7 Tips for Managing Driving Incident Videos

In the moments after a company vehicle crash, responding to injuries, securing the scene, and reporting the incident come first. However, once the scene is secure, another important question often emerges: what should the organization do with any dashcam, surveillance, or vehicle-system footage connected to the crash?

“Many fleets are now equipped with dashcams, global positioning systems (GPS), telematics, and AI-enabled alerts, but companies may not have clear procedures for handling the data,” said Sonya Luisoni, Senior Risk Control Manager at Safety National. “Mishandling any data or video footage can create unforeseen risks, particularly if the event is litigated.”

The following considerations can help organizations strengthen internal processes, preserve evidence, protect privacy, and coordinate with the right stakeholders.

1. Confirm the Appropriate Process Before Sharing

Organizations should have a documented approach for reviewing law enforcement requests, including involvement from legal counsel, compliance, human resources (HR), security, or another designated contact before footage is shared. If documentation is not provided, employees should avoid making release decisions independently and should escalate the request to the designated internal contact for review and guidance.

2. Have Clear Internal Policies and Procedures

Written policies should clarify that the employer owns any vehicle recordings and controls access and retention, while also designating who in the organization handles law enforcement interactions (e.g., HR, legal counsel, security personnel). Procedures should specify who verifies the authenticity and integrity of video before release. It is critical to note that many systems overwrite video quickly, so acting fast preserves evidence. Employers should document retention and deletion schedules to keep track of how long footage is available.

3. Preserve Evidence Properly

Before releasing any footage, protect its evidentiary value through:

• Preservation Notices – Upon any serious incident, send written preservation notices to internal teams and vendors to prevent automatic deletion.
• Metadata and Originals – Provide the original files plus metadata (timestamps, GPS/telemetry for dashcams) rather than just screen recordings.
• Documenting the Chain of Custody – Record who accessed, copied, or transferred the video at each step.
• Consult with legal counsel for legal advice.

4. Legal Compliance and Privacy

Employers should share only the footage or information approved through the organization’s review process. Avoid including unrelated footage or employee personal information unless the disclosure has been reviewed and cleared by the appropriate internal stakeholder.  Consult with legal counsel as to any applicable legal, compliance and privacy considerations.  Consider employee privacy laws and internal policies, especially where personal data might be captured. If footage includes third-party individuals not directly involved in the incident, consult legal counsel on whether masking, redacting, or other protections are appropriate.

5. Responding to Law Enforcement On-Site

If officers arrive without paperwork, politely direct the request to the organization’s designated contact and follow the established escalation process before sharing footage. In urgent situations involving immediate safety concerns, employees can promptly escalate the request to the designated internal contact so the organization can determine the appropriate response.

6. Train & Prepare Your Teams

Ensure relevant staff (e.g., managers, HR, security) are trained on:

• Responding to law enforcement requests
• Recognizing when a request should be escalated for legal, compliance, HR, or security review
• Preserving footage without altering it
• Maintaining a credible chain of custody

7. Coordinate with Legal Counsel

Because requirements may vary by jurisdiction, incident type, company policy, and the nature of the request, organizations should involve legal counsel or the appropriate internal reviewer before responding to law enforcement or disclosing footage.