c) Copy the stated occurrence from the server to a blank DVD/USB including but

no less that an additional 1 minute immediately before the incident commenced

and immediately after the incident concluded.

(d) Record on the back of each still photo image the reason for production of the

image and the date and time at which it was produced.

15.2.3 Prior to the release of either DVD/USB and/or still images, staff shall ensure that the receipt for

the DVD/USB and /or photographs has been authorised by General Manager, Wollongong City

Council or his/her delegate by endorsing the GIPA form (FORM FIVE: Access to information

held by Council Requested by a member of the public) has been completed correctly.

15.2.4 The release of recorded material is to include:

(a) The name of the staff member processing the release of recorded material.

(b) The date of the release of the recorded material.

15.2.5 A receipt for the provision of the recording must be provided.

Receipt information to be recorded in the Application File.

15.2.6 All access applications, determination of that application together will related receipt for the

provision of that recording are to be retained together in the Application File.

15.3 Any information released to the media should be accompanied by a signed release document which

clearly states what the data will be used for and sets out the limits on its use.

16. Police Enquiries for Footage or Photos

16.1 All requests for access to recorded footage, other than by authorised representatives of Council, are

to be made to Council, and will be assessed by Council under the Government Information (Public

Access) Act 2009.

16.1.1 An Application File is to be kept at all times, at the relevant centre.

16.1.2 Facilities Operations Manager to provide Access application form for release of CCTV footage to

Police officer requesting images / footage (FORM FOUR: Access to Information held by Council

Requested by the Police) .

16.1.3 Applicant to complete form and return to Facilities Operations Manager.

16.1.4 Staff receiving Police applications for recorded material are to ensure that the application:

(a) Is in writing (b) Identifies the name of the requesting officer (c) Identifies the event number (d) Identifies the approximate time and date of the incident; and (e) Identifies the purpose of the request.

16.1.5 If Facilities Operations Manager receives an application, the application form is to be checked to

ensure all required information has been recorded. Facilities Operations Manager to send form to

Council Officer with M10 delegation (e.g. Branch Libraries & Community Facilities Manager)

seeking approval for release of images / footage.

16.1.6 Facilities Operations Manager only to release images / footage when approval has been

received from responsible Council officers via Councils Right to Information Officers or the




Manager Community, Cultural and Economic Development or any Council Officer with M10

delegation (e.g. Branch Libraries & Community Facilities Manager).

16.1.7 Upon receipt of an duly authorised application form for the release of a DVD/USB and/or still

photo the authorise Council Officer must:

(e) Ensure the Access application form for release of CCTV footage to Police

(FORM FOUR: Access to Information held by Council Requested by the Police

has been completed correctly.

(f) Search the stated occurrence.

(g) Copy the stated occurrence from the server to a blank DVD/USB including but

no less that an additional 1 minute immediately before the incident commenced

and immediately after the incident concluded.

(h) Record on the back of each still photo image the reason for production of the

image and the date and time at which it was produced.

16.1.8 Prior to the release of either DVD/USB and/or still images, staff shall ensure that the receipt for

the DVD/USB and /or photographs has been authorised by either a NSW Police Officer and the

General Manager, Wollongong City Council or his/her delegate by endorsing the Access

application form for release of CCTV footage to Police (FORM FOUR: Access to Information held

by Council Requested by the Police has been completed correctly.

16.1.9 The release of recorded material is to include:

(c) The name of the staff member processing the release of recorded material.

(d) The date of the release of the recorded material.

16.1.10 A receipt for the provision of the recording must be provided.

Receipt information to be recorded on the Access application form for release of CCTV footage

to Police officer requesting images / footage (FORM FOUR: Access to Information held by

Council Requested by the Police).

16.1.11 All access applications, determination of that application together will related receipt for the

provision of that recording are to be retained together in the Application File.

16.2 The showing of recorded material or photographs to the public will only be allowed in accordance with

the needs of the NSW Police and/or council in connection with the investigation of the crime or in any

other circumstances provided by law.

16.3 Appropriate security measures will be taken against unauthorised access to, alteration, disclosure,

accidental loss or destruction of recorded material.

17. Enquiries and Complaints

17.1 Complaints in relation to any aspect of the management or operation of the CCTV system may be

made in writing to Council, Attention General Manager, Locked Bag 8821, Wollongong DC NSW

2500. Refer to WCC CCTV Program – Policy & Code of Practice.

18. Maintenance of Equipment

18.1 Any defect, problem or significant issue with the system or its operation is to be reported as soon as

practicable to designated Council staff (e.g. Facilities Operations Manager).




18.2 Systems are to be maintained by qualified trained technicians in ‘as installed’ condition. Hardware is

to be up-dated as outlined by technician.

18.3 Maintenance records are to be maintained in TRIM.




FORMS




FORM ONE: Incident Report Form

Incident Location: Report No:

Time/Date of Incident:

Incident Other Emergency Local Authority Other Assault - serious Assault - minor Brawl Weapon Malicious damage MVA Drug overdose Drug offence Trespass BE&S Stealing Robbery Intoxicated person Information only Operation Warrants Goods in Custody Steal MV Street Offence

Fire Water Medical Power

Community

Cash escort Demonstration Special Event Parade Security

Repair/ maintenance Environment Waste Traffic Health Ordinance/ Breach Safety

CCTV Maintenance

Cameras Monitoring equipment Recording equipment Optic fibre Housekeeping

Organisations Responding Police Council Security Fire Ambulance Other ……………………………

Ref. Name……………………………….. Time Notified ……….am/pm Time Responded …….…am/pm

Entities Involved: (Enter a brief description of the people involved, circle relevant options only, and refer to them as P1, P2 etc in the narrative. Be factual and concise.)

Person 1 Person 2 Person 3 Vehicle 1

Sex: M/F Approx. Age………… Height: S M T App.: As Ca ME Ab Pa Build: T M L F Hair Type: S M L B Colour: Fa Br Co Re Bl Distinguishing Features:



Rego: State: Type: Make: Model: Colour:

Narrative:

Incident Recording Details

Date…………… Camera No………………………

Name……………………………………………….. Signature………………………




FORM ONE: Incident Report Form Staff Member Date Action

FORM TWO: CCTV Observation & Incident Log CCTV Observation & Incident Log Page Number: _____

Accessed

Date

Staff

Member

Accessing

Date of

Incident

Time of

Incident

Type of

Incident

Incident

Location /

Camera

Viewed

Observations Action

Taken

(emergency

services

contacted?)

Incident

Report

Completed?




FORM THREE: CCTV Standard Operating Procedures Induction I have read and understand the procedures and Wollongong City Council Policy relating to

the operation of CCTV and will agree to be bound by them.

Staff’s Name Position Date Signature Authorised By

Only staff named and signed above (with appropriate delegations) may have access to the

recorded CCTV vision. Please ensure one of these staff are notified immediately if vision

recorded on the CCTV is required to be viewed.




FORM FOUR: Access to Information held by Council Requested by the Police This form can be found Z16/291249

FORM FIVE: Access to information held by Council Requested by a member of the public

This form can be found on Council’s web site:

Branch Libraries and Community Facililities Management

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