Chicago Police DepartmentSpecial Order S03-05
In-Car Video Systems
Issue Date:27 November 2018Effective Date:27 November 2018
Rescinds:25 February 2016
Index Category:Field Operations
I.Purpose
This directive:
  • A.continues the use of Department in-car video systems .
  • B.outlines the policies and procedures for the use, maintenance, and repair of in-car video systems .
  • C.outlines the roles and responsibilities of Department members affected by the in-car video systems for the video and audio recording of incidents.
  • D.outlines the requirements for viewing, retaining, and duplicating digitally recorded incidents.
  • E.continues the use of the Digitally Recorded Data Viewing/Hold/ Duplication/Shared Request form (CPD-65.224).
  • F.identifies the Records Division as the Department repository and viewing location of digitally recorded data created by the in-car video systems .
  • G.satisfies CALEA Law Enforcement Standard 41.
II.Policy
  • A.The Department is committed to protecting the safety and welfare of its members and the public. The in-car video systems can provide members with an invaluable instrument to enhance criminal prosecution by providing powerful evidence of criminal activity, limit civil liabilities, and objectively document officer conduct during individual interactions. Members assigned to a vehicle equipped with an in-car video system will use it pursuant to this directive.
  • B.All supervisors have the responsibility and authority to ensure that all members assigned to a vehicle equipped with an in-car camera strictly conform to all laws and Department policies concerning the use of the in-car video systems . All supervisors will take appropriate action when members fail to meet the use of the in-car video systems requirements.
  • C.Department members who fail to use the in-car video systems installed in Department vehicles or do not comply with the policies and procedures outlined in this directive will be subject to disciplinary action, up to and including discharge.
III.General Information
  • A.There is no expectation of privacy for Department members related to incidents recorded by in-car video systems . Supervisors, members of the Bureau of Internal Affairs, and the Civilian Office of Police Accountability (COPA) investigators may request to review the digitally recorded data from a vehicle equipped with an in-car video system . Any digitally recorded data created by the in-car video system may be used without a Department member’s permission for any official Departmental purpose.
  • B.The in-car video system will automatically engage audio and video recording when the vehicle’s emergency-roof lights are activated. However, Department members may manually activate the in-car video system without the activation of the emergency equipment. At the conclusion of the incident, Department members must manually deactivate all recording processes, regardless of what method activated the in-car video system , and select the appropriate event type on the post-event pop-up menu.
  • C.Department members will at no time affix any item, substance, or foreign object to the screen of the in-car video system , windshield-mounted and rear-camera lenses, or wireless microphone/audio recorder, as damage may occur.
  • D.Only Department members assigned to the Field Mobile Section, Information Services Division, will make hardware modifications, repairs, upgrades, or adjustments to the in-car video system , windshield-mounted and rear-camera lenses, and wireless microphone/audio recorder.
  • E.The Deputy Chief, Education and Training Division, will ensure:
    • 1.a training program is established related to the use of in-car video systems installed in Department vehicles and Department facilities.
    • 2.digitally recorded data identified as having training value is periodically reviewed and used for in-service training or training bulletins.
  • F.The Records Division will be the custodians of the digitally recorded data and will be responsible for the retention, duplication, and viewing of the in-car video systems . The Director, Records Division, will establish retention, viewing, and duplication procedures that provide for inventory control, the security of the digitally recorded data , and authorized duplications.
  • G.All digitally recorded data created by the in-car video systems will be retained by the Records Division for a minimum of 90 days. Digitally recorded data that is marked and held as having evidentiary or training value will be retained as prescribed by law and established Department policy.
  • H.In general, minor infractions and minor deviations from Department policy observed through the review of digitally recorded data will not be subject to the disciplinary process and will be treated as a training opportunity.
  • I.For the purposes of this directive, uniformed means:
    Department members wearing the Department authorized field uniform consistent with the Department directive titled "Personal Appearance, Uniform/Citizen's Dress and Equipment."
  • J.For the purposes of this directive, enforcement stop means:
    An action by a law enforcement officer in relation to enforcement and investigation duties including, but not limited to, traffic stops, pedestrian stops, abandoned vehicle contacts, motor assists, commercial vehicle stops, roadside safety checks, requests for identification, or responses to requests for emergency assistance.
