Transportation Management Centers: Streaming Video Sharing and Distribution - Final Report
Appendix A. Example Memoranda of Understanding and Other Agreements
Web-Form for a Large, Multi-State CCTV Sharing Program (Some Information Redacted)
Note that this is not a traditional MOU.
Requested by:Date Requested: Urgent: ☐ YES ☒ NO
Is this a temporary request? ☐ YES ☒ NO Date to be Removed by Participating Agency:
Reason for temporary request:
Name of User:US Citizen: ☐ YES ☐ NO
Job Title/Job Function:
MView Username is their email address (all lowercase)? ☒ YES ☐ NO
If not, please provide requested Username and reasoning for not conforming to the standard format:
Level of access requested to cameras/video from other Agencies)*: ☐ Level I ☐ Level II ☐ Level III ☐ Level IV
* Upon approval and unless otherwise specified, the user would normally receive access the level requested as well as all levels below the requested level.
Complete all that apply:
☐ Criminal History Check completed with satisfactory results Date of Check:
☐ Active Federal Security Clearance Date of Clearance:
☐ Other (if selected, provide explanation below) Date, if applicable:
Authorized Participating Agency Requestor Name and Contact Information:
Name:Phone: User Initials:
By submitting this request, the User and the Participating Agency have read and understand the Coordinated CCTV Concept of Operations (CCTV ConOPS). The User and Participating Agency agree to use the CCTV Sharing System, ███ or authorized business in accordance with the CCTV ConOps.
PLEASE DO NOT WRITE BELOW THIS LINE
This section is to be completed by ███ Administrator
Access Granted: ☐ YES ☐ NO If applicable, state below why the request was not granted or only partially granted:
Date Completed:███ Administrator:
Tennessee Department of Transportation
Traffic Operations Program Policy
Title: Access to Live Video feeds and Information Sharing
The Tennessee Department of Transportation (TDOT) will make live video of traffic conditions from Closed Circuit Television (CCTV) available to the public. CCTV feeds from the Regional Transportation Management Centers (RTMC), located in Nashville, Knoxville, Chattanooga, and Memphis, will be supplied through TDOT's SmartView CCTV web site. The video feeds provided are those made available by the RTMC Operators from the images on the traffic surveillance monitors within the RTMC and that are consistent with the objectives of traffic management.
Live video feeds will generally be made available upon request to other government and public agencies to better coordinate traffic management strategies on incidents and crashes, and to private news media and other organizations for their use in providing traffic information to the public or their customers.
A non-exclusive access Agreement is required in order for governmental and private interests to receive access to live video. Costs associated with the access connection, if any, will be determined by TDOT and may become the responsibility of the USER.
In order to gather realtime traffic condition information, TDOT has constructed and operates four Regional Transportation Management Centers located in Nashville, Knoxville, Chattanooga, and Memphis. The RTMC is the central collection point for roadway condition information. The RTMC support systems gather and disseminate traffic information using the latest technologies.
CCTV has proven to be a significant management and delay-reduction tool for the identification and verification of incidents and crashes, thereby enabling a proper and timely response. The sharing of video information enhances the communication of current traffic conditions, thereby aiding travelers in planning their trip times, routes, and travel mode using the latest available information. TDOT will operate and maintain the CCTV system for the purpose of enhancing traffic incident response on the Tennessee roadway system. TDOT wishes to share that traffic information with other transportation operating agencies, incident response agencies and the public.
Tennessee Department of Transportation and Private Entity Users
Access Agreement for Live Video and Information Sharing
This Access Agreement for Live Video and Information Sharing is an Agreement between the Tennessee Department of Transportation (TDOT) andhereafter referred to as the "USER." The effective date of this Agreement is .
The "Access to Live Video" is that video provided by a Closed Circuit Television (CCTV) system developed for traffic management and provided by the Tennessee Department of Transportation Regional Transportation Management Centers (RTMC) operated by TDOT. The CCTV feeds will show live traffic conditions including crashes, stalled vehicles, road hazards, weather conditions, traffic congestion, maintenance work, and repair work locations.
The purpose of providing the USER with Access to Live Video is to detect and disseminate realtime traffic information to motorists and improve incident response and recovery. The following provisions of this Agreement are intended to ensure that the CCTV system is accessed and its information is used for this purpose and this purpose alone.
Information Sharing, as defined in this agreement, is that information provided or discovered by the USER which has an adverse traffic impact on any Tennessee Interstate, State Route, and that which adversely affects travelers. Any information that falls within this definition will be shared with the TDOT RTMC within 10 minutes of receiving such information.
The USER hereby acknowledges and agrees that other matters not specifically addressed in this Agreement may arise and that TDOT shall have the right to make changes in this Agreement, by adding provisions, deleting provisions, and/or changing existing provisions when in TDOT's opinion circumstances require such changes. TDOT shall provide prior written notice of any such changes to this Agreement to the USER at which time the USER may or may not accept the revisions. Not accepting future revisions may result in the USER being denied access to the live video feeds.
