How-to guides
What to do after a security incident: exporting footage for police and insurance
The first hour after you discover an incident decides whether you have usable evidence. Preserve the footage before the recorder overwrites it, export it properly, and keep a simple record of who handled it.
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When someone finds a cut fence or a missing package, the instinct is to scrub through footage on a phone and send a screen recording to a group chat. That is the fastest way to end up with evidence that is low quality, hard to verify and missing the part that mattered. A few minutes of discipline gives police and your insurer something they can actually use.
Preserving and exporting footage
- 1
Lock the footage before it is overwritten
Recorders overwrite the oldest footage first. As soon as you know the rough time window, use the recorder's lock or protect function on that window, or export it right away. Check how many days your recorder holds; see recording retention and storage.
- 2
Find the window, then widen it
Locate the incident, then include time before and after: the person arriving, scouting, leaving, and any vehicle. Check neighboring cameras for the approach and exit routes.
- 3
Export in the recorder's native format and a common format
Native exports usually preserve the original quality and embedded timestamps, and often include a player. Also export a common format such as MP4 for easy viewing. Do not trim, filter or re-encode the copy you treat as the original.
- 4
Note the time offset
Compare the recorder clock to an accurate time source and write down any difference. A recorder running a few minutes off is common and easy to explain if it is documented.
- 5
Make two copies
Copy the export to two places, for example a USB drive kept locked away and a secure cloud folder. Keep one copy untouched.
- 6
Record a file fingerprint
If you can, compute a SHA-256 hash of each exported file and write it down. It lets anyone confirm later that the file has not changed. Many recorders add their own signature or watermark on export.
- 7
Write a short chain-of-custody note
Who exported it, when, from which recorder and cameras, the time window, the file names and hashes, and every person you hand a copy to, with the date. Keep it with the files.
- 8
File the police report
Report through your local non-emergency line or online system if no one is in danger. Give them the time window, a brief description and ask how they want the footage delivered. Many agencies have a digital evidence upload portal.
- 9
Contact your insurer
Give the claim adjuster the police report number, a list of what was taken or damaged with serial numbers and receipts, and the footage if requested. Ask what format they prefer.
What to write in the incident note
| Field | Example |
|---|---|
| Discovered by and when | Maintenance lead, Monday 7:10am |
| Incident window | Sunday 11:40pm to Monday 12:25am, from footage |
| Cameras | Gate approach, gate overview, container doors |
| Recorder clock offset | Recorder 3 minutes ahead of phone time |
| Files | Native export plus MP4, file names and SHA-256 hashes |
| Copies given to | Police report number, adjuster name, date |
| Loss | Two copper spools, list of serials attached |
Mistakes that weaken evidence
- Phone recordings of the monitor. Quality drops sharply and timestamps become unreadable. Use a proper export.
- Waiting until the board meeting. The footage may be overwritten by then. Preserve it the same day.
- Posting clips publicly. Posting faces on social media can create legal problems and may complicate a police investigation. Share through official channels.
- Editing the only copy. Keep an untouched original. Make any trimmed or annotated version from a second copy.
- Letting many people access the recorder. Limit it to named staff with their own logins so the recorder's log is meaningful.
After the paperwork
Look at the footage for what it tells you about the site: the gap in the fence, the camera that only showed the back of a head, the light that was out. Fix those first. If cameras recorded the whole thing and nobody knew until morning, consider whether the property needs live monitoring that acts during the event rather than recording for later. For how insurers view cameras generally, read do safety cameras lower insurance premiums.
Common questions
- How do I give security footage to the police?
- Export the relevant window from the recorder, keep an untouched copy, and ask the investigating agency how they want it delivered. Many have an online evidence upload portal; others accept a USB drive.
- What is chain of custody for video footage?
- A record of who exported the footage, when, from which system, and everyone who received a copy. Combined with file hashes, it shows the footage has not been altered.
- Should I post theft footage on social media?
- Generally no. Share through the police and your insurer. Public posts can create legal issues and may interfere with an investigation.
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