Self-assessment tool - South Ayrshire Council
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Self-assessment tool How well does your organisation comply with the 12 guiding principles of the surveillance camera code of practice? Complete this easy to use self-assessment tool to find out if you do. This self-assessment tool will help you and your organisation identify if you’re complying with the principles in the code. It should be completed in conjunction with the surveillance camera code of practice. The tool will help you show how well you comply with each principle. It is possible to be largely compliant with some principles and to fall short against others. As a result you will note that at the end of the questions against each principle there is a space to include an action plan. This is to enable you to put actions in place over the next year to improve your compliance to that principle. These boxes can also be used to make a note of what evidence you could produce if required to show your compliance to that principle. The document contains a combination of open and closed questions. For the open questions there is a limit on how much you can write, so please feel free to include any additional notes as an annex to the document – there are additional blank pages at the end of the tool. We do not want you to send the self-assessment response to us. However, in the interest of transparency we encourage you to publish the self-assessment on your website. The self-assessment is for you to satisfy yourself and those that you surveil that you meet the principles and identify any additional work to show compliance. We would like you to let us know that you have completed this document as this will enable us to understand the level of uptake. Also please let us know if you will be interested in working towards certification against the surveillance camera code of practice in the near future or just be added to our mailing list. This is the first edition of the self-assessment tool which will evolve over time. Please forward any feedback to email@example.com
Principle 1 Use of a surveillance camera system must always be for a specified purpose which is in pursuit of a legitimate aim and necessary to meet an identified pressing need. 1. Have you translated principle 1 into clear objectives? Yes No If yes, what are they? The purpose of South Ayrshire's public space CCTV operation is to: - prevent crime - provide protection for the general public 2. Do you regularly review the system and assess against objectives? Yes No 3. Have you considered the requirement of the end user? Yes No 4. Is the system being used for any other purpose other than those Yes No specified? If yes, please explain? Access to the system is given to the Ayrshire Roads Alliance, who use the system to assist with elements of traffic related safety. The Ayrshire Roads Alliance can monitor a selection of town-centre cameras and can operate the cameras PTZ (pan, tilt and zoom) functionality. Whilst we feel the over- arching ‘provide protection’ objective covers the ARA’s use of CCTV, it may not be clear to the public that the cameras are used to assist with traffic related safety, and this will form part of our planned public consultation in 2018. Currently a key camera (Whitletts Roundabout) is owned by Traffic Scotland, but images are relayed to SAC’s Control room as well as Transport Scotland. Traffic Scotland have indicated the image feed to the SAC control will cease shortly, but where the arrangement continues then further clarity is required on who the data owner is, and steps taken to ensure any informal ‘agreement’ is made formal. 5. Have you identified any areas where further action is required more Yes No fully conform with the requirements of Principle 1? Action Plan Public space CCTV can also be used by services such as Environmental Health and Waste Management to assist with enforcement duties in areas such as dog-fouling and fly-tipping. Whilst it is likely that these duties fall under the objectives of reducing crime, it may be the public perception that CCTV is not actively used in these areas. In a similar vein to traffic safety, the Council will need to highlight to those under surveillance (through consultation and revised privacy notices) that the current objectives of CCTV also encompass enforcement duties.
Principle 2 Use of a surveillance camera system must take into account its effect on individuals and their privacy, with regular reviews to ensure its use remains justified. 1. Do you review your system annually? Yes No 2. Have you conducted a privacy impact assessment? Yes No 3. Do you publish your privacy impact assessment and annual review? Yes No 4. Have you identified any areas where further action is required to more fully conform with the requirements of Principle 2? Yes No Action Plan South Ayrshire Council understands its obligations under the Data Protection Act, and therefore has always developed processes to ensure the cameras are operated in a compliant manner. However, the Council recognises that its public space CCTV operation has been in place for over 20 years without significant review and that a clearer public space CCTV strategy needs developed. South Ayrshire Council will voluntarily adopt the guidance set out by the CCTV Commissioner for England and Wales, which in its view represents the best approach to operating public space CCTV and will ensure ongoing compliance with the Data Protection Act and the forthcoming General Data Protection Regulations. The guidance is used by many other organisations in their approach to operating public space CCTV. On that basis, the Council will: - Complete Privacy Impact Assessments for its public space cameras and operating system using guidance from the Commissioner. - Develop an annual review of its CCTV operation - Publish the Impact Assessments (May 2018) and annual review (2019) on its website when complete.
