E.P.P. 062
LONGWOOD POLICE DEPARTMENT
ENFORCEMENT POLICY & PROCEDURE
NUMBER EPP - 62
SUBJECT: BODY WORN CAMERA
EFFECTIVE: JULY 30, 2020
REVISED: MAY 1, 2024
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I. PURPOSE:
The purpose of this policy is to establish guidelines for all members to follow regarding
the operation of body worn cameras. Body worn cameras will assist in documenting law
enforcement interactions with the public, collecting evidence, increasing accountability,
and providing a greater degree of transparency to the public.
II. POLICY:
It shall be the policy of the Longwood Police Department to establish and maintain a
procedure for department issued body worn cameras. The recording created by body
worn cameras shall be retained as prescribed by state statute and the State of Florida
General Records Schedule. Personnel who are provided a camera system will be trained
in its proper use to accomplish these goals. All members shall adhere to the conditions
set forth in this policy.
III. DEFINITIONS:
A. Body Worn Camera (BWC) – A portable electronic recording device worn on a law
enforcement officer’s body that records audio and video data in the course of the
officer performing his or her official duties and responsibilities.
B. Video Recording – A digital recording of images captured on a BWC, which may
or may not contain audio.
C. Buffering Mode – The mode of a BWC when the on/off switch is placed in the ‘on’
position. The camera overwrites a continuous loop in ‘Buffering Mode’; however,
the video is not retained until the camera enters ‘Event Mode’. Up to but not
exceeding 30 seconds of video.
D. Event Mode - The mode of a BWC when the user double presses the event button
or when the camera responds to predefined automatic triggers, such as an
emergency light bar activation. During this mode, both audio and video are
permanently saved until the user stops the recording.
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E. Evidence.com – The cloud-based storage portal which provides access to data
captured on all department issued BWC systems. Data shall be transmitted and
stored on Evidence.com in an encrypted format. The ability to view, redact, and
delete data is only accessible to authorized personnel based upon predefined
roles.
F. Pre-Event Buffering – The period of time recorded prior to the manual activation
of the Event Mode button, starting the recording process. The BWC will record
up to 30 seconds of video with no audio at the start of all videos.
G. System Administrator – The appointed department member who will have full
access to user rights, assign and track equipment, reset user passwords, and act
as liaison with representatives from the system manufacturer.
IV. MEMBER RESPONSIBILITIES:
A. Selected uniformed members of the department will be assigned a BWC system
based on their work assignment. Other sworn department members can be
assigned a BWC at the request of their immediate supervisor, based on their
assignment.
B. Members shall only use BWC equipment issued by the department and
authorized by the chief of police for the recording of day to day operations.
C. Members shall receive proper training in the use of the BWC hardware and
software prior to being assigned a BWC to include the cloud based digital
evidence management system Evidence.com. This training will include a review
of procedures regarding video data downloading, retention, storage, naming,
labeling, categorizing and creating video files.
D. Members assigned a BWC shall be responsible for its upkeep, storage, and
functionality. Any loss or damage to the BWC or accompanying equipment shall
be documented by the end of the shift during which the problem was discovered.
This will be documented on an Equipment Request and forwarded through the
chain of command during the same shift. Members shall never attempt to repair
damaged equipment on their own.
E. Prior to the start of their shift, members shall assure the BWC is charged and
functional. Any deficiencies shall be reported to the member’s immediate
supervisor as soon as practical.
F. Members shall return the BWC to the docking station for proper download and
charging no later than the end of every shift in preparation for their next duty
day, unless exigent circumstances arise. The BWC shall be placed in the docking
station prior to the start of the member’s next shift if exigent circumstances did
exist. The BWC must be returned to the docking station prior to any extended
leave, including scheduled weekends off, vacations, or other scheduled time
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away from work. Supervisor approval must be obtained for any exigent
circumstances or changes to this section.
G. The docking station for the BWC is located at the police department. It will be the
responsibility of each member assigned a BWC to make sure the camera is
properly placed in the docking station for it to download and charge for the next
shift.