  • K.If assigned to patrol field duties using a vehicle equipped with an in-car video system , Department members the rank of police officer, sergeant, and lieutenant are required to wear the Department authorized field uniform.
IV.Recording Guidelines
  • A.Department members will use only Department-issued video and audio recording equipment.
  • B.Department members will conform to all laws and Department policies concerning the use of the in-car video system for the video and audio recording of incidents.
    • 1.Uniformed Department members are lawfully permitted to video record individuals without their consent if they are on the public way or in public view.
    • 2.Uniformed Department members who have identified their office are lawfully permitted to simultaneously audibly and visually record individuals without their consent whenever:
      • a.the member is conducting an enforcement stop, or
      • b.the patrol vehicle emergency lights are activated or would otherwise be activated if not for the need to conceal the presence of law enforcement.
        • (1)Any reports completed for an audibly recorded incident, including Traffic Stop Statistical Study—Driver Information Cards (CPD-21.103), Traffic Stop Statistical Study Stickers (CPD-15.516), Investigatory Stop Reports (CPD-11.910), and Personal Service Citations, must include the initial violation or investigatory need that led to the stop.
        • (2)Department members may audibly record an enforcement stop regardless of the subsequent enforcement action taken.
    • 3.Uniformed Department members may audibly and visually record an individual with the consent of the individual.
  • C.Uniformed Department members the rank of police officer, sergeant, and lieutenant assigned to vehicles equipped with in-car video systems will:
    • 1.activate the system to simultaneously audibly and visually record the entire incident for all enforcement stops, arrests, and nonpursuit emergency vehicle operations, consistent with Item IV-B.
    • 2.activate the system to visually record the entire incident for all transports.
  • D.A Department member may utilize discretion to activate the in-car camera video system for non-law-enforcement-related activities in the following circumstances:
    • 1.in situations that the member, through training and experience, believes will serve a proper police purpose, for example, recording the arrest of an uncooperative individual;
    • 2.in situations that may help document, enhance, and support the following: written reports, evidence collection, investigations, and court testimony; and
    • 3.when the member is engaged in community caretaking functions, unless the member has reason to believe that the person on whose behalf the member is performing a community caretaking function has committed or is in the process of committing a crime.
  • E.During the recording of an incident, Department members will not deactivate the in-car video system until the entire incident has been recorded.
    NOTE:
    Department members will be required to justify any deactivation of the in-car video system prior to the entire incident being recorded.
  • F.Recorded felony and misdemeanor arrests, motor vehicle pursuits, DUI incidents, failure to yield to an emergency vehicle, and traffic crashes resulting in property damage, personal injury, or a fatality will be automatically stored by the in-car video system indefinitely when the correct event number is selected from the post-event pop-up menu. All other incidents will be automatically stored for 90 days.
  • G.If digitally recorded data will be needed in judicial proceedings beyond 90 days, members will place an extended hold on that digitally recorded data as described in Item XI of this directive, including but not limited to the following circumstances:
    • 1.Traffic stops other than DUI;
    • 2.Enforcement stops;
    • 3.Other traffic crash investigations; and
    • 4.Stops for citizen assistance.
  • H.If an incident has been recorded by responding assist units, assisting Department members are required to:
    • 1.obtain the designated primary event number issued by OEMC; and
    • 2.enter the designated primary event number into the "Case Numbers" field of the post-event pop-up menu.
  • I.When a complaint against a Department member is received that involves a digitally recorded incident, the investigating member will request an extended hold on the data.
  • J.Assigned supervisors will request an extended hold on all digitally recorded motor vehicle pursuits and traffic crashes involving Department vehicles.
  • K.Sworn members will not unreasonably endanger themselves or another person to conform to the provisions of this directive.
