CCTV Storage | Retention periods, compliance and costs

For decades, CCTV cameras have been indispensable due to their simplicity and effectiveness.

This technology is simple in nature, as it involves a camera and a cable that runs from the camera to a central DVR, where the footage from the camera is recorded and stored.

This simplicity makes CCTV systems one of the most efficient and reliable security hardware in the world.

Storage plays an important role in CCTV as it allows security personnel to save old footage for future reference or analysis. However, not many people know the behind-the-scenes of how CCTV footage is captured, stored, and managed.

Read on for a detailed guide on CCTV storage, the retention period of the footage, the compliance required for storage, and the added cost of storing CCTV footage:

STORAGE METHODS FOR CCTV

CCTV cameras initially used a simple wired method for storing footage directly to a hard drive within the vicinity of the camera. However, with advancements in technology, there are now several ways to store CCTV footage.

Let’s explore all of them:

DVR (Digital Video Recorder)

The DVR method has been a long-standing and reliable way for storing CCTV footage. Used for analogue cameras, this method stores footage on internal hard drives that can be kept according to company policies or industry best practices.

The DVR setup itself is straightforward, with a hardware rack that comprises multiple hard drives and a central system that manages the storage. For example, the user can set how long to keep the footage, how old footage is overwritten, and when to wipe the drives.

NVR (Network Video Recorder)

This system uses the same techniques as a DVR, but instead of storing and accessing the footage only locally, users can also view the footage remotely over the internet.

NVRs are used for IP (digital) cameras and are great for people who want the flexibility of viewing the recorded footage from anywhere in the world.

Cloud Storage

Instead of storing footage on a local hard drive located near the camera system, the cloud storage method directly sends the footage to an online server where it is stored instantaneously.

This technology allows for greater flexibility in two ways:

You can access the footage from anywhere in the world
You don’t need to have a dedicated physical space or people to manage the DVR.

The cloud storage method provides automatic and secure backups without the hassle of physical hardware. Of course, you have to also subscribe to a cloud server and set up a costing schedule before setting up the camera (more on this below).

SD Cards

Used for IP cameras, SD cards are a cheap and convenient way to store security footage directly onto a memory card that is inserted into the camera. This card provides short-term and local backup storage that can be accessed by either removing the card and plugging it into a computer or by accessing the card via the IP camera itself.

Hybrid Storage

This method combines the best of both worlds and offers greater reliability through redundancy. Hybrid systems combine local and cloud storage options, which enable users to have multiple copies of the footage.

Even if the camera malfunctions, the DVR files are corrupted, or the system is physically tampered with, the footage will remain secure online on the server and can be accessed from anywhere.

CCTV RETENTION PERIODS, COMPLIANCE AND COSTS

Now that you know how CCTVs store footage, let’s look at how long the footage is retained, compliance factors, and associated costs with storage:

CCTV Retention Periods

The UK has no fixed law that states the amount of time footage is required to be stored; however, the Information Commissioner’s Office (ICO) advises that the footage be kept for no longer than 30-31 days.

Typically, organisations use internal policies to keep recordings only for as long as necessary for surveillance under the UK GDPR and the Data Protection Act 2018.

Several common retention ranges have become industry practice:

Private Homes: 7-14 days
Small Businesses: 14-31 days
Retail Business: Approximately 30 days
Commercial Buildings: 30-90 days
High-security sites: 90+ days

It is important to note that, as best practice, many businesses choose to store footage for about 30 days. This provides enough time to identify incidents such as theft or vandalism before the footage is deleted or overwritten with new files.

Other considerable factors that determine the storage time are the overall size of the footage, the number of cameras installed in a premises, the resolution of the footage, and more.

For example, 4 cameras recording in 4K resolution will store bigger video files compared to 1080p resolution. In 4K cameras, the footage may only be stored for a few days compared to a few weeks or up to a month when using lower resolution.

The higher the resolution or the longer you want to store the footage, the higher the costs.

Compliance Requirements

As mentioned above, all security footage in the UK is subject to GDPR compliance. If the CCTV captures identifiable individuals, it is considered personal data. This means that organisations must comply with UK data protection laws and store/manage the footage accordingly.

CCTV compliance revolves around three factors:

Clear Purpose

You must define why CCTV is used. For example, the camera system can be used for security, safety, or crime prevention.

Data Minimisation

Footage must not be kept longer than necessary and must eventually be deleted, ideally within 30 days.

Secure Storage

Recorded footage must always be protected from unauthorised access using password-protected systems, encrypted storage technologies, access logs, and role-based permissions.

Furthermore, users must put up signage that clearly shows that the premises are protected via CCTV and that people may be monitored when on the property.

CCTV STORAGE COSTS

So, how much do storage systems for CCTV cost? Storage cost depends mainly on drive size and recording duration:

Typically, you can expect the following costs:

2TB – £60–£90
4TB – £90–£140
8TB – £160–£240
16TB – £350–£500

On average, if you want to store the footage for about a month, then you will need a 4TB system for cameras that record in 1080p resolution.

For 4K footage, you will need considerably more storage (16TB and beyond) if you want to keep the footage for about 2 weeks or a month.

CLOUD STORAGE COSTS

For cloud storage systems, you can expect the following monthly costs:

1-2 Cameras – £5–£10
4 Cameras – £15–£25
8+ Cameras – £30–£60

In the case of businesses, many companies often go for larger hard drives instead of cloud storage to extend retention periods without recurring monthly fees.

