Surveillance/Video Recording Retention

Date Revised: 07/10/2025
Date Effective: 05/01/2017

Surveillance/Video Recording Retention

Responsible University Official(s): Vice Chancellor for Administration and Finance
Policy Owner: University Police
Policy Contact: University Police

Reason for Policy

The purpose of this Policy is to ensure that surveillance video recordings of UW-Platteville are adequately protected and maintained and to ensure that Retention times defined below are followed.

Definitions

  1. Security Video/Audio Surveillance Records- Video or audio associated with facility related surveillance of persons entering, using, or departing campus buildings or property.
  2. Evidentiary Recording- Recordings that document incidents that may lead to claims against the campus. 
  3. Non-Evidentiary Recording- Recordings showing no discernable incidents.
  4. Investigative Record- A surveillance record is requested for an investigation
  5. Police Record- A surveillance record that is used in the prosecution of a case. 

Policy Statement​​​​​​

It is the policy of UW-Platteville to retain and dispose of surveillance video recordings in accordance with UW System Policy #UWPP207 Security Video/Audio Surveillance Records (Attached to this article).

The following should be noted:

  • Rountree Commons is excluded from this policy
  • UW-Platteville is not currently using audio surveillance

Procedures

Individual retention requests will be submitted to the department below, who will then be responsible for submitting the request to Information Technology Services by way of Help Desk Ticket.

  1. Workplace violation requests will be submitted to Human Resource Office
  2. Academic misconduct will be submitted to the Dean of Students Office
  3. Campus safety issues will be submitted to the Human Resource Office
  4. Police violations will be handled by the University Police Department

Surveillance records will be retained and destroyed using the following retention schedule.

  1. Non-Evidentiary Recordings shall be retained for a total of 30 days after the creation date.
  2. Evidentiary Recordings shall be retained for a total of 120 days after the creation date.
  3. A recording that becomes an Investigative Record shall be retained for three years from the date that the investigation is closed.
  4. A recording that becomes a Police Record shall be retained following the University Police policy regarding evidence.

Destruction

  1. The following shall govern the destruction of the department’s official records:
    1. When the retention period specified ends, records meeting the criteria shall be destroyed as soon as practical.

Contacts

Those designated to receive questions and feedback on the policy.

Contact

Phone

Email

University Police

608.342.1584

police@uwplatt.edu

History

May 1, 2017
Updated titles and added to knowledgebase on July 10, 2025

Scheduled Review

July 2026

Print Article