  • L.Deactivation of a Recording
    • 1.Department members equipped with an in-car video system will not deactivate the system unless:
      • a.the entire incident has been recorded and the member is no longer engaged in a law-enforcement-related activity. For the purposes of the deactivation of the in-car video system, the Department has identified the following circumstances as the conclusion of a law-enforcement-related activity:
        • (1)the member has cleared the assignment;
        • (2)the member leaves the scene of the incident;
        • (3)for citizen or arrestee transports, when the subject:
          • (a)has left the vehicle; or
          • (b)has been transferred to another Department member, lock-up personnel, mental-health providers, or hospital personnel.
        • (4)the highest-ranking on-scene Bureau of Patrol supervisor has determined that the scene is secured in circumstances involving an officer-involved death investigation, firearm discharge, or any other use of force incident.
          NOTE:
          The scene may be considered secure when all the offenders are in custody or otherwise not in the area, medical aid has been requested/administered or CFD is on the scene, the involved officers have been identified, and the crime scene has been established.
      • b.requested by a victim of a crime;
      • c.requested by a witness of a crime or a community member who wishes to report a crime; or
      • d.the officer is interacting with a confidential informant.
      EXCEPTION:
      Department members may continue or resume recording a victim or witness if exigent circumstances exist or if the officer has reasonable articulable suspicion that a victim, witness, or confidential informant has committed or is in the process of committing a crime.
    • 2.Department members will ensure their in-car video system is deactivated, consistent with this directive, before providing an oral response to the public safety investigations for incidents involving a firearms discharge and/or an officer-involved death.
    • 3. Department members will ensure that any request by a victim or witness to deactivate the camera, unless impractical or impossible, is made on the recording.
    • 4.Justification for Deactivating a Recording
      Department members will verbally justify on the in-car video system when deactivating it prior to the conclusion of an incident. When a member fails to record an incident or circumstances warrant the verbal justification of a deactivation as being impractical or impossible, the member will document the reason by activating the in-car video system and stating the type of incident, event number, and the reason for deactivating the recording.
      NOTE:
      Department members will notify their immediate supervisor when the in-car camera is deactivated prior to the conclusion of an entire incident.
V.Prohibited Conduct
  • A.In-car video systems will not be activated to record:
    • 1.individuals in residences or other private areas not open to the public unless there is a crime in progress or other circumstances that would allow the officer to be lawfully present without a warrant.
    • 2.personal activities of other Department members during routine, non-enforcement-related activities.
  • B.The audio recording of a private conversation is prohibited by law when obtained or made by stealth or deception or executed through secrecy or concealment.
VI.Deployment of the In-Car Video Systems
Commanding officers of units with vehicles equipped with in-car video systems will:
  • A.ensure that vehicles equipped with in-car video systems are evenly distributed for use by all watches.
    NOTE:
    Commanding officers will ensure the units assigned to traffic duties in district law enforcement use vehicles equipped with in-car video systems .
  • B.whenever feasible, ensure vehicles equipped with the in-car video systems are deployed every tour of duty and service is requested for inoperable vehicles equipped with in-car video systems .
VII.Operational Procedures
Department members the rank of police officer, sergeant, or lieutenant assigned to a Department vehicle equipped with an in-car video system will:
  • A.at the beginning of a tour of duty:
    • a.visually inspect the in-car video system equipment for damage;
    • b.power on the in-car video system;
    • c.obtain the wireless microphone/audio recorder from the charger and synchronize with the in-car video system;
    • d.securely attach the wireless microphone/audio recorder to the member’s outer garment above the beltline and below the shoulder strap;
    • e.follow the start-up procedures for the in-car video system as trained;
    • f.login to the in-car video system as trained to activate the in-car video system and wireless microphone/audio recorder;
      NOTE:
      Both members assigned to a two-officer unit will login to the in-car video system as trained to activate both wireless microphones/audio recorders.
    • g.activate the emergency roof lights prior to beginning patrol duties to ensure the in-car video system is working properly and audibly and visually record the following procedures:
      • a.ensure the proper field of vision of the windshield-mounted camera is established to record vehicle stops properly;
      • b.ensure the proper field of vision of the rear camera is established to record arrests and transports; and
      • c.each member equipped with a wireless microphone/audio recorder will verbally state the member's rank, name, star number, beat, vehicle number, date, and time of the recording, verifying the system is operational.