BEST PRACTICES FOR USING AND STORING CCTV FOOTAGE

To remain compliant and to follow all CCTV surveillance laws, here are some of the most important best practices to keep in mind:

Inform the data subjects that they are being recorded

Places that use CCTVs must clearly put up signage or inform visitors about the presence of CCTVs. This allows people to exercise their rights to access their data and challenge the way it is used, if appropriate.

When using CCTV cameras to monitor staff members and employees, business owners must make everyone aware and explain why they are being recorded.

Clearly state why you are using CCTV cameras

As mentioned above, you must have a legitimate reason for recording people around a premises. This reason can be brought up in the court of law if contested.

Also, you must make sure that the system is used only for its intended purpose, for example, to detect and deter crime, monitor employees, or maximise security around the property.

Managing access to the CCTV footage

All CCTV footage must be stored on a server or hard drive that is sufficiently protected from outsiders or nefarious digital parties.

The DPA requires effective administration of the surveillance system by establishing clear responsibilities and procedures, along with documenting all aspects of data control.

Recordings must be secure and be stored in a safe location, such as the cloud, instead of physical tapes, which can easily be stolen or destroyed.

IP cameras may be susceptible to hackers, which is why you should always opt for compliant systems that are installed by a professional like Calder Security. Compliant cameras use advanced security measures and encryption methods to keep data safe.

Deleting Footage

Storing footage indefinitely isn’t plausible because it will take up too much space and cost a lot. This is why footage must be deleted when no longer required. Many companies set the 30 to 31-day expiration date for footage.

We recommend that you store footage for either 2 weeks or a month and overwrite all files that go over this storage date.

Please keep in mind that you will need to separately store some footage files as needed. For example, if there has been a break-in or robbery, then the footage will be required for longer, and you may have to create a digital copy of it so that it is shareable with authorities.

WHAT HAPPENS IF YOU DON’T FOLLOW STORAGE PRACTICES?

CCTV violations are taken very seriously in the UK, with misuse or non-compliant use resulting in fines up to £500,000.

Apart from jail time and fines, organisations can also lose public trust since using recording equipment without their knowledge is a serious invasion of privacy.

Something as simple as not putting up signage to let people know that they are being monitored within the premises is grounds for complaints and can seriously tarnish the reputation of an organisation or establishment.

HOW TO KEEP CCTV FOOTAGE SAFE?

There are several ways to secure CCTV footage for maximum safety and compliance:

Go for updated hardware

Compliant hardware that uses updated technologies will help futureproof your property and get you the most out of your investment.

Don’t worry, you don’t have to routinely change the hardware every few years. We do, however, recommend that you revisit old systems when they are about to reach 10 years in service.

Always purchase your CCTV cameras from a trusted source and have them installed by a certified and experienced professional security company that can advise you on the best type of cameras and storage options for the recorded footage.

Leveraging 2FA

Apart from using stronger passwords, CCTV footage must be secured behind a two-factor authentication method (2FA). This method uses dual or multiple checks to confirm that it is truly you who is accessing the footage and no one else.

This can be done by sending codes to your mobile device and email, or sending a code to a dedicated app and your phone number.

2FA adds an added layer of security and boosts security tenfold. Not to mention, it makes it extremely hard for hackers to access the footage.

Periodic servicing

Just like any other security hardware, CCTV systems must be regularly serviced and maintained by a professional for maximum efficiency.

These maintenance checks quickly identify issues and allow technicians to fix problems before they become security problems.

Even minor faults in the camera system, such as lens glares or the PTZ motor being jammed, can render the entire system useless, giving criminals just the right opportunity and moment of vulnerability to strike.

We recommend that you have the systems maintained at least once every month or once every three months to ensure that they are functioning properly and providing the maximum level of protection.

The good news is that security companies like Calder Security provide dedicated maintenance contracts where the company will not only install the cameras but will also maintain them as agreed upon in the contract.

The benefit of this is that the camera system will be maintained by the same people who know the ins and outs of the system, which can greatly improve efficiency and effectiveness.

CONTACT CALDER SECURITY

Calder Security offers a comprehensive solution for CCTV cameras, for both residential and commercial properties, that are state-of-the-art and comply with UK laws and regulations.

We offer professional installation and design for every CCTV system bespoke to each property, conducting every aspect from surveys, design and specification, to installation ourselves.

We are expert SSAIB-approved security system installers and supply only high-quality CCTV equipment from trusted brands such as Hikvision, one of the world’s leading CCTV manufacturers.

Our team of professionals doesn’t just install the CCTV systems and leaves, but also provides full training on the equipment, making sure you are comfortable with it and know how to use it properly.

Our CCTV monitoring services ensure that your property is being watched over by professional monitoring staff when it is unoccupied or most vulnerable.

We use only Trusted Remote Video Receiving Centres (RVRC) and offer peace of mind that any incident detected would prompt an appropriate response.

During a maintenance service, we undertake a visual assessment of all equipment, check connections and cabling, clean the cameras, lenses and housing, assess playback and recording quality, and test remote signalling (if applicable).

We also offer CCTV maintenance contracts that include a regularly maintained system by professionals, 24-hour coverage, reduced call-out and labour charges, and a reduction in insurance premiums.

If your system fails to record properly, loses clarity of picture, experiences drop out, won’t playback, or faces any other issue, our experienced engineers can diagnose and repair any faults quickly and with minimal disruption.

Photo by Christoph Schmid on Unsplash

CCTV storage explained: retention periods, compliance and costs