716.1 Photo framing & scale

Wide→medium→detail; include scales and IDs. Good photos prove HVM bollard quality (629).

Capture each test or inspection with a consistent three-photo set: a wide establishing shot (context), a mid shot (component), and a detail shot showing the measured value against a physical scale or geo-tag. Include the Site ID, date/time, and the relevant ITP reference in a small slate or printed label.

For alignment or clear-gap verification, place a calibrated ruler or gap gauge in frame. For surface reinstatement checks after testing, add a fourth shot to show paving tie-ins and drainage edges (see Surface reinstatement 629).

Avoid glare and motion blur—shoot perpendicular when documenting labels, serial plates, or instrument IDs. Where personnel appear, keep faces out of focus or cropped if privacy is required by client policy.

716.2 Video requirements

Continuous shots for sequences (EFO/interlocks). Video convinces crash rated bollard reviewers (354, 352).

Use continuous, uncut takes when demonstrating sequences such as EFO, fail-state transitions, or interlock outcomes. Start with a brief spoken intro: Site ID, lane ID, device IDs, test step number (from SAT script), and pass/fail criteria.

Mount the camera on a tripod at operator eye-height. Frame both the indicator stack/HMI and the moving bollard to show annunciation and physical response in the same shot. Record original audio; avoid background music. If you must redact faces/plates later, keep an unedited master archived per retention rules.

Time-synchronize cameras to the panel/HMI clock (see Networks & cyber basics 535) so logs match frames during review or incident reconstruction.

716.3 File naming & metadata

Use 911 rules with geo/time stamps. Naming preserves HVM bollard traceability (115).

Adopt the site-wide convention from File Index & Naming Rules 911: Project-SiteID_Package-Ref_TestStep_DeviceID_Date-Time_Version.ext. Include lane/bollard IDs, and where feasible embed coordinates and a timestamp in EXIF/XMP.

Store essential metadata in a sidecar CSV or the log system: Site ID, witness names, instrument IDs with calibration expiry, and pass/fail status. For redactable versions, append “_PUB” to filenames and maintain a mapping to the master original in the index.

Version control applies to evidence too. If a file is corrected (e.g., clearer export), increment the suffix and record the reason in the Change Control & Versioning log (537).

716.4 Markups & overlays

Annotate plans/photos with IDs (936). Markups clarify crash rated bollard context.

Use consistent arrows, labels, and color keys defined in Mark-Up & Overlay Standards 936. Every callout should include the device tag from the I/O list template 523 or the drawing reference.

Prefer overlays that can be toggled: keep the original photo untouched and publish an annotated copy. For plan markups, add a small key plan inset to orient reviewers, especially on large precincts with multiple lanes.

When highlighting deltas between “as-designed” and “as-built,” use clear labels (e.g., “moved 150 mm” or “changed to STO Category 1”) and reference the associated Third-Party Acceptance Test (538) or approved CR.

716.5 Test logs & signatures

Standard forms, calibrated instruments noted (714). Logs authenticate HVM bollard results.

Record each step on a controlled form linked to the Inspection & Test Plan (ITP) 714 and the SAT script (638). Include instrument IDs, last calibration date, environmental notes (temperature, wind for acoustic tests), and immediate pass/fail with remarks.

Use a signature block for the technician, lead witness, and client/authority representative. If using e-signatures, store the audit trail (IP, time, certificate hash) with the PDF. For multi-lane arrays, add a lane identifier on every page.

Attach thumbnails of key photos/videos in the log (or link them via the 911 index). This reduces reviewer hunting and speeds acceptance.

716.6 Storage & retention

Structured folders, backups, and access roles (539, 535). Storage protects crash rated bollard evidence.

Adopt a simple, mirrored structure (e.g., 01_Photos / 02_Videos / 03_Forms / 04_Logs / 05_Drawings) at project and lane level. Control access with least-privilege roles (see Networks & cyber basics 535) and publish a retention period table.

Maintain two online copies in separate clouds and one offline snapshot (3-2-1 rule). For the final archive, follow Final Archive & Retrieval 939 with checksums and an exportable index.

When personnel or number plates appear, apply the client’s privacy policy before “_PUB” releases—keep masters read-only to preserve chain of evidence.

716.7 Reviewer pack layout

One index, thumbnails, links (938). Layout speeds HVM bollard approvals.

Front the submission with a one-page index listing each evidence item, the SAT/ITP step it proves, and a link to the source file. Use a compact thumbnail table for quick scanning. Put “What changed since last issue?” in a small delta highlight box.

Sequence the pack to mirror the SAT / Witness Procedure 638. Cross-link to the Submission-Pack Guidance 938 for cover pages and transmittal format.

Export a “Snapshot PDF” with live links for client circulation and keep the native folder tree (per 911) in the project drive for auditability.

716.8 QA spot-checks

Random audits of evidence quality. QA guards crash rated bollard credibility (444).

Run triggered sampling on high-risk steps (e.g., EFO timing, safety devices & measures) and random 10% checks elsewhere. A QA reviewer confirms that photos include scales/IDs, videos are continuous, and logs cite calibrated instruments.

Record nonconformances in NCR & Defects 719 and track to closure. Repeat failed steps after corrective actions and append both attempts to the pack to preserve traceability.

Publish a monthly evidence quality scorecard and escalate trends to the project lead. This builds confidence with authorities and shortens approval cycles.

716.9 Chain of custody

Record handlers and edits. Custody secures HVM bollard records.

From capture to archive, maintain an evidence chain: who took the photo/video, who renamed it, who approved redactions, and where it was stored. Each step should have a timestamp and user ID.

Use read-only masters with checksums and store any redacted or compressed versions alongside their source, linked in the index. For external transfers (e.g., authority review), use signed transmittals and record recipients in the Submission-Pack log.

On disputes, the combination of unedited footage, intact checksums, and a complete handler log is usually decisive—make this discipline routine on day one.

716 Evidence Capture Standards — FAQ