    • h.manually stop recording and select "START OF TOUR" as the event type on the post-event pop-up menu;
    • i.confirm "START OF TOUR" event was created by:
      • a.pressing the "Menu" button to bring up the main menu;
      • b.select "Playback/Data Entry" to playback video;
      • c.select the video to playback; and
      • d.press the "Play" button.
    • j.activate and deactivate the in-car video system manually to ensure this feature is working properly.
    NOTE:
    Members will notify a supervisor as soon as practical if, at any time, the in-car video system is inoperable, damaged, the front or rear camera lens does not have the proper field of vision, the equipped vehicle becomes inoperable, or the wireless microphone/audio recorder is damaged, missing, or altered.
  • B.during the tour of duty:
    • a.audibly and visually record events in accordance with this directive;
    • b.annotate all reports, including Investigatory Stop Reports (CPD-11.910), prepared for an event that has been recorded by indicating “Video Recorded Incident” in the appropriate field or at the end of the narrative portion;
    • c.after an incident has been recorded, use the post-event pop-up menu to select the most serious recorded occurrence as the event type and, if applicable, enter:
      • a.depending on the model of in-car video systems , the subject's name in the "Offender's Name" or "Personal Info/Charges" field;
      • b.race;
      • c.sex;
      • d.the event number issued by OEMC and, if applicable, the Records Division (RD) number in the "Case Numbers" field; and
        NOTE:
        Responding assist units are required to obtain and enter the designated primary event number issued by OEMC.
      • e. traffic citation number(s) in the "Ticket Numbers" field.
      NOTE:
      If the member is unable to use the post-event pop-up menu to mark the incident as being held for evidence, the member will request an extended hold on digitally recorded data in accordance with Item XI of this directive.
    • d.if the in-car video system indicates that the memory required to record incidents is becoming low or if the member observes that less than 30 minutes of recording time is available, download the digitally recorded data ; and
    • e.in any instances where the in-car video system was turned off or deactivated consistent with this directive, turn on or reactivate the in-car video system if required and as soon as it is safe and practicable to do so.
      EXAMPLE:
      The interview of the person requesting deactivation is completed.
  • C.at the conclusion of a tour of duty:
    • a.verify the in-car video system is working properly;
      • a.activate the emergency roof lights to ensure the in-car video system is working properly and audibly and visually record the following procedures:
        • (1)ensure the proper field of vision of the windshield-mounted camera is still established to record vehicle stops properly;
        • (2)ensure the proper field of vision of the rear camera is still established to record arrests and transports; and
        • (3)each member equipped with a wireless microphone/audio recorder will verbally state the member's rank, name, star number, beat, vehicle number, date, and time of the recording, verifying the system is operational.
      • b.manually stop recording and select "END OF TOUR" as the event type on the post-event pop-up menu;
      • c.confirm "END OF TOUR" event was created by:
        • (1)pressing the "Menu" button to bring up the main menu;
        • (2)select "Playback/Data Entry" to playback video;
        • (3)select the video to playback; and
        • (4)press the "Play" button.
    • b.initiate the downloading of the digitally recorded data ;
      NOTE:
      Members will immediately notify a supervisor if unable to complete the downloading of digitally recorded data due to technical problems.
    • c.shut down the in-car video system and log off the system; and
    • d.return the wireless microphone/audio recorder to the designated area for charging.
