Folks -
A note to let you know that it has been brought to our
attention that the nature of surveillance recordings is changing, from magnetic
to digital format.
Jerome Kendall (Chesterfield County's Records
Administrator), Tom Wellman (LVA's newest Analyst - see below) and I met with
officials of the Chesterfield Sheriff's Department to discuss Jail surveillance
recordings this week. Video recordings, maintained in mpeg or rav formats
and run 24/7 have an incredibly expensive storage cost - dealing in
terabytes. Telephone audio recordings will soon be maintained in wav
format, so it is apparent that the current retention period for routine
recordings has to be examined.
Although our primary concern in this meeting was the
Surveillance Recordings associated with General Schedule 8 (Sheriffs
Departments), Series 100673, further examination found that there is also a
series for building security surveillance recordings in GS 16 (General Services,
Section 'J') - No. 005251 as well as GS 17 (Law Enforcement) Series
100796.
All three locality schedules/series mentioned above
have a retention period of 60 days for routine surveillance recordings.
The State agencies' General Schedule 108 (Fire, Safety & Security) has a
similar series with No. 012311, but the retention period is 30
days.
The LVA is looking at bringing all schedules into
alignment. Given that any incidents captured on surveillance recordings
are removed and go to a different series for further investigation and/or legal
action where the retention is 3 years, the current line of thought is to adjust
the retention for the effected series in GS 8, 16 and 17 to 30
days.
In this regard, I have a request to make. We
would like some feedback, and that can be in the form of volunteering to work
with Jerome, Tom and I or in polling those departments effected by the suggested
change (Sheriff, Police, and officials involved in "Building or Facility Fire,
Safety and Security"). The volunteering consists entirely of reviewing and
commenting draft schedule revisions (the three series mentioned only). It
is our intention to have these revisions put to the Records Oversight Committee
at its July 14th meeting, meaning that the draft revisions have to be completed
by Jul 7th. Small project, short turnaround.
Jerome has already completed an RM-19 for
Chesterfield's Jail Surveillance Recordings, and this can serve as the basis for
developing the schedules' revisions.
Cheers!
Mark
G. Mark Walsh, C.A.
Records & Information
Analyst
Records Management and Imaging
Services
Library of Virginia
(804) 692-3650
Tom Wellman has
joined the Records Management and Imaging Services Division as a Records
Analyst. Tom grew up in Southwest Virginia, attended college in Kentucky and
received his MLS from UNC in May. He is a big fan of college sports and his
favorite teams are the Georgia Bulldogs and the North Carolina Tar Heels.Tom
says that he loves the South, he is a true native son. He studies Southern
History and Culture. He looks forward to taking advantage of the cultural and
historical offerings of Richmond.
Tom resides in Frank
English's old office, please stop by and welcome him to LVA.
Robert F. Nawrocki CRM
State Records Administrator
Library of Virginia
800 East Broad Street
Richmond, VA 23219
804.692.3505
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