Policy Text
Santa Clara County Office of the Sheriff
Surveillance Use Policy for the VideOversight Interview Recording and Case
Management System
1. Purpose
The VideOversight Interview Recording and Case Management System (System) is
installed in designated rooms at Headquarters Patrol, Investigative Services Division, West
Valley Patrol, and South County Patrol. The System shall only be utilized to monitor and
record video and audio statements of victims, witnesses, suspects, or anyone associated
with a criminal or administrative investigation. A search warrant is not required for the
VideOversight Interview Recording and Case Management System.
The VideOversight Interview Recording and Case Management System consists of:
o Software: Microception, Inc, VideOversight, Version EE 3.1
o Hardware: Network video recorders (NVR), March Networks, Model 87043
Generation 5
o Cameras: Northern Video, NTH-D212H960
2. Authorized and Prohibited Uses
The System shall only be used to record or document statements of victims, witnesses,
suspects, and others associated with a criminal or administrative investigation.
The System shall not be used for personal or non-law enforcement purposes.
3.
4.Data Collection
The System shall collect only the following data:
o Video and audio recordings; still images may be made from the video recordings.
Santa Clara County Office of the Sheriff
Surveillance Use Policy * VideOversight Interview Recording and Case Management SystemData Access
Access to video and audio recordings shall be limited to Sheriff s Office personnel
authorized to use the System, including a deputy sheriff of any rank who is participating in
or overseeing an investigation; and other County personnel designated by the Sheriff or the
Sheriff s designee to the extent that the Sheriff or Sheriff s designee determines that access
is reasonably necessary for a specific criminal, civil, or administrative investigation or
action.
5. Data Protection
Sheriff s Office network access shall be required to access the system. Credentials
including username and password shall be required to log onto the Sheriff s Office
network. Data downloaded from the System shall be maintained in a secure, non-public
location, such as a server room, or a location requiring security access.
Page I of2
June 2018
Approved: 08/28/2018
76.Data Retention
Data downloaded onto an electronic storage device as evidence or part of the investigative
file shall be maintained and retained in accordance with applicable state or federal
evidentiary laws and Sheriff s Office policy. All data not downloaded shall be maintained
on the original recording system no longer than one year.
Public Access
Recordings from the System shall be made public or deemed exempt from public
disclosure pursuant to state or federal law. For public requests for data, the Sheriff s Office
shall confer with County Counsel to determine whether the requested data is exempt from
disclosure pursuant to the California Public Records Act, or is legally required to be
disclosed, and shall respond to requests in compliance with applicable law.
8. Third-Party Data-Sharing
Data-sharing from the System shall be limited to the following:
District Attorney's Office for use as evidence to aid in prosecution, in accordance with
laws governing evidence;
The Public Defender's Office or criminal defense attorney via the District Attorney's
Office in accordance with California discovery laws.
Other law enforcement offices as part of a specific criminal or administrative
investigation;
Parties in a civil litigation involving the County, in response to a subpoena or civil
discovery;
County Personnel Board, arbitrator, or Court regarding a county administrative action
or litigation;
Other third parties, pursuant to a Court Order.
9. Training
Training for the operation of the System shall be provided by SherifPs Office personnel for
authorized users. All Sheritrs Office personnel with access to the System shall be provided a
copy of this Surveillance Use Policy.
10. Oversight
The Investigative Services Division Commander shall oversee compliance with this
Surveillance Use Policy. The System shall employ an audit feature, and Sheriff s
Administration shall conduct audits of the system as it deems necessary, and at least
annually, to ensure appropriate use of the System.
Approved as to Form and Legality
Rob Coelho
Office of the County Counselo
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Santa Clara County Office of the Sheriff
Surveillance Use Policy - VideOversight Interview Recording and Case Management SystemPage 2 of2
June 2018