VIII.Supervisory Responsibility
  • A.All supervisors assigned to oversee Department members using Department vehicles equipped with an in-car video system will:
    • 1.monitor subordinates to ensure the in-car video system is used properly;
    • 2.ensure that no item, substance, or foreign object is affixed to the screen of the in-car video system , windshield-mounted and rear-camera lenses, or wireless microphone/audio recorder;
    • 3.verify that the in-car video systems are operational, subordinates are logged into the system, and wireless microphones/audio recorders are synchronized, activated, and working properly;
    • 4.receive verbal confirmation from subordinates that digitally recorded data is appropriately retained and uploaded prior to the end of of their tours of duty;
    • 5.ensure that a PQuip ticket number is obtained whenever any member is unable to use the in-car video system or wireless microphone/audio recorder or unable to download digitally recorded data due to technical problems;
    • 6.initiate an investigation when notified of damaged, missing, or lost equipment, including the wireless microphone/audio recorder, and ensure that the appropriate case report is prepared and, if appropriate, obtain a complaint register (CR) number;
    • 7.take immediate corrective and disciplinary action if Department members fail to use the in-car video systems installed in Department vehicles or if members are observed or reported to be improperly handling, operating, or in any way damaging or tampering with the in-car video systems ;
    • 8.document on the Supervisor’s Management Log (CPD-11.455):
      • a.whether each vehicle has an in-car video system and if it is functioning;
      • b.all responses related to malfunctions of vehicles equipped with in-car video systems ;
      • c.digitally recorded data downloaded to land-based terminals, noting any units unable to complete the download and a PQuip ticket number obtained;
      • d.any request submitted for an extended hold of digitally recorded data ; and
      • e.any instances of additional training, corrective measures, or disciplinary actions.
    • 9.document on the Traffic Pursuit Report (CPD-22.958) or Traffic Crash Report that the incident has been digitally recorded;
    • 10.obtain a complaint register (CR) number and order an evidence technician to process the equipment if any damage or malfunction is suspected to have been caused by deliberate means (tampering);
    • 11.be required to view recordings for the following reasons:
      • a.to investigate a complaint against an officer or a specific incident in which the officer was involved; or
        EXCEPTION:
        The initiating supervisor is encouraged to view the relevant in-car video system recording for evidence of the complaint.
      • b.when Department members have had a pattern of allegations of abuse or misconduct and have been placed in the Behavioral Intervention System or Personnel Concerns Program.
    • 12.When digitally recorded data is determined to have evidentiary or training value, or a complaint against a Department member is received that involves a digitally recorded incident, the supervisor reviewing the recorded data will request an extended hold on the data.
  • B.District station supervisors will:
    • 1.record, if any, in the "Video Information Box" of the Watch Incident Log (CPD-21.916):
      • a.the total number of vehicles equipped with in-car video systems deployed during the watch;
      • b.the total number of vehicles equipped with non-operational in-car video systems deployed during the watch; and
      • c.the vehicle number and PQuip ticket number for vehicles equipped with non-operational in-car video systems deployed during the watch.
        NOTE:
        The district station supervisor will enter in the narrative portion of the Watch Incident Log (CPD-21.916) the vehicle number and PQuip ticket number for vehicles equipped with non-operational in-car video systems deployed during the watch that could not be entered in the "Video Information Box."
    • 2.ensure vehicles equipped with in-car video systems are appropriately recorded on the Personal Equipment Log (CPD-21.919);
    • 3.ensure members who reviewed the in-car video system recording prior to writing any report document this fact in the narrative portion of the report prior to the supervisor's approval of the report;
      NOTE:
      Any actions taken must be documented on the Supervisor's Management Log (CPD-11.455) or the Watch Incident Log (CPD-21.916) as appropriate.
    • 4.if an in-car video system malfunctions or the system or vehicle becomes inoperable during the tour, record the vehicle number, beat number, PQuip ticket number, and the words “VIDEO DOWN” in the narrative portion of the Watch Incident Log.
  • C.District watch operations lieutenants will be accountable for the proper management of the in-car video system , including:
    • 1.monitoring the downloading of digitally recorded data for the watch;
    • 2.monitoring field sergeants to ensure the in-car video system is used properly, that digitally recorded data is appropriately retained and downloaded , and an investigation is initiated when notified of damaged, missing, or lost equipment;
    • 3.whenever operationally feasible, review video of any arrest recorded by the in-car video system as part of the approval of probable cause;
    • 4.reviewing one randomly selected in-car video system recording on their respective watch per tour of duty to ensure compliance with policy, assess the need for additional training and tactical improvement, ensure close and effective supervision, and that an OEMC event number has been assigned for the recording. The lieutenant will ensure the review and any actions taken will be documented on the Watch Incident Log (CPD-21.916);
    • 5.using existing in-car video system reports and databases (via the Department Intranet) to monitor the system usage and to address any deficiencies found, ensuring compliance with this Department directive;
    • 6.using the review/playback functions of the system to identify recorded events having evidentiary or training value; and
    • 7.conducting weekly physical inspections of the in-car video systems , including the microphones and the components contained within vehicles.
