Downloading captured data on to other media 

In order to maintain and preserve the integrity of the data (and to ensure their admissibility in any legal proceedings), any downloaded media used to record events from the hard drive must be prepared in accordance with the following procedures: – 

• Each downloaded media must be identified by a unique mark. 
• Before use, each downloaded media must be cleaned of any previous recording. 
• The System Manager will register the date and time of downloaded media insertion, including its reference. 
• Downloaded media required for evidential purposes must be sealed, witnessed and signed by the System Manager, then dated and stored in a separate secure evidence store. If a downloaded media is not copied for the police before it is sealed, a copy may be made at a later date providing that it is then resealed, witnessed and signed by the System Manager, then dated and returned to the evidence store. 
• If downloaded media is archived, the reference must be noted. 
• If downloaded media is put onto a device, the device will be encrypted and password protected.  

Images may be viewed by the police for the prevention and detection of crime and by the Systems Manager, his/her replacement and the Executive Headteacher and other authorised senior leaders. However, where one of these people may be later called as a witness to an offence and where the data content may be used as evidence, it shall be preferable if possible, for that person to withhold viewing of the data until asked to do so by the police. 

A record will be maintained of the viewing or release of any downloaded media to the police or other authorised applicants.  

Should images be required as evidence, a copy may be released to the police under the procedures described in this policy. Images will only be released to the police on the clear understanding that the downloaded media (and any images contained thereon) remains the property of the federation and downloaded media (and any images contained thereon) are to be treated in accordance with Data Protection legislation. The federation also retains the right to refuse permission for the police to pass the downloaded media (and any images contained thereon) to any other person. On occasions when a Court requires the release of a downloaded media, this will be produced from the secure evidence store, complete in its sealed bag. 

The police may require the federation to retain the downloaded media for possible use as evidence in the future. Such downloaded media will be properly indexed and securely stored until needed by the police. 

Applications received from outside bodies (e.g., solicitors or parents) to view or release images will be referred to the federation’s Data Protection Officer and a decision made by a senior leader of the school in consultation with the school’s Data Protection Officer.