ALTAMONTE SPRINGS POLICE DEPARTMENT P/P 20-01

SUPERSEDES: P/P 93-01, P/P 17-01 DATE: 06/01/2020 Page 1 of 9

CFA STANDARDS: 32.02M

SUBJECT: ASSIGNED CAMERA SYSTEMS REVISION: Original

CONTENTS

This policy and procedure contains the following numbered sections:

I. Training
II. General Guidelines
III. Body-Worn Camera Operation
IV. In-Car Camera Operation
V. Video Audits
VI. Supervisor Responsibilities
VII. Video Management
VIII. Public Records Requests

POLICY

It shall be the policy of the Altamonte Springs Police Department to establish and maintain a
procedure for department-issued body-worn and in-car camera systems. These systems allow for
the accurate, unbiased documentation of police-public contacts, actions, arrests, and critical
incidents. They also serve to enhance the accuracy of reports and testimony in court. They are
useful in documenting crime and accident scenes and other events, which include the recovery of
evidence or contraband. All recordings created shall be retained as prescribed by state statute and
the general records schedule for law enforcement as established by the Florida Department of
State. All members assigned or otherwise utilizing a body-worn (BWC) or in-car camera (ICC)
system shall adhere to the conditions outlined in this policy.

PURPOSE

The purpose of this policy is to establish guidelines for all members to follow regarding the
operation of body-worn and in-car camera systems. These systems will assist in documenting law
enforcement interactions with the public, collecting evidence, increasing accountability, and
providing a greater degree of transparency to the public.

DEFINITIONS

Automatic Trigger – Any number of external signals that cause a BWC/ICC that is in Buffering
Mode to switch to Event Mode. Examples include a firearm removed from its holster if equipped
with a signal, ECW activation, and a number of vehicle-related events (emergency lights, speed
threshold, rear door, and crash detection). Signals will affect cameras that are within approximately
30 feet of the event and will continuously emit a trigger for approximately 30 seconds.

Body-Worn Camera (BWC) – An audio and video recording device that is worn on a member’s
body.
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Buffering Mode – One of the two operating modes of a camera, also referred to as Ready Mode.
This mode provides pre-event buffering to capture video that occurs prior to the user activating
Event Mode.

Docking Station – A device that securely uploads data from a BWC to the management system
and recharges the device’s internal battery.

Digital Data Technician - Civilian support position that is responsible for the preservation and
maintenance of all digital data coming under the control of the Police Department, to include audio
and video recordings from camera systems stored on the management system.

Event Mode – One of the two operating modes of a camera, also referred to as Recording Mode.
This mode captures and saves audio and video to the device. Event Mode may be activated
manually by a member or by an automatic trigger.

In-Car Camera (ICC) – An audio and video recording device that is installed in a city-owned vehicle
assigned to the department. Vehicles may be equipped with forward-facing cameras as well as a
rear-facing camera, depending on the vehicle assignment.

Management System – A vendor-provided, cloud-based storage portal that provides access to

data captured on BWC and ICC systems. The ability to view and add metadata is only accessible
to authorized personnel based upon predefined roles.

Metadata – Additional information associated to a file such as the date and time it was created, the
member assigned to the camera, associated case/call numbers, and categorization.

Pre-Event Buffering - The period of time recorded prior to Event Mode activation of a camera
system. Both the BWC and ICC systems will record a default 30 seconds of video with no audio at
the start of all videos, whether manually or automatically triggered.

System Administrator - An appointed department member responsible for the department’s

BWC/ICC devices issued by this agency. This person will have full access to the management
system with the ability to edit settings in the management system, assign equipment, and act as
liaison with vendor representatives and departments who provide support for the camera systems.

Video Recording - A digital recording of images captured on a BWC or ICC, which may or may not
contain audio.

Wireless Access Point - An established location where the ICC system connects to a secured Wi-
Fi signal to upload stored digital evidence to the management system.