  • D.Whenever an incident requires the completion of a Tactical Response Report (TRR) (CPD-11.377), the lieutenant or above/incident commander responsible for approving the TRR will review all relevant videos of an in-car camera system-related incident and ensure the reporting procedures outlined in the Department directive titled "Incidents Requiring the Completion of a Tactical Response Report" are followed and that the members involved complied with Department policy.
    NOTE:
    If unable to view the in-car camera system-recorded incident, the reviewing supervisor will notify the Crime Prevention and Information Center (CPIC) and request assistance from a designated member of the Information Services Division (ISD).
IX.OFFICER-INVOLVED SHOOTING OR OTHER INCIDENT THAT INVOLVES GREAT BODILY HARM TO A PERSON
  • A.All Department members who engage the in-car video system while responding to an officer-involved death investigation, firearm discharge, or use of force incident will obtain the primary unit OEMC event number from the involved member's immediate supervisor.
  • B.Supervisors are reminded that, once the scene is determined secured, before providing a response to the public safety investigation for incidents involving a firearms discharge or officer-involved death, Department members will stop audibly and visually recording.
  • C.Supervisors will:
    • 1.place an extended and indefinite hold on the digitally recorded data using the post-event pop-up menu in accordance with VII-B-3 of this directive;
    • 2.ensure audio and video is available for immediate viewing by authorized personnel investigating the incident; and
    • 3.ensure the wireless microphone/audio recorder is returned to the designated area for charging.
X.Downloading Digitally Recorded Data from the In-Car Video System
  • A.When downloading digitally recorded data from the mobile unit of an in-car video system to a land-based terminal, Department members will:
    • 1.download the data in accordance with the manufacturer’s guidelines and training; and
    • 2.ensure the download of data was complete and return the vehicle back into service.
  • B.With the approval of the watch operations lieutenant in the district of occurrence, special requests for the immediate viewing of digitally recorded data from the Bureau of Detectives, Bureau of Internal Affairs, or COPA will be processed for major incidents where an in-car camera system may be reasonably expected to have captured a component of the incident.
    • 1.Major incidents include, but are not limited to:
      • a.police-involved shootings;
      • b.serious injury or death to a Department member; or
      • c.serious injury or death to a member of the public.
    • 2.Special requests for viewing digitally recorded data will be made to the watch operations lieutenant in the district of occurrence, who will:
      • a.evaluate the request;
      • b.determine if the need for retrieval outweighs the operational impact of the vehicle being taken out of service; and
      • c.notify Crime Prevention and Information Center (CPIC) of the decision.
    • 3.Special requests will be in the form of one of the following types:
      • a.Special wireless upload; or
      • b.Emergency on-site retrieval.
  • C.Special Wireless Uploads
    • 1.The watch operations lieutenant in the district of occurrence will take the vehicle out of service and secure it at the unit of assignment or other appropriate location.
    • 2.The watch operations lieutenant will:
      • a.verify that the vehicle operator or partner is signed on to the in-car camera system;
      • b.instruct the member to manually flag the available video for the entire tour of duty for upload;
      • c.instruct the member to initiate a manual upload of this video with the vehicle in range of the facility’s wireless hotspot; and
        NOTE:
        If video cannot be uploaded via wireless hot spot, a cradle upload will be used.
      • d.ensure that the vehicle remains out of service until the upload is complete.
    • 3.Once complete, the watch operations lieutenant will allow personnel from the Bureau of Detectives, Bureau of Internal Affairs, or COPA, as appropriate, to review the uploaded files.
      NOTE:
      When a street deputy responds to an officer-involved shooting, an emergency on-site retrieval will be immediately requested through CPIC.
    • 4.The station supervisor may identify an alternate vehicle for the member to use while the vehicle completes its video upload, as appropriate.
    • 5.If an attempt to wirelessly upload is unsuccessful, members may contact the City of Chicago Help Desk at 4-DATA for assistance.
