Best practices for preventing unauthorized disclosure

Best practices outside of Clearance

The following practices focus on how evidence is viewed, discussed, and handled, regardless of the software being used. These measures help reduce the risk of unauthorized capture, observation, or redistribution.

Restrict phone and camera use when evidence is displayed

Avoid allowing personal devices, cameras, or recording equipment in areas where evidence is being reviewed. This reduces the risk of evidence being captured through photos, videos, or screen recordings.

Avoid screen-sharing evidence unnecessarily

Do not share evidence using general‑purpose screen sharing tools unless it is strictly required. If screen-sharing is necessary, ensure that only authorized participants are present and that recording features are disabled.

Do not view evidence in public or unsecured locations

Avoid reviewing evidence in public spaces such as cafes, airports, or shared work areas. Evidence should be viewed only in secure environments where access and visibility can be controlled.

Limit printing and screen capturing of evidence

Printed copies, screenshots, and screen recordings are difficult to secure once created. Establish clear policies that discourage printing and limit access to screen capture software unless it is necessary.

Follow clear‑screen and clear‑desk practices

Do not leave evidence visible on unattended screens, desks, or shared displays. Lock screens when stepping away and ensure that sensitive information is not exposed to unintended viewers.

Best practices within Clearance

In addition to organizational policies, Genetec Clearance provides controls that help limit access to evidence, deter unauthorized use, and support investigation if an incident occurs.

Limit access to authorized and relevant users

Include only users who require access to a case or file. Reducing the number of users with access lowers the likelihood of unauthorized disclosure.

Prefer View only access whenever possible

Grant download permissions only when they are truly required. Evidence that remains within Clearance benefits from access controls and audit tracking, whereas activity on downloaded files cannot be tracked outside the system.

For more information about permission levels, see Permission levels.

Review access regularly

Periodically review the list of users who have access to sensitive cases and files. Remove access when it is no longer required, such as when an investigation phase ends or a user’s role changes.

For more information, see the following:

• Assigning personnel to a case
• Changing access policies for files
• Changing access policies for cases

Use visual watermarking to deter unauthorized sharing

Visual watermarks display identifying information directly on videos and images while they are viewed. Keeping visual watermarking enabled helps discourage unauthorized redistribution and increases accountability.

For more information about visual watermarking, see the following:

• Security policy definitions list
• Video player controls

Use audit trails to support accountability

Audit trails record user activity such as viewing, downloading, or modifying files. Reviewing audit information for sensitive evidence can help organizations understand who accessed evidence and when, particularly if a potential unauthorized disclosure is suspected.

For more information about audit trails, see the following:

• Viewing the audit trail history of cases
• Viewing the audit trail history of files

If a potential unauthorized disclosure is suspected

If evidence may have been disclosed without authorization, respond promptly by limiting further access, reviewing relevant audit information, and following your organization’s internal incident or disciplinary procedures.