USER shall also retain the right to terminate this Agreement as provided herein.
State of Tennessee Department of Transportation
Approved as to Form:
Approved by Legal Counsel for USER AGENCY
Major Multi-State Video Sharing ConOps Document (No MOU Used)
Coordinated CCTV Concept of Operations Key Points
By developing specific guidelines and policies for video data exchange, government and approved private entities operating will have a formal process to facilitate timely exchange of information related to Closed Circuit Television (CCTV). Policies will be in place governing usage and restrictions on use and the agreed-upon parameters will ensure that the data being exchanged is of a standard format, quality and detail level. (Section A — Introduction)
All live video images obtained from the Originating Agency's Video/Imaging Systems are the exclusive property of the Originating Agency and may be used only with permission of the Originating Agency or their designee by granting access in the CCTV Sharing System. (D.1 — Confidentiality and Ownership)
All live video images remain under the control of the Originating Agency, both for sharing with other agencies, the public, or in response to disclosure requests under public information laws or discovery requests. (D.3 — Confidentiality and Ownership)
All technical information regarding video surveillance systems, including connectivity and transmission information, the operational readiness of imaging systems, access control systems, and security response plans or procedures is confidential and restricted and may not be disclosed, viewed, reviewed, or transmitted by any means to unauthorized users. (D.2 — Confidentiality and Ownership)
There are four access levels of sharing live video images, Level 1 being the least restrictive and Level 4 the most restrictive. The Originating Agency has the responsibility to set levels for their cameras and can change them at any time, with notice to MCAC and other relevant agencies. The Originating Agency may further restrict access at its discretion. It is the responsibility of each Agency to request particular access levels for its employees or contractors (to cameras/video from other Originating Agencies) and provide necessary documentation, such as security clearance information. (Section E — System Access Authorization)
In order to obtain access to the CCTV Sharing System, each applicant requires a documented need to access the system based upon the duties and responsibilities of his or her employment. This need must be verified by the head of the applicant's agency or organization, or by his or her designee. (Section E — Access Requirements)
It is recommended that each Agency use the -UserAccess-RequestForm referenced in Appendix B to make such requests. (Section E — System Access Authorization) The form may be used by a Participating or Originating Agency's CCTV Administrator or its designee in requesting CCTV access to cameras/video from other Originating Agencies for their employees and contractors in the CCTV Sharing System. (Appendix B.1.a—UserAccess-RequestForm)
Note: The form designates a request for level of access to cameras/video from other Originating Agencies.
The Originating Agency will maintain pan/tilt/zoom (PTZ) control of their video system's cameras. Camera PTZ control will reside with the Originating Agency's operational group having overall monitoring responsibility. A Participating Agency can request PTZ adjustments of the Originating Agency for a particular video. The Originating Agency has full discretion to approve or deny requests for PTZ changes or control by a Participating Agency on a case by case basis. (Section G — Camera Pan/Tilt/Zoom Control)
Note: If an Originating Agency temporarily blocks a particular live video image from their system for maintenance, technical difficulty, etc., an user will lose the ability to view that live video image during that time.
The Originating Agency's Video/Imaging Systems and any associated live video images, information, and the archives produced from these systems are government resources and the exclusive property of the Originating Agency. These government resources are provided to enhance a Participating Agency's authorized users' ability to maintain a safe and secure environment for their agency's employees and contractors, its customers, and its property or to meet their agency mission. Any other use of the Originating Agency's Video/Imaging Systems and associated live video images, information, and archives is prohibited and a violation of this policy. (Section F.1 — System Inappropriate Use)
Access to recorded video shall be by written request to the Originating Agency, or by written agreement of the requesting agency and Originating Agency, or by request to MCAC who would forward the written request to the appropriate Originating Agency. The CCTV Video Access Request Form may be used to request recorded video from an Originating Agency and may also be used internally within an Originating Agency. (Appendix B.1.b — CCTV-VideoAccess-RequestForm)
All authorized users must be individually identified with unique login credentials within the CCTV Sharing System. The use of their login credentials is acceptance of the terms of this agreement. (Section F.2 — System Inappropriate Use)
Any employee or contractor of a Participating Agency violating this policy is subject to disciplinary action by the Participating Agency and to applicable federal, state, and local laws. (Section F.3 — System Inappropriate Use)
Virginia Department Of Transportation MOUs for Public and Private Entities can all be found at https://www.vdotdatasharing.org/TVDDocs/Terms_of_Use.html and their CCTV attribution guide can be found here: https://www.vdotdatasharing.org/TVDDocs/VDOT_CCTV_and_Data_Attribution_Guide_-_v6.pdf.
United States Department of Transportation - Federal Highway Administration