    • 6.If a wireless upload fails, an emergency on-site retrieval will be conducted.
  • D.Emergency On-Site Retrieval
    • 1.The watch operations lieutenant in the district of occurrence will notify CPIC of an approved emergency on-site retrieval.
      NOTE:
      An emergency on-site retrieval will only be conducted when a street deputy is responding or a wireless upload fails and contacting the City of Chicago Help Desk at 4-DATA has not resolved the problem.
    • 2.CPIC will notify the Information Services Division (ISD) personnel of a manual video retrieval from the “fail-safe” internal drive request.
    • 3.The watch operations lieutenant in the district of occurrence will take the identified vehicle out of service during the retrieval process.
    • 4.If the identified vehicle is still in use when the designated supervisor arrives at the unit facility or other appropriate location, the supervisor will report to the vehicle and instruct any member logged onto the system to log off the system.
    • 5.The vehicle will remain out of service until ISD responds and conducts the video retrieval.
      NOTE:
      On-site review of video will be limited to the series of events and time frame giving rise to the alleged incident.
  • E.Viewing and Obtaining Copies of In-Car Video Recordings
    • 1.Once retrieval has been completed for the requested time frame, the video may be viewed by personnel from the requesting party at the location of retrieval.
    • 2.Requests for copies of in-car video recordings will be made by completing the form entitled “Digitally Recorded Data Viewing/Hold/Duplication/Shared Request” (CPD-65.224) and forwarding it to the Records Division.
  • F.The Director, Information Services Division (ISD), will:
    • 1.maintain procedures to ensure the security of the digitally recorded data from downloading to storage by the Records Division; and
    • 2.maintain a system to monitor the memory capacity of the land-based terminals and provide for the security of the downloaded data.
  • G.If members are unable to download digitally recorded data from the mobile unit of the in-car video system to the land-based terminals due to system inoperability:
    • 1.the station supervisor will notify the Help Desk and follow any further instructions given by the responding member of ISD; and
    • 2.a designated member of ISD will respond to the requesting unit and:
      • a.ensure the security of the digitally recorded data ;
      • b.perform a manual download of the digitally recorded data ; and
      • c.record the manual download on the Help Desk ticket.
XI.Requesting a Hold for Digitally Recorded Data
  • A.Department members will place an extended hold on digitally recorded data they recorded using the post-event pop-up menu on the in-car video system .
  • B.Within the first 48 hours from downloading digitally recorded data from the vehicle, Department members who did not use the post-event pop-up menu and need to request an extended hold on digitally recorded data will request that a supervisor place the extended hold by using the land-based terminal at the district/unit facility.
  • C.After the first 48 hours from downloading digitally recorded data from the vehicle, Department members who did not use the post-event pop-up menu and need to request an extended hold on digitally recorded data will:
    • 1.complete the Digitally Recorded Data Viewing/Hold/Duplication/Shared Request form (CPD-65.224) within 75 days;
      NOTE:
      Members who need to request an extended hold on digitally recorded data between 75 and 90 days will contact the Records Division for consultation.
    • 2.indicate on the form the necessary actions by the Records Division;
    • 3.explain in the narrative portion of the form the reason for the request;
    • 4.submit the form to the watch operations lieutenant/designated unit supervisor for approval; and
    • 5.submit the completed and approved form to the Records Division for processing and retention in accordance with existing records-retention requirements.
  • D.Department members who wish to remove an extended hold on digitally recorded data will document the request on a Digitally Recorded Data Viewing/Hold/Duplication/Shared Request form (CPD-65.224).
  • E.The Director, Records Division, will:
    • 1.maintain the cataloging system for storage and retrieval of recordings and procedures for ensuring archives are maintained consistent with Department directives (including the Forms Retention Schedule), applicable state and federal laws, and compliance with all court orders; and
    • 2.be responsible for retaining digitally recorded data for which an extended hold was requested as prescribed by law and established Department policy.
XII.Viewing, Retaining, and Duplicating Digitally Recorded Data
  • A.For the purposes of duplicating digitally recorded data, duplicate means:
    a reproduction of the video on removable medium, a shared web link, or a digital download.
