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Safe storage of video footage and privacy forms

As video footage and the information on privacy forms are classed as data, we need to store them properly to be GDPR compliant. Make sure you are familiar with the following guidance on how to safely store footage and privacy forms. 


More information

Privacy forms

These should be scanned as soon as possible after the filming has taken place, ideally on the same day. They need to be scanned as individual documents and stored as PDF files with the video project. Whoever the videographer is, they will need a copy of the privacy policies to hold with the video project (for example if you are using a freelancer, then you should ensure forms are sent to them to store with the project).

Use the name of the person as the file name of the privacy form. This will enable you to find the form and correlating footage in the future. The reason you might need to do this is because under GDPR people have the right to be forgotten, which means the right to have their data deleted. They also have the right to request to see all data we hold on them.

We have stated in the privacy policy that we will keep footage for no more than 25 years and after that time it will be archived. Even after being archived, having searchable data is the key to finding the right data.

Once you have scanned and filed your forms you must immediately shred the hard copies. 


Storing footage and projects 

If you are making your own videos or you want to take a copy of the footage/projects that an approved supplier has filmed/produced for you, you should store them safely and in a searchable manner.

It’s worth noting that for any footage an approved supplier films, you can request a copy of that footage. We do this in the central team so that we can build up a bank of footage that we can use in other videos we’re making instead of having to film shots again. 

If you think your footage would benefit the wider University community or you would rather the central team stored it for you, please talk to us about it at digicomms@nottingham.ac.uk. The corresponding privacy policy forms will need to be provided with the footage. 


Storage solutions  

SharePoint is a great space for this as it has 25TB of storage available. You can build yourself a file structure that makes your video projects searchable. In the central team our folder structure is set up like the following:

UK/Year/Internal project/Name of staff member/Name of project

UK/Year/External project/Name of freelancer or company/Name of project

The UK has been used as an example but we have the same folder structure for China and Malaysia.


UK/2018/Internal project/Debs Storey/Guide Dogs for the Blind 2018

UK/2018/External project/Fat Free Media/Graduation video 2018

As mentioned, in the project folder (such as ‘Guide Dogs for the Blind 2018’) it will contain the video footage, video project, any other assets, as well as the privacy forms.

This folder structure allows us to search for people even if you don’t know their name, such as people who aren’t interviewees and have simply been shown the privacy policy. They should know what it was they were filmed for, or the year, so you can search for those. They may need them to supply the video they appeared in for reference or send you a screenshot or photo of themselves so you can identify them.

In any case, intelligent filing and storage is key to searchability and general good practice.


Managing access to video footage 

In all cases, the fewer people who have access to data, the more secure that data is. When setting up a SharePoint site you will need to think about key people who will need access, but only add those who really need access. In the central team our SharePoint is connected to a group that only has four members (the Digital team). We can add/remove members as we need, so if someone leaves, the video projects live on. It is recommended you set yours up in the same way. 

If you intend to share any footage directly from those folders, please check that you’re only sharing it with the specific people who need access. It’s worth noting that if you share a link with "People in your organisation", this includes students. If you need to share footage externally you may need additional share permissions and you’ll need to contact the IT Helpdesk. IT can also help you set up a SharePoint. 

Working on external hard drives

If you’re working on a project and want to store everything on an external drive while you edit, you should encrypt your drive. On Windows you can do so by right clicking on the drive and selecting ‘Turn bitlocker on’. You will be asked to generate a password for the drive. Again, this can be shared so that it’s not just exclusive access for you, but limit the people who can access it. If you have several drives you may wish to create a password naming convention.


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