PROCEDURE

I. TRAINING [CFA 32.02]

A. All newly hired members of the department who will be issued, or will be responsible
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for a BWC/ICC system shall receive training to include, but not limited to, an overview
of the hardware, operation, storage, metadata, and rules surrounding the use of the
BWC/ICC systems, as well as the management system. This training will be
coordinated between the Field Training Program Coordinator and the System
Administrator. The training will be documented in the OIT’s training accountability
folder.

B. In the event of a department transfer, it shall be the responsibility of the new

supervisor to coordinate with the System Administrator the assignment and training
of camera systems, if necessary. Once complete, the supervisor will prepare a
memorandum identifying the member who completed the training and forward it to
the Training Supervisor for retention.

C. No member shall operate a department issued a BWC or ICC system, who has not
received the proper training on its operation, use, and related policies.

II. GENERAL GUIDELINES

A. Members shall be responsible for initially applying the proper identification number,
title, and category on all videos created by their assigned BWC/ICC systems.
Members shall enter the associated XCAD event number in the “ID” field and any
associated Café case numbers in the “Title” field. Refer to the appropriate section of
this policy for further information on applying the correct category to videos.

B. Some situations require a member to upload their BWC or ICC system immediately
during a tour of duty. These include, but are not limited to:

1. Response to resistance
2. Fleeing motorist/vehicle pursuit
3. Foot pursuits
4. Officer-involved crash
5. Citizen complaints

C. Permitted Use

1. Members should review BWC/ICC video recordings to prepare written reports

or for court testimony preparation, including, but not limited to, motions,
hearings, depositions, and trials.

2. BWC/ICC recordings may be viewed by members to identify training needs

when applicable.

3. Any member who serves on a City or Department review panel such as the
Awards Board, Discipline Advisory Board (DAB), and the Vehicle Incident
Review Board (VIRB) is permitted to view any video recording that is related to
the matter presented for the panel’s consideration.
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D. Prohibited Use [CFA 32.02]

1. No member shall use the BWC/ICC systems in such a manner, which would
bring discredit to the officer, the department, or the City. Members are strictly
prohibited from using BWC/ICC systems to record any activity not related to
official police duties. Areas qualifying as prohibited are:

a. Personal activity on or off-duty

b. Personal conversations with other law enforcement or the public during
routine non-enforcement related activities
c. Recording confidential informants or undercover officers unless as part
of an investigation which has been pre-approved in an operational plan
d. Recording in areas that have a reasonable expectation of privacy, such
as but not limited to, lockers rooms, bathrooms or dressing rooms,
healthcare offices or hospitals where privacy of the patient should be
considered

2. Members shall not permit citizens or other members not involved in an

ongoing investigation to view video recordings via the BWC/ICC systems.
Citizens shall be directed to complete a public records request per P/P 84-04,
Public Information/Media Relations.

3. Members shall not use another member’s BWC in place of their own for any
reason.

4. No repairs or service to the BWC/ICC systems shall be conducted unless

authorized by the System Administrator or designee.

5. Members are strictly prohibited from editing, altering, deleting, redacting,

duplicating, copying, sharing, posting, or otherwise distributing in any manner
BWC/ICC system recordings, or portions thereof, without prior approval from
the Chief of Police or designee.

6. Both BWC/ICC systems and all data, images, video/audio, and metadata
captured, recorded, or otherwise produced by the systems is the sole property
of the City.

III. BODY WORN CAMERA OPERATION

A. Member Responsibilities

1. Members may only use BWCs that have been assigned to them. If at any time
during a shift a member becomes aware that they are inadvertently wearing a
BWC that is not assigned to them, they shall immediately return the BWC to a
docking station and locate their assigned BWC. The member shall also notify
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their supervisor and the System Administrator of any videos that were created
that need reassignment in the management system.

2. It is the members’ responsibility to ensure the BWC is affixed to their uniform

in such a manner to ensure proper orientation, and the camera view is free of
obstruction, maximizing the full viewpoint of the officer.

3. Members shall return their BWC to the docking station for uploading and
charging at the end of every shift, and retrieve their second BWC (if assigned)
in preparation for the next shift.

4. Prior to the start of their shift, members shall assure the proper functionality of
the BWC. Any deficiencies shall be reported to the member’s immediate
supervisor/on-duty watch commander before beginning their shift. Any failure
that occurs during their shift shall be reported to their supervisor immediately.