Principle 3 There must be as much transparency in the use of a surveillance camera system as possible, including a published contact point for access to information and complaints. 1. Does signage exist highlighting the use of surveillance cameras? Yes No 2. Does the signage highlight the point of contact? Yes No 3. Has there been proportionate consultation and engagement with the Yes No public and partners to establish that there is a legitimate aim and a pressing need for the surveillance camera system? 4. Is the surveillance system a proportionate response? Yes No 5. Does your publication of information include the procedures and safeguards that are in place, impact assessments undertaken, Yes No performance statistics and other management information? 6. Do you have a complaints procedure in place? Yes No 7. Do you make the public aware of how to escalate complaints? Yes No 8. Is there a defined timescale for acknowledging and responding to Yes No complaints and is this conveyed to the complainant at the outset? 9. Do you publish the number and nature of complaints received? Yes No 10. Have you identified any areas where further action is required to Yes No more fully conform with the requirements of Principle 3? Action Plan South Ayrshire Council believes that, in general, its public space CCTV is a proportionate means of achieving a legitimate aim. Signage does exist, but it needs reviewed, both in terms of the wording and its location. The Council recognises that there needs to be clearer signage at each of the main entrance routes into the towns where CCTV operates. Signage will be updated to ensure it clearly states the reason for CCTV, the owner of the operation (the Council), and the correct contact number of 0300 123 0900. It is recognised that further consultation and engagement is required both internally and externally around the use of CCTV, and this will be undertaken as part of the Privacy Impact Assessment process. At the point the Privacy Impact Assessments are published, the Council will also be in a position to publish CCTV related statistics and management information. The Council has a corporate complaints process, which complaints about CCTV would normally fall under in the first instance. The corporate complaints process is widely promoted across the Council,
whether that be face-to-face, telephone or online. The Council fully adheres to the Scottish Public Services Ombudsman complaints process. Whilst the number of complaint across the Council is published, the Council does not publish how many complaints were specifically CCTV related, but this information can be collated going forward and will be published alongside the Privacy Impact Assessments.
Principle 4 There must be clear responsibility and accountability for all surveillance camera system activities including images and information collected, held and used. 1. What arrangements are in place to provide clear responsibility and accountability? Public Space CCTV is monitored by the Council's Emergency Response Team (ERT), and their CCTV Code of Practice was developed in 2012. Revised protocols were agreed with Police Scotland in 2017 with regards to directed surveillance operations. The Council has a Data Protection Officer within its Information and Governance Team. 2. Are all staff aware of their responsibilities? Yes No 3. Please explain how you ensure the lines of responsibility are adhered to. All ERT staff receive in-house training on CCTV. All staff are conversant with the Code of Practice, and relevant operational procedures. The Code of Practice states the roles and responsibilities. 4. If jointly owned, is it clear what each partner organisation is responsible Yes No for and what the individual obligations are? This is not applicable. 5. Have you identified any areas where further action is required to more fully conform with the requirements of Principle 4? Yes No Action Plan The Code of Practice will be reviewed and updated in line with the Privacy Impact Assessment process. Whilst operational liaison exists between Police Scotland and South Ayrshire Council, this will also be reviewed and updated in line with the Privacy Impact Assessment process. The updated Code of Practice will need to be adopted by the Ayrshire Roads Alliance where they continue to monitor any aspect of the Council's public space CCTV. Currently a key camera (Whitletts Roundabout) is owned by Traffic Scotland, but images are relayed to SAC’s Control room as well as Transport Scotland. Traffic Scotland have indicated the image feed to the SAC control will cease shortly, but where the arrangement continues then further clarity is required on who the data owner is, and steps taken to ensure any informal ‘agreement’ is made formal. In all cases, to ensure compliance with data protection principles, revised data sharing agreements will be implemented with all partner agencies.