H. Sworn members assigned a BWC are required to utilize the camera and comply
with all aspects of this policy while engaged in an extra-duty detail. If a spare BWC
is available, sworn members who are not assigned a BWC for daily use will utilize
the spare camera and comply with all aspects of this policy while engaging in
extra-duty details.
V. CRITERIA FOR ACTIVATION:
A. Members shall turn on their BWC to ‘Buffering Mode’ prior to going in service. It
shall remain on except for reasons identified in this section.
B. Members are REQUIRED to activate their BWC to Event Mode in the following
circumstances:
1. When dispatched to a call for service by Communications Center
personnel, or when a call for service is created in the XCAD system, except
for the following situations:
a. An event created by a school resource officer at the beginning of
their shift at their assigned campus.
Note: Should any of the circumstances requiring activation
listed in any section of this policy occur during the shift,
the officer shall immediately activate their BWC.
b. An event created at the beginning of an off-duty special detail.
Note: Should any of the circumstances requiring activation
listed in any section of this policy occur during the off-
duty special detail, the officer shall immediately
activate their BWC.
2. “On View” or officer initiated contacts with subjects involved or
suspected of being involved in criminal activity.
3. All traffic enforcement or investigative encounters.
4. Tactical situations, including but not limited to building searches, vehicle
searches, vehicle pursuits, foot pursuits, etc.
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5. Any consensual citizen contact that becomes adversarial.
C. Members are required to activate and keep their BWC in Event Mode at all times
when a member of the public is in their care or custody.
D. Members may mute the audio function of the body-worn camera system when
they are not interacting with a suspect, witness, victim, or other person involved
in an incident. When it is necessary to mute the audio, members will verbally
state the reason for doing so on the BWC system before muting or immediately
upon unmuting the audio.
E. It is understood there may be situations when time or tactical advantage will
delay the manual activation of the BWC to Event Mode (i.e. unanticipated threat
presenting itself to the officer, foot pursuit, or medical care being administered).
In these situations, officer safety is paramount and the BWC should be activated
as soon as practical. Under no circumstances should a member attempt to
activate the BWC until it is safe to do so nor should an officer abandon a tactical
position solely to obtain a better camera angle of the situation at hand.
F. While there is not a legal requirement to inform a citizen they are being recorded
via a BWC, members may tell a citizen. This information may assist in deescalating
an aggravated situation when the citizen realizes they are being recorded.
G. If a citizen requests the officer turn off their BWC it should be explained to them
this cannot be done for the safety of all parties involved; however, members
responding to calls of a sensitive nature, including but not limited to sexual
battery, lewd and lascivious, etc., are permitted to stop video recording the victim
upon request. Prior to stopping the recording an officer must state the reason for
the stoppage. The BWC shall be re-activated to event mode if the officer
continues their investigation and makes contact with any witnesses or suspects.
H. A member’s BWC can be deactivated from Event Mode once they have cleared
their calls for service, are no longer in contact with a member of the public, and
no safety concerns remain.
I. Recording may be stopped during significant periods of inactivity such as report
writing or other breaks from direct participation in an incident, or on calls of an
unusually long duration.
J. The BWC may be powered off to conserve battery life during extended periods of
inactivity when a member is not conducting normal duties, such as but not limited
to, court, meetings, etc. It is the member’s responsibility to activate the BWC to
Buffering Mode when such periods of inactivity conclude.
K. The activation of the member’s in-car camera system does not relieve the
requirement of the officer to activate their BWC. In situations such as motor
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vehicle stops or vehicle pursuits, both the in-car camera system and the BWC shall
be activated to Event Mode.
L. School Resource Officers are not required to activate their BWC to Event Mode
when performing routine daily duties such as normal conversation with teachers
and students. School Resource Officers will adhere to activation requirements
when the specific situation being addressed fall under part B. of this section.