B. Operational Procedures [CFA 32.02]

1. Members shall keep their BWC in buffering mode during their entire shift. It
shall remain in this mode except for reasons identified in this section.

2. Members are REQUIRED to activate their BWC to event mode in the following
circumstances:

a. When dispatched to a call for service

b. When handling or processing evidence
c. When a call for service is created in the XCAD system, EXCEPT for the
following situations:

1) An event created by an School Resource Officer (SRO) at the

beginning of their shift at their assigned campus
2) An event created at the beginning of an off-duty special detail

d. “On View” or officer initiated contacts with subjects involved or

suspected of being involved in criminal activity
e. When a member of the public is in their care or custody
f. Any contact that is likely to generate an event or case number
g. Any contact that becomes adversarial
h. All traffic enforcement or investigative encounters
i. Tactical situations, including but not limited to, building searches,
vehicle searches, vehicle pursuits, foot pursuits, etc.

3. It is understood that there may be situations when time or tactical advantage

will delay the manual activation of the BWC to event mode (i.e., unanticipated
threat presenting itself to the officer, foot pursuit, or medical care being
administered). In these situations, officer safety is paramount, and the BWC
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should be activated as soon as practical. Under no circumstances should a

member attempt to activate the BWC until it is safe to do so, nor should an
officer abandon a tactical position solely to obtain a better camera angle.

4. A member’s BWC can be deactivated from event mode once they have
cleared their call for service, are no longer in contact with a member of the
public, and no safety concerns remain.

5. The BWC may be powered off while attending court/administrative hearings,

attending city/department meetings, and restroom breaks. It is the member’s
responsibility to power on the BWC to buffering mode when such periods
conclude.

6. The activation of the member’s ICC system does not preclude the activation of
the BWC. In situations such as motor vehicle stops or vehicle pursuits, it is the
member’s responsibility to ensure that both the BWC and ICC systems are
activated to event mode.

7. SROs are not required to activate their BWC to event mode when performing
routine daily duties such as a normal conversation with teachers or students.
SROs shall activate their BWC to event mode at any time when they become
involved in unusual occurrences, in the performance of any non-routine duties,
any hostile/confrontational interactions with students, faculty, and parents, or
any other non-routine encounter with citizens.

8. During extended periods of inactivity that may occur during stationary

surveillance, it will not be necessary for members to keep their assigned BWC
in event mode. However, members shall keep their BWC in buffering mode at
all times when conducting surveillance. BWC must be activated to event mode
once the period of inactivity concludes.

IV. IN-CAR CAMERA OPERATION

A. Operational Procedures [CFA 32.02]

1. Members are REQUIRED to activate their ICC to event mode in the following
circumstances (front camera unless otherwise noted):

a. Vehicle pursuits
b. Emergency responses, regardless if emergency equipment is used
c. DUI investigations
d. High risk/felony stops
e. Traffic stops or attempted traffic stops
f. DUI/Safety Checkpoints & Driver’s License Checkpoints
g. Anytime a subject is placed in the rear seat (rear camera only)
h. When transporting subjects (front and rear cameras)
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2. Members may activate their ICC at any time when, in the discretion of the
officer, the recording of the situation would further a police purpose, such as
training or periods of surveillance.

3. A member may deactivate their ICC in the following circumstances:

a. A member’s ICC can be deactivated from event mode once they have
cleared their call for service, are no longer in contact with a member of
the public, and no safety concerns remain.
b. Manual deactivation of the ICC system is permitted during significant
periods of inactivity such as:

1) Report writing
2) On calls with an unusually long duration where there would be
no loss of potential evidence
3) During non-enforcement contacts (standbys, road hazards, etc.).

B. Uploading

1. The uploading of the ICC digital evidence can be accomplished at any of the
secure wireless access points within the City to process and preserve the
recorded data.

2. Officers shall upload their system on a regular basis to ensure sufficient space
remains available on the ICC internal storage, and evidence is accessible
when needed.