Principle 5 Clear rules, policies and procedures must be in place before a surveillance camera system is used, and these must be communicated to all who need to comply with them. 1. Do you have clear policies and procedures which help to ensure that any legal obligations affecting the use of such a system are addressed? Yes No If so please specify. See Principle 4. 2. Do you follow a quality management system? Yes No 3. Are the rules, policies and procedures part of an induction process for all Yes No staff? 4. How do you ensure that all system users remain up to date and efficient with relevant operational, technical, privacy considerations, policies and procedures? The Council has a Performance, Development and Review (PD&R) process which covers work objectives and expectations. Regular team meeting and communications ensure advisors are informed. 5. Have you considered qualifications relevant to the role of the system users, such as the National Occupational Standard for CCTV operations Yes No or other similar? 6. If so, have any of your system users undertaken any occupational Yes No standards to date? 7. Do your system users require SIA licenses? Yes No 8. If staff do not need a license, how do you ensure they have the necessary skills and knowledge to use or manage the surveillance system? Training is managed in-house and each new member of staff is allocated a supervisor who will shadow and train the advisor until competent in CCTV. There are online e-learning modules designed to complement on the job training (under a revised training plan) which staff will also complete refresher training every 6 months 9. Have you identified any areas where further action is required to more Yes No fully conform with the requirements of Principle 5? Action Plan It is recognised that whilst mechanisms are in place around training and adherence, these need to be reviewed to ensure they are as robust as possible. Ongoing training on RIPSA and the CCTV Protocol that exists between SAC and the Police would be beneficial to the staff using the system. CCTV will form a specific work objective for ERT advisors within the Council's PD&R process. Alongside that, there will be a monthly check to ensure operators can evidence their understanding of CCTV operation and adherence.
The Council will consider further the BS 62676/11064 series, alongside BS 7958 and 8495. The guidance from the CCTV Commissioner will be the main reference point for the Council.
Principle 6 No more images and information should be stored than that which is strictly required for the stated purpose of a surveillance camera system, and such images and information should be deleted once their purposes have been discharged. 1. On what basis are images retained and for how long? Images are stored for 31 days on a digital hard drives, and only for the specified purpose of the system. They are deleted from the system after this period. The authority does not retain copies of any discs. 2. Do you have an auditable process for reviewing images and managing their Yes No retention? 3. Are there any time constraints in the event of the enforcement agency not Yes No taking advantage of the opportunity to view the retained images? Police Scotland have confirmed that 31 days generally allows enough time for key images to be downloaded as part of any investigation. 4. Are there any time constraints which might affect external parties from Yes No viewing the images? 5. Do you quarantine all relevant information and images relating to reported Yes No incident until such time as the incident is resolved and/or all the information and images have been passed on to official third parties? 6. Have you identified any areas where further action is required to more fully Yes No conform with the requirements of Principle 6? Action Plan A CCTV activity log is in place for both ERT Advisors and representatives of Police Scotland when actively moving cameras. The process for managing and quarantining retention needs reviewed and refined, as does the auditable process in relation to reviewing images, and these will form part of the updated Code of Practice.
Principle 7 Access to retained images and information should be restricted and there must be clearly defined rules on who can gain access and for what purpose such access is granted; the disclosure of images and information should only take place when it is necessary for such a purpose or for law enforcement purposes. 1. Do you have a policy on who has access to the stored information? Yes No 2. Do you have a policy on disclosure of information? Yes No 3. What checks to do you have in place to ensure that the disclosure policy is followed? All disclosures are recorded and logged, either through CCTV logs, RIPSA (Regulation of Investigatory Powers) or Data Access Requests. 4. Have you identified any areas where further action is required to more fully conform with the requirements of Principle 7? Yes No Action Plan Whilst mechanisms are in place around disclosure, it is recognised they need reviewed to ensure they remain fully robust and complaint. This will be incorporated into the updated Code of Conduct.
Principle 8 Surveillance camera system operators should consider any improved operational, technical and competency standards relevant to a system and it purpose and work to meet and maintain those standards. 1. What approved operational, technical and competency standards relevant to a surveillance system and it purpose does your system meet? As part of our procurement process for both cameras and the operating system, the technical specification requires NSI (or equivalent) compliance. 2. How do you ensure that these standards are followed appropriately? Providers are required to prove their compliance at tender stage. Contracts are managed alongside the Council’s procurement team with regards to supplier performance. 3. What steps are in place to secure certification against the approved standards? As above. 4. Have you identified any areas where further action is required to more Yes No fully conform with the requirements of Principle 8? Action Plan The Council is currently developing its corporate public space CCTV strategy. It is recognised that aspects of the current CCTV operating system require upgraded or replaced. At the point this happens, there will be greater focus via the procurement process on approved standards. Please also see the Action Plan for Principle 5.