School Resource Officers shall have their BWC activated to Event Mode at all
times during unusual occurrences or active shooter situations at the school. The
BWC shall not be deactivated from Event Mode until the member has determined
the situation has been resolved and has either left the scene or transitioned back
to normal duties.
M. If a member fails to activate their BWC during a required situation, part of a
required situations, or interrupts/terminates the recording without cause, they
shall verbally notify their supervisor as soon as practical.
N. Any failure of the BWC shall be reported to the on-duty supervisor immediately
and every effort shall be made to obtain a replacement BWC as soon as possible.
O. Assisting officers in any activation required events that are issued BWC cameras
shall use them to record their involvement in any incidents regardless of the other
recording systems already in use. It is the responsibility the assisting officer to
advise the primary or arresting officer that they have pertinent recordings of the
incident and to ensure proper notations, labeling and categorizing is completed
in all documented reports and Evidence.com.
P. When BWC recording is evidence in any criminal case, officers will complete the
appropriate documentation to petition the court for cost of investigation
(equipment use, cost of storage, etc.) as outlined in E.P.P 49 and F.S.S. 938.27.
VI. LIMITATIONS/PROHIBITED USE:
A. Members are strictly prohibited from using the BWC to record any activity not
related to official police duties. Areas qualifying as prohibited are:
1. Personal activity on or off duty.
2. Personal conversations with other law enforcement or public during
routine non enforcement related activities.
3. Recording confidential informants or undercover officers unless as part
of investigation which have been pre-approved in an operational plan.
4. Recording in areas that have a reasonable expectation of privacy, such as
but not limited to, locker rooms, bathrooms or dressing rooms,
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healthcare offices or hospitals where privacy of the patient should be
considered.
5. Any exceptions to the above listed prohibitions must be approved by a
supervisor.
B. Members are prohibited from creating, disseminating, or sharing copies of any
BWC recording for personal use. All recordings shall be downloaded in the
Evidence.com system. Members are also prohibited from creating a secondary
copy of any BWC system recording with other devices (i.e. cell phones, video
cameras).
C. Members are prohibited from using any other electronic devices, programs, apps,
etc. or other means in order to intentionally interfere with the capability of the
BWC.
D. Members are strictly prohibited from posting any video recordings from the BWC
system to any social media websites or applications without the prior approval of
the chief of police or his designee.
E. Members shall not permit citizens or other members not involved in an ongoing
investigation to view video recording via the BWC systems. Such request shall be
directed to normal public record request procedures.
F. Members shall not use another member’s BWC in place of their own for any
reason, unless prior approval is granted by the supervisor.
G. Members are strictly prohibited from altering, deleting, redacting, or making any
changes to the original span of any recording downloaded from the BWC unless
authorized to by this policy.
H. Members are prohibited from intentionally miss categorizing their video while
assigning it to a retention category. Retention categories are further detailed in
paragraph IX.
VII. PERMITTED USE BY MEMBERS:
A. Members should review BWC video recordings to prepare written reports or for
court testimony preparation, including, but not limited to, motions, hearing,
depositions and trials.
B. Members shall only allow BWC recordings to be viewed by non-department
personnel when verbal authorization is given by their direct supervisor or higher
authority, or the member is authorized to do so in the course of their
responsibility.
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C. A law enforcement officer, upon his or her own initiative or request, will be
permitted to review the recorded footage from their body worn camera before
writing a report or providing a statement regarding any event arising within the
scope of their official duties. Any such provision may not apply to an officer’s
inherent duty to immediately disclose information necessary to secure an active
crime scene or to identify suspects or witnesses.
VIII. DOWNLOADING RECORDINGS:
A. All recordings made on the BWC shall be downloaded by members as indicated
in this policy. Any exception to this rule requires supervisor’s approval.