3. If a car camera system is found to be defective or is not operating properly, the

assigned officer shall submit a request via the City’s helpdesk to have the unit
checked and repaired.

V. VIDEO AUDITS [CFA 32.02]

A. Video audits shall be conducted to ensure compliance with this policy. It shall be the
responsibility of the Digital Data Technician to prepare, disseminate to Division
Commanders, and keep records for all completed assigned camera audits. Once
audits are disseminated to Division Commanders, they shall delegate the completion
of such audits to the supervisor of each respective workgroup. Division Commanders
will then review all completed audit to ensure compliance.

B. There shall be two (2) regularly occurring audits:

1. Monthly Video Audit

This audit will be completed at or after the end of each month. It shall check
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for overall compliance and ensure members assigned a camera system are:

a. recording events required by policy

b. adding the correct metadata to their videos
c. capturing events in their entirety
d. carrying their cameras in buffering mode

2. Uncategorized Video Audit

This audit is conducted every two weeks to ensure members are correctly
categorizing their videos.

VI. SUPERVISOR RESPONSIBILITIES

A. Supervisors will make sure any member assigned to them who are assigned
BWC/ICC equipment are using them according to this policy.

B. Supervisors will conduct the prescribed audits of their members’ BWC/ICC video
recordings. These checks shall be conducted to determine the proper function, use,
and categorization of videos.

C. Supervisors shall instruct any officer involved in an incident listed in section IV, to
download all video recordings as soon as practical.

D. In the event a member reports their BWC/ICC is not functioning properly, the
supervisor/on-duty watch commander shall determine if the system should be placed
out of service and submitted for repair. They will also make sure a replacement
BWC/ICC is provided to the member as soon as possible. Any request for repair shall
be forwarded to the System Administrator.

F. In the event of an officer-involved shooting, the responding supervisor shall follow the
procedures concerning the BWC/ICC assigned to the affected officer(s) in
accordance with P/P 99-03, In-Custody Deaths and Police Shootings.

VII. VIDEO MANAGEMENT [CFA 32.02]

A. Upon creation, a video will, by default, be uncategorized and held indefinitely until
assigned a proper category.

B. It shall be the responsibility of the member who created the video to ensure every
recording captured by their assigned BWC or ICC system is initially categorized with
one of the following four categories:

1. Evidence – any recording that is associated with a criminal offense. Videos

assigned this category shall be retained indefinitely until disposed of per P/P
82-10, Property and Evidence Procedures.
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2. Crash – any recording that is associated with a civil crash that is not otherwise
related to a criminal offense. Videos under this category shall be retained by
the department for four (4) years.

3. Traffic Stop - any recording that is associated with a traffic stop that is not
otherwise related to a criminal offense. Videos under this category shall be
retained by the department for a minimum of two (2) years.

4. General - any recording that is not associated with the three previous
categories, for example, information reports, field contacts, intelligence
reports, etc. Videos under this category shall be retained by the department
for a minimum of two (2) years.

C. In addition to the categories previously mentioned in this policy, the following special
categories shall be applied to any video that meets the specified criteria:

1. Major Crime – retained until manually deleted. Any recording that captures
evidence pertaining to a capital/life felony case. It shall be the responsibility of
the CIS Watch Commander to apply this category to a recording when
necessary.

2. Missing Person – retained until manually deleted. Any recording that captures
evidence pertaining to a case involving a missing person or runaway where
the individual has not been recovered/located. It shall be the responsibility of
the CIS Watch Commander to apply this category to a recording when
necessary.

3. Restricted – retained until manually deleted. Any recording that is deemed to

be of such a sensitive nature or vital interest of the department.

D. In the event, a non-criminal report is assigned to another member for further

investigation, it shall become the responsibility of the assigned member to update the
category and title of all associated videos to ensure compliance with this policy.

VIII. PUBLIC RECORDS REQUESTS

A. All digital data created by assigned BWC and ICC systems are considered the
property of the Altamonte Springs Police Department and are subject to Florida State
Statute 119.

B. All public records requests for recordings captured on a department-issued BWC/ICC

system will adhere to procedures indicated in P/P 84-04, Public Information/Media
Relations.