Principle 9 Surveillance camera system images and information should be subject to appropriate security measures to safeguard against unauthorised access and use. 1. What security safeguards do you have in place to ensure the integrity of images and information? The control room is coded entry only, and a log book confirms all visitors. Only ERT advisors or the Police Scotland CCTV Liaison Officer are able to access the CCTV operating system. Police Scotland take full responsibility for any images they download for evidential purposes and have their own safeguards in place. The system deletes images after 31 days. The system is password protected. 2. If the system is connected across an organisational network or intranet, do sufficient controls and safeguards exist? The CCTV system is not currently part of the corporate network. All images come in directly via BT analogue fibre. 3. What is the specified purpose for which the information are being used and accessed and is this consistent with the stated purpose? The purpose directly relates to the objective laid out in Principle 1. 4. Do you have preventative measures in place to guard against the misuse of information and images? Yes No 5. Are your procedures and instructions and/or guidelines regarding storage, use and access of surveillance system information Yes No documented? 6. Have you identified any areas where further action is required to more fully conform with the requirements in Principle 9? Yes No Action Plan It is recognised that whilst mechanisms are in place around safeguarding, it is recognised they need reviewed to ensure they remain fully robust and complaint. This will be incorporated into the updated Code of Conduct. It is likely that the Council will upgrade or replace significant elements of its CCTV operation in the next 3 years, and transmission may move from analogue to internet, and may link to the corporate network. The Council’s ICT and Information and Governance teams will be fully involved in any decision taken.
Principle 10 There should be effective review and audit mechanisms to ensure legal requirements, policies and standards are complied with in practice, and regular reports should be published. 1. Does your system have a review process that shows it still addresses Yes No the needs and delivers the benefits that justify its use? 2. Have you identified any cameras that do not remain justified in Yes No meeting the stated purpose(s)? 3. Have you conducted an evaluation in order to compare alternative Yes No interventions to surveillance cameras? If so please provide details. 4. Is it cost effective to continue running your surveillance camera Yes No system? 5. Have you identified any areas where further action is required to Yes No more fully conform with the requirements of Principle 10? Action Plan Using a range of statistics, such as the number of recorded crimes within the camera radius, and the number of Police evidential packages that utilise CCTV footage, the Council is able to review the effectiveness of cameras. However the proposed Privacy Impact Assessment will ultimately confirm camera viability, taking into account internal and external consultation. The Assessment will also allow clarity around alternative interventions. With regards to cost, the CCTV system has a set budget and adheres to that budget. However it is recognised that a more modern CCTV system that embraces new technology will likely bring longer- term savings, and these will be explored as part of the Council’s CCTV strategy.
Principle 11 When the use of a surveillance camera system is in pursuit of a legitimate aim, and there is a pressing need for its use, it should then be used in the most effective way to support public safety and law enforcement with the aim of processing images and information of evidential value. 1. Are the images and information produced by your system of a suitable quality for the criminal justice system to use without Yes No enhancement? 2. Do you have safeguards in place to ensure the forensic integrity of the images and information including a complete audit trail? Yes No 3. Do you have a policy on data storage, security and deletion? Yes No 4. Is the information stored in a format that is easily exportable? Yes No 5. Does the storage ensure the integrity and quality of original recording and the meta data? Yes No 6. Have you identified any areas where further action is required to more fully conform with the requirements in Principle 11? Yes No Action Plan South Ayrshire Council has an agreement that Police Scotland download images onto disc for court evidential purposes. The Scottish Courts have yet to embrace digital files for evidential purposes. Whilst information is exportable, the process is not easy or streamlined nor are images of the highest quality, and this will be a key consideration when upgrading or replacing aspects of the CCTV system.
Principle 12 Any information used to support a surveillance camera system which compares against a reference database for matching purposes should be accurate and kept up to date. 1. Do you use any specialist technology such as ANPR, facial recognition, Body Worn Video (BWV) or remotely operated vehicles Yes No (Drones)? 2. Do you have a policy in place to ensure that the information contained on your database is accurate and up to date? Yes No Not Applicable – No database of images is kept. 3. Do you have safeguards in place to ensure the forensic integrity of the images and information including a complete audit trail? Yes No Not Applicable – No database of images is kept. 4. Do you have a procedure for deciding when and whether an Yes No individual or vehicle should be included in a reference database? Not Applicable – No database of images is kept. 5. What policies are in place to determine how long information remains Yes No in the reference database? Not Applicable – No database of images is kept. 6. Are all staff aware of when surveillance becomes covert surveillance under the Regulation of Investigatory Powers Act (RIPA) 2000? Yes No 7. Have you identified any areas where further action is required to more fully conform with the requirements in Principle 11? Yes No Action Plan A separate self-assessment will be completed by South Ayrshire Community Safety which will clarify the use of body-worn and redeployable cameras further.
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