B. Some situations may require a member to download the BWC immediately or as
soon as practical during a tour of duty. These include, but are not limited to:
1. Response to resistance
2. Fleeing motorist/vehicle pursuit
3. Foot pursuits
4. Officer involved crash
5. Video captures of evidence in a criminal case
6. Citizen complaint during which a BWC was active
7. Any situation the officer’s supervisor or higher authority requests
IX. VIDEO RETENTION AND DOCUMENTATION:
A. Recordings shall be retained for a defined period based on a category assigned to
it in Evidence.com. For a complete listing of categories and their retention
schedules please refer to Appendix A.
B. It shall be the responsibility of the member who created the video to ensure every
recording captured by their assigned BWC is initially categorized according the
retention schedules listed in Appendix A. If two or more categories arise from one
event, the category with the higher retention schedule will be used.
C. In addition to the categories outlined in Appendix A in this policy the following
special categories shall be applied to any video that meet the specified criteria:
1. Major Crime – retained until manually deleted. Any recording that
captures evidence pertaining to a capital/life felony case. It shall be the
responsibility of the investigative supervisor to apply this category to a
recording when necessary.
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2. Missing Person – retained until manually deleted. Any recording that
captures evidence pertaining to a case involving a missing person or
runaway where the individual has not been recovered/located. It shall be
the responsibility of the investigative supervisor to apply this category to
a recording when necessary.
3. Restricted – retained until manually deleted. Any recording that is
deemed to be of such a sensitive nature or of the vital interest of the
department that only a supervisor should have access to view the video.
It shall be the responsibility of the BWC System Administrator to apply
this category to a recording when necessary.
D. In the event a non-criminal report is assigned to another member for further
investigation, and the investigation results in the creation of an offense report, it
shall be the responsibility of the assigned member to update the category and
title of all associated videos to ensure compliance with this policy.
X. TRAINING:
A. All members will be provided BWC training prior to a BWC being issued. Training
will cover all required topics, including the BWC hardware, operation,
downloading, retention, and rules surrounding the use of the BWC as well as the
video recording storage system on Evidence.com.
B. BWC recordings may be viewed by members to identify training needs when
applicable.
XI. SUPERVISOR RESPONSIBILITIES:
A. A designee approved by the chief of police shall be the System Administrator of
the BWC Program.
B. Supervisors shall make sure any member assigned to them are using the BWC
system according to policy.
C. Supervisors shall conduct monthly inspections of their members’ BWC video
recordings. These periodic checks shall be conducted for the purpose of
determining the proper function, use, practices and ensuring the proper labeling
and categorizing of videos has been completed by each member under their
command to ensure conformity to agency’s policy and procedures.
D. Supervisors shall instruct any officer under their supervision and involved in an
incident to download any video recording as soon as practical when an incident
listed in section V.B. of this policy occurs.
E. In the event a member reports their BWC is not functioning properly, the
supervisor shall determine if the system should be placed out of service and
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submitted for repair. They will also make sure a replacement BWC is provided to
the member as soon as possible. Any request for repair shall be forwarded
through the chain of command as soon as practical. A copy of the request shall
also be forwarded to the System Administrator.
XII. PUBLIC RECORDS REQUESTS:
A. All BWC recordings are considered property of the Longwood Police Department,
and are subject to Florida State Statute 119.
Appendix A - Classification and Retention Schedule
Category Retention
Capital or Life Felony 100 Years
Missing Person - not found 100 Years
Child Abuse 25 years
Juvenile Offender 20 Years
Elder Abuse 8 Years
Fraud 8 Years (Felony or Misdemeanor)
Felony 1, 2 & 3 7 Years
Misdemeanor 1 & 2 5 Years
Property Damage/Accident Review 5 Years
Traffic Crash 4 Years
Non-Criminal 4 Years
Vehicle Apprehension (without charges) 4 Years
Incident Report 4 Years
K9 Deployment 4 years
RTR 4 years
Involuntary Examination 4 years
Search Warrant 4 years
Emergency Response 1 Year
Missing Person - found 1 Year
Traffic Stop 1 Year
Field Contact/ S13 6 Months
Non Event/Training 90 days
Rejected Evidence 90 days