KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
 
 
 
 
 
 
 
 
 
 
 
 
 
CCTV surveillance systems for use in security appli cations  ―    
Part 6: Maintenance requirements  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
                    PUBLIC REVIEW DRAFT,MARCH 2009                                     
 
 
 
 
 
 
 
 
 
 
 
 
 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
TECHNICAL COMMITTEE REPRESENTATION 
 
The following organizations were represented on the  Technical Committee:  
 
Eveready Batteries Kenya Ltd. 
Associated Battery Manufacturers 
Kenya Railways Corporation 
Securicor Alarms (K) Ltd. 
Department of Defence 
Ministry of Roads and Public Works  
Kenya Power & Lighting Company Ltd.  
Automotive Industrial Battery Manufacturers (A.I.B. M) (K) Ltd . 
Ministry of Energy  
Jomo Kenyatta University of Agriculture and Technol ogy — Electrical Engineering Department. 
Kenya Bureau of Standards — Secretariat 
 
 
 
 
 
REVISION OF KENYA STANDARDS 
 
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improvements to published standards, addressed to t he Managing Director, Kenya Bureau of Standards, ar e 
welcome. 
 
 
© Kenya Bureau of Standards, 2009 
 
Copyright:  Users are reminded that by virtue of se ction 6 of the Copyright Act, Cap. 130 of the Laws of Kenya, copyright subsists in all 
Kenya Standards and except as provided under sectio n 7 of this Act, no Kenya Standard produced by Keny a Bureau of Standards may be 
reproduced, stored in a retrieval system in any for m or transmitted by any means without prior permiss ion in writing from the Managing 
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 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  Foreword 
 
This Kenya Standard was developed by the Technical Committee on Extra-low Voltage and is in accordance  
with the procedures of the Bureau.  
 
In the preparation of this Kenya Standard, referenc e was made to SANS 10222-5-1-5:2003.  
 
Acknowledgement is hereby made for assistance deriv ed from this source. 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  CCTV surveillance systems for use in security appli cations ― 
Part 6: Maintenance requirements 
 
1 Scope  
 
This standard gives recommendations for the mainten ance of closed circuit television (CCTV) equipment 
comprising camera(s), monitor(s), video recorder(s) , switching control and ancillary equipment for use  in 
security applications. 
 
The objectives of this standard are: 
 
a) To provide guidance to the suppliers or contract ors and end-users of CCTV systems in respect of the  
maintenance requirements necessary to derive maximu m benefit from a CCTV-installation; 
 
b) To provide an overview of the maintenance docume ntation requirements; and 
 
c) To provide an overview of the what  and how  of maintenance checks. 
 
2 Normative references  
 
The following standards contain provisions which, t hrough reference in this text, constitute provision s of this 
standard. All standards are subject to revision and , since any reference to a standard is deemed to be  a 
reference to the latest edition of that standard, p arties to agreements based on this standard are enc ouraged 
to take steps to ensure the use of the most recent editions of the standards indicated below. Informat ion on 
currently valid national and international standard s can be obtained from Kenya Bureau of Standards. 
 
KS 2110-1-  Installation and remote monitoring of detector act ivated CCTV systems- code of practice 
KS 2110-2  – CCTV surveillance  systems for use in security applications – Operatio nal requirements . 
KS 2110-3 – CCTV surveillance  systems for use in security applications – System d esign requirements . 
KS 2110-4 – CCTV surveillance  systems for use in security applications –installat ion, planning and implementation 
requirements. 
KS 2110-5 – CCTV surveillance  systems for use in security applications – Testing,  commissioning and handover 
requirements . 
3 Definitions and abbreviations  
 
3.1 Definitions  
 
For the purposes of this standard, the following de finitions apply:  
 
3.1.1  
Angle of view  
The maximum scene angle that can be seen through a lens or optical assembly, usually described in degr ees 
for horizontal, vertical or circular dimension 
 
3.1.2  
CCTV camera   
Unit containing an imaging device producing a video  signal from an optical image 
 
3.1.3  
CCTV camera equipment  
Unit containing a CCTV camera plus appropriate lens  and necessary ancillary equipment 
 
3.1.4  
CCTV control unit  
Equipment for controlling and monitoring the requir ed operational functions of the CCTV system  KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
3.1.5  
CCTV surveillance installation  
Installation consisting of the hardware and softwar e components of a CCTV surveillance system, fully i nstalled 
and operational for monitoring a defined security z one 
 
3.1.6  
CCTV surveillance system  
System consisting of camera equipment, monitoring a nd associated equipment for transmission and contro lling 
purposes, which may be necessary for the surveillan ce of a defined security zone 
 
3.1.7  
Focus  
Adjustment of the camera lens so that the image is sharp 
 
3.1.8  
Iris   
Variable-aperture mechanism that regulates the amou nt of light that passes through the lens onto the i maging 
device of the CCTV camera  
 
3.1.9  
Lens  
Optical device for projecting an image of a desired  scene onto the photosensitive surface of the imagi ng device 
 
3.1.10  
Operational requirement  
Statement of needs based on a thorough and systemat ic assessment of the problems to be solved and the 
hope for solutions  
 
3.1.11  
Picture storage  
Storing of video images  
 
3.1.12  
Preset shot  
Function in pan-and-tilt camera units or zoom lense s (or both) that allows automatic return to one or more 
predetermined positions  
 
3.1.13  
Time and date generator  
Device for generating the time and date and incorpo rating them into the image 
 
3.1.14  
Time-lapse recording  
Periodical recording of video signals at predefined  intervals  
 
3.1.15  
Time multiplex recording  
Method for recording several video signals on one v ideo channel by time multiplexing the frames of   
Those video signals  
 
3.1.16  
Variable focal length lens  
Lens with adjustable focal length in which the imag e does not remain in focus as the focal length 
Changes  
 
3.1.17  
Video matrix  
Unit for connecting several input video signals to several outputs  
 
3.1.18  
Video monitor  KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  Device for converting video signals into pictures o n a display screen 
 
3.1.19  
Video motion detection  
Method of detecting movement in the view of the cam era by electronic analysis of the change in picture  
contrast  
 
3.1.20  
Video switcher  
Unit for switching a number of video input signals to one or more outputs manually or automatically  
or on receipt of an external signal 
 
3.1.21  
Zoom lens  
Lens with adjustable focal length in which the imag e of the scene remains in focus as the focal ength is 
changed 
 
3.2 Abbreviations  
 
For the purposes of this standard, the following ab breviations apply:  
 
3.2.1 AC  alternating current 
 
3.2.2 BNC   bayonet nut connector  
 
3.2.3 CCTV            closed circuit television   
 
3.2.4 PTZ    pan/tilt/zoom  
 
3.2.5 UPS   uninterruptible power supply  
 
3.2.6 VAC   volts alternating current 
 
3.2.7 VCR\VR  video cassette recorder \video recorder. 
 
3.2.8 VHS   video home system  
 
4. Overview  
 
The CCTV system shall be maintained periodically in  accordance with the equipment manufacturers’ 
recommendations and any specific requirements of th e end-user. This has the potential benefit of prolo nging 
the life of the system and minimizing the frequency  and severity of breakdowns, while allowing mainten ance 
expenditures to be planned rather than being incurr ed unexpectedly. CCTV systems consist of sensitive 
electrical and mechanical components which, when in  use, are exposed to extremes of environment which 
could include temperatures ranging from below freez ing to in excess of fifty degrees, wind, rain and h ail. 
Systems located in coastal regions have to contend with the additional problem of corrosion due to sal ine 
atmospheres. 
 
5. Maintenance  
 
5.1 General  
 
It is recommended that the CCTV contractor provide a maintenance plan that details the tests to be 
undertaken, a recommended list and quantities of sp ares to be held, the service periods, and special t est 
instruments and tools required. This information wi ll form part of any maintenance agreement to be con cluded 
between the end-user and the relevant contractor – often referred to as the “service provider”. The te rm 
“maintenance” relates to two basic types, namely, p reventative and breakdown maintenance. Two other 
maintenance terms often referred to, are first-line  maintenance and second-line maintenance. 
 
5.2 Preventative maintenance  
 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
5.2.1  Preventative maintenance is the regular servicing of the CCTV system. It is sometimes referred to as 
routine maintenance or service. Routine visits shal l be made on a scheduled basis at a frequency depen dent 
on the environment, quality of the system component s, and the system duty cycle, all of which affect t he nature 
and severity of the wear on the system during usage . Maintenance routines shall include all of the ope rations 
as detailed in the typical maintenance schedule for ming part of this standard. 
 
5.2.2  It is difficult to be specific in terms of a recom mended frequency for preventative maintenance visit s. This 
will depend on factors such as the working environm ent, the security sensitivity of the area under sur veillance, 
the number of VCRs (with their moving mechanical pa rts) and the period they are required to record, et c. 
VCRs could be required to record for as much as 24 h a day for 7 d a week or, conversely, only during after-
hours for security reasons.   
 
5.2.3  A CCTV system installed in a typical internal area  (such as an office building), in a relatively clea n 
environment could be serviced safely twice or three  times a year. Whereas in a dusty and dirty working  
environment, the maintenance requirements could mea n that visits would have to be increased to at leas t four 
times a year. As a general guideline, a visit once every four months should be adequate for most CCTV 
systems.  
 
5.3 Breakdown maintenance  
 
5.3.1 Even with regular preventative maintenance visits, equipment can still fail, requiring the calling out  of the 
maintenance technician. This type of call-out is ge nerally referred to as breakdown or emergency 
maintenance. Depending on the situation, the breakd own might require an immediate response, or a longe r 
response time could be agreed with the end-user (fo r example, the response to a problem within 48 h). The 
problem could be the loss of the video signal from a general-purpose camera that does not seriously 
downgrade the overall effectiveness of the system, whereas total loss of the CCTV system recording cap ability 
could require a quicker response time such as withi n 4 h to 8 h. 
 