  • B.All digitally recorded data created by the in-car video systems are the property of the Chicago Police Department. Dissemination of any digitally recorded data outside the Department is strictly prohibited without specific authorization by the Superintendent or an appointed designee.
    • 1.Any non-Departmental requests for duplication of digitally recorded data must be approved by the Superintendent or an appointed designee.
    • 2.All approved requests will be forwarded in an expeditious manner to the Director, Records Division, along with:
      • a.a completed and approved Digitally Recorded Data Viewing/Hold/Duplication/Shared Request form; and
      • b.written instructions, including dissemination information, for compliance with the request.
  • C.Department members assigned to vehicles equipped with in-car video systems and their supervisors are encouraged to use the review/playback functions of the system for the purposes of:
    • 1.developing familiarity with the functions, capabilities, and limitations of the in-car video systems to create consistent recording techniques that capture relevant actions;
    • 2.searching for and identifying recorded events having evidentiary or training value;
    • 3.reviewing approach and officer-safety issues; and
    • 4.ensuring consistency with written reports.
  • D.Reviewing Digitally Recorded Data
    Investigating members may view digitally recorded data in the performance of official police business. When it is necessary to view digitally recorded data stored by the Records Division, the following procedures will apply:
    • 1.The requesting Department member will:
      • a.prepare a Digitally Recorded Data Viewing/Hold/Duplication/Shared Request form, including approval of the requestor’s watch operations lieutenant/designated unit supervisor;
      • b.schedule an appointment to view the recorded incident with a Records Division supervisor (or an appointed designee) to ensure the availability of a technician and playback equipment; and
      • c.present the properly completed and approved form to a Records Division supervisor at the scheduled time.
    • 2.A Records Division supervisor will:
      • a.process all approved recorded incident review requests; and
      • b.assign a technician to assist the requestor in viewing the recorded incident, as required.
  • E.Obtaining a Video Recording
    • 1.A duplicate copy of selected information may be made to retain that information:
      • a.when it is not required that the master video be retained for an indefinite period (e.g., investigation of a routine administrative incident when the punishment is of a summary or minor nature); or
      • b.when the requesting member determines that a duplicate video of a master video will be sufficient.
    • 2.A duplicate video recording may be obtained by:
      • a.completing a Digitally Recorded Data Viewing/Hold/Duplication/Shared Request form and submitting the completed form to the station supervisor/designated unit supervisor for approval;
      • b.notifying the Records Division that a duplicate video recording is required and submit the approved Digitally Recorded Data Viewing/Hold/Duplication/Shared Request form to the Director, Records Division; and
      • c.indicating to the Records Division which information from the digitally recorded data is to be included on the duplicate video recording .
    • 3.If the duplicate video recording was placed on a physical medium and has served the purpose for which it was made, the requesting member will ensure that it is immediately returned to the Records Division.
      NOTE:
      A member requesting a duplicate video recording will not make additional copies of it or permit unauthorized persons to duplicate or view it under any circumstances.
  • F.Special Situations
    When the Records Division receives a request for an extended hold of digitally recorded data that indicates it pertains to:
    • 1.a motor vehicle pursuit or traffic crash involving a Department vehicle, the Director, Records Division, will ensure a duplicate video is forwarded to the Traffic Review Board.
    • 2.an incident having training value, the Director, Records Division, will ensure a duplicate video is forwarded to the Deputy Chief, Education and Training Division.
(Items indicated by italics/double underline were revised or added.)
Authenticated by: KC
Eddie T. Johnson
Superintendent of Police
18-053 MJC
GLOSSARY TERMS:
1. -
Audio and video recording equipment including, but not limited to, cameras, microphones, and storage devices installed in Department vehicles and Department facilities.
2. -
Creating a permanent or retrievable record of oral conversations and audible sounds.
3. -
Audio sounds and video images that are recorded and saved digitally by the in-car video system that are subsequently transferred or saved onto a recording medium or land-based terminal.
4. -
Creating a permanent or retrievable record of moving visual images.
5. -
To transfer the data from an in-car video system to a land-based terminal, wireless, or a removable hard drive, without the permanent removal of any equipment or devices from the in-car video system.