Transportation Management Center Video Recording and Archiving Best General Practices
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Contact Information: Operations Feedback at OperationsFeedback@dot.gov
U.S. Department of Transportation
Federal Highway Administration
Office of Operations
1200 New Jersey Avenue, SE
Washington, DC 20590
FHWA-HOP-16-033
March 2016
Table of Contents
Executive Summary
Chapter 1. Introduction and Report Layout
Background
Report Objectives
Sources
Report Organization
Chapter 2. Successful Practices for Recording and Using Video
Uses and Benefits of Recorded Video by Roadway Agencies
Fundamental Recording Policy Question—Always, Sometimes, or Never
Transportation Management Centers that Always Record
Transportation Management Centers that Sometimes Record
Uses of Recorded Video for Security and Law Enforcement
Chapter 3. Successful Practices for Fulfilling Requests for Recorded Video
Decisionmaking Factors and Process, including Changing Policies
Prevalence of Releasing Recorded Video
Procedures for Requesting Recorded Video
Methods of Fulfilling a Video Request
Impacts on Transportation Management Center Staffing Levels
Chapter 4. Successful Practices for Sharing Real-Time Video Images
Benefits of Sharing Video
Constraints, Risks, and Mitigations of Sharing Video
Sharing with Law Enforcement Agencies and Security Groups
Chapter 5. Technology Issues
Key Video Recording Technology Issues
Emerging Technology
Relation to Security and Law Enforcement Uses
Additional Image Documentation Techniques
Video Management System Consideration Checklist
Chapter 6. Legal and Policy Issues including the Freedom of Information Act
Freedom of Information Act
State Public Records Laws and the Necessity of Recording
Video for Use as Evidence
Privacy
Liability
Chapter 7. Practices for Written Policies and Agreements
Prevalence of Written Policies
Overview of Sample Materials
Highlights from Video Recording and Distributing Recorded Video
Highlights from Sharing Real-Time Video
Highlights on Privacy & Interaction with Law Enforcement
Highlights on Legal Issues
Chapter 8. Case Studies
Iowa Department of Transportation
Minnesota Department of Transportation
New Jersey Department of Transportation
Regional Transportation Commission of Southern Nevada
Tennessee Department of Transportation
Washington State Department of Transportation
Wisconsin Department of Transportation
Appendix. Sample Agreements and Policies
Acknowledgments
List of Figures
Figure 1: Chart. Purposes of selective video recordings.
Figure 2: Chart. Recording incoming transportation video feeds.
Figure 3: Chart. For agencies that record most feeds by default, basis for length of recording.
Figure 4: Chart. Length of time agencies that record under limited circumstances keep recordings.
Figure 5: Chart. If recorded video can be requested.
Figure 6: Chart. Burden for responding to requests for recorded video.
Figure 7: Chart. Recipients of shared video.
Figure 8: Screenshot. Composite from wide-angle camera.
Figure 9: Screenshot. Regional Transportation Commission of Southern Nevada screen shot—incident tracking.
Figure 10: Screenshot. Regional Transportation Commission of Southern Nevada screen shots—incident screen capture matrix and data record.
Figure 11: Chart. If existing written policies on video recording and video sharing.
Figure 12: Screenshot. Iowa Department of Transportation Web site for requesting recorded video.
Figure 13: Screenshot. Snapshot of central software used by the Regional Transportation Commission (RTC) of Southern Nevada.
Figure 14: Screenshot. Snapshot of image recording feature during incidents within the central software used by the Regional Transportation Commission (RTC) of Southern Nevada.
Figure 15: Screenshot. Snapshot of information collected from images within the central software used by the Regional Transportation Commission (RTC) of Southern Nevada.
Figure 16: Photo. Screen capture of the Tennessee Department of Transportation’s SmartWay traveler information service.
Figure 17: Screenshot. Presentation slide detailing the benefits of closed-circuit television recording for the Wisconsin Department of Transportation (WisDOT), part 1.
Figure 18: Presentation slide detailing the benefits of closed-circuit television recording for the Wisconsin Department of Transportation (WisDOT), part 2.
Figure 19: Presentation slide detailing the benefits of closed-circuit television recording for the Wisconsin Department of Transportation (WisDOT), part 3.
Figure 20: Sample scan. Closed Circuit Television (CCTV) Agreement (page 1 of 2).
Figure 21: Sample scan. Closed Circuit Television (CCTV) Agreement (page 2 of 2).
Figure 22: Sample scan. Camera Use Policies (page 1 of 2).
Figure 23: Sample scan. Camera Use Policies (page 2 of 2).
Figure 24: Sample scan. Minnesota Department of Transportation (MnDOT) Traffic Camera Imagery Recording and Distribution Policies (page 1 of 2).
Figure 25: Sample scan. Minnesota Department of Transportation (MnDOT) Traffic Camera Imagery Recording and Distribution Policies (page 2 of 2).
Figure 26: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 1 of 11).
Figure 27: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 2 of 11).
Figure 28: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 3 of 11).
Figure 29: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 4 of 11).
Figure 30: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 5 of 11).
Figure 31: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 6 of 11).
Figure 32: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 7 of 11).
Figure 33: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 8 of 11).
Figure 34: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 9 of 11).
Figure 35: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 10 of 11).
Figure 36: Sample scan. Policy for the Design and Operation of Closed-Circuit Television (CCTV) in Advanced Traffic Management Systems (page 11 of 11).
Figure 37: Sample scan. Niagara International Transportation Technology Coalition (NITTEC) Closed-Circuit Television (CCTV) Policy (page 1 of 1).
Figure 38: Use of Closed-Circuit Television Highway Cameras Guidelines at the Oregon Department of Transportation (page 1 of 1).
Figure 39: Sample scan. Access to Live Video Feeds and Information Sharing Policies (page 1 of 1).
Figure 40: Sample scan. Responder Entity Users Access Agreement for Live Video and Information Sharing (page 1 of 6).
Figure 41: Sample scan. Responder Entity Users Access Agreement for Live Video and Information Sharing (page 2 of 6).
Figure 42: Sample scan. Responder Entity Users Access Agreement for Live Video and Information Sharing (page 3 of 6).
Figure 43: Sample scan. Responder Entity Users Access Agreement for Live Video and Information Sharing (page 4 of 6).
Figure 44: Sample scan. Responder Entity Users Access Agreement for Live Video and Information Sharing (page 5 of 6).
Figure 45: Sample scan. Responder Entity Users Access Agreement for Live Video and Information Sharing (page 6 of 6).
Figure 46: Sample scan. Private Entity Users Access Agreement for Live Video and Information Sharing (page 1 of 5).
Figure 47: Sample scan. Private Entity Users Access Agreement for Live Video and Information Sharing (page 2 of 5).
Figure 48: Sample scan. Private Entity Users Access Agreement for Live Video and Information Sharing (page 3 of 5).
Figure 49: Sample scan. Private Entity Users Access Agreement for Live Video and Information Sharing (page 4 of 5).
Figure 50: Sample scan. Private Entity Users Access Agreement for Live Video and Information Sharing (page 5 of 5).
Figure 51: Sample scan. Video Utilization Agreement (page 1 of 1).
List of Tables
Table 1. Responding agencies to online inquiry.
Table 2: Capability maturity model for Transportation Management Centers that record most feeds continuously (ALWAYS), focusing on processes to retain specific clips beyond the automatic rewriting time.
Table 3: Capability maturity model for Transportation Management Centers that sometimes record video.
Table 4: Select video request procedures.
Table 5: Video management system checklist.
Table 6: List of written materials in the appendix.
Table 7: Transportation Management Center Policies and Procedures at the Iowa Department of Transportation.
Table 8: Transportation Management Center policies and procedures at the Minnesota Department of Transportation.
Table 9: Transportation Management Center policies and procedures at the New Jersey Department of Transportation.
Table 10: Transportation Management Center policies and procedures at the Regional Transportation Commission (RTC) of Southern Nevada.
Table 11: Transportation Management Center policies and procedures at the Tennessee Department of Transportation.
Table 12: Transportation Management Center policies and procedures at the Washington State Department of Transportation.
Table 13: Transportation Management Center policies and procedures at the Wisconsin Department of Transportation.