5.3.2  As is the case with most sophisticated electro-mec hanical systems, it is likely that “teething proble ms” 
(requiring repair) will be encountered with a new C CTV system. These might persist for some months, 
especially for large installations. In this event, it is important to thoroughly document problems in order that 
they can be analyzed to establish possible weakness es in the design and operation of the system. This 
information is invaluable not only to improve an ex isting system but also to assist in the improved de sign of 
future CCTV systems.  
 
5.3.3  The most unpredictable of all breakdown maintenanc e problems, associated with CCTV systems, is that 
of vandalism. The positioning of CCTV components sh ould therefore, to some extent, consider the likeli hood of 
vandalism as part of the system design process.  
 
5.3.4  Irrespective of the cause of any given problem, it  is important for the end-user to agree on all call -out 
response times with the contractor for breakdown ma intenance. This shall be done based on the definiti on of 
the level of emergency (response time) and the desc ription of the work to be performed. 
 
5.4  First-line maintenance  
 
First-line maintenance generally refers to the loca lizing of a fault to a modular (or board) level. Th e end-user’s 
own staff would normally undertake this process. Th e faulty module is then returned for repair, to ano ther 
facility, where a higher level of knowledge and ski lls is available (for example, to the CCTV contract or or the 
actual equipment supplier). In cases where the end- user has staff on site to provide first-line mainte nance, it is 
recommended that the contractor provide such traini ng as part of his installation contract and that th e technical 
documentation include a fault-finding flow chart to  assist in localizing the fault at the required mod ular level. 
 
5.5 Second-line maintenance  
 
Second-line maintenance refers to fault finding at component level. That is, actually repairing the mo dule or 
board. In cases where the end-user has skilled staf f on site to provide such maintenance, it is recomm ended 
that the supplier provide such training. It may be necessary for the end-user’s staff to receive train ing at the 
premises of the equipment manufacturer. In certain cases, this will include a trip overseas, which may  be 
prohibitive due to the costs.  
 
6 Maintenance agreements  KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
6.1 General  
 
6.1.1  On completion of the installation, the contractor shall normally provide a 12-month guarantee period for 
the entire installation, as described in the works information of the contract. The guarantee shall co ver all parts, 
spares and equipment that become defective during t he guarantee period and ensure their replacement. I t 
shall, in addition, cover all costs including mater ial, labour, overheads and travelling, etc. The gua rantee shall 
also cover the installation (often termed “the work s”) against defects, whether patent or latent, as w ell as faulty 
materials and workmanship. Once this guarantee peri od has expired, it is recommended that the end-user  
enters into some form of maintenance agreement with  either the original installer of the CCTV system o r some 
other reputable CCTV company that can provide the n ecessary maintenance service. 
 
6.1.2  The value of a maintenance agreement normally only  becomes apparent in the years following the initia l 
12-month guarantee period, as components within the  system age and fail due to wear and tear. Even dur ing 
the guarantee period, it is still important not to ignore the preventative maintenance requirements of  the system 
(the guarantee will not normally cover routine serv icing of the system) as costs may otherwise increas e 
dramatically in later years. Maintenance agreements  are generally structured in one of two ways, namel y:  
 
a) Comprehensive cover – where a yearly fee (normal ly divided into 12 equal monthly payments) will cov er all 
scheduled preventative maintenance, as well as all breakdown maintenance, both inclusive of parts and 
labour. Costs are fairly high but can be fixed for up to a five year period. This approach is ideal fo r operators 
who need to define their budget in advance; and 
 
b) Incident-based cover – here the agreement normal ly takes the form of a fixed price for preventative  
maintenance cover together with payment at an agree d schedule of rates for labour and travelling for 
breakdown maintenance call-outs. In addition, an ag reed percentage mark-up on spare parts, and in some  
instances materials, is also included. 
 
6.1.3  For the CCTV company, a well-structured maintenanc e agreement can generate revenue, reduce service 
calls and, more importantly, retain end-users’ loya lty by generating confidence in the long-term suppo rt and 
reliability of the CCTV system. 
 
6.2 Contents of the maintenance agreement  
 
6.2.1  All companies offering a CCTV maintenance service provide their own form of a legal agreement or 
document. Unfortunately, the terms and conditions o f such document tend to favour the CCTV Company and  
not the needs of the end-user (or “client”). It is therefore recommended that the end-user should draw  up the 
agreement or at least ensure that, as a minimum, th e service provider shall include the following clau ses in his 
document: 
 
a) Interpretation of the agreement – this provides an explanation of the context of the agreement; 
 
b) Definitions – this is an important clause as it states clearly the meaning of the terms used in the  agreement 
to avoid misunderstanding, especially when a disput e arises; 
 
c) Duration of the agreement – this clause will pro vide the date of commencement, the initial period o f the 
agreement, subsequent renewal conditions and the no tice period to terminate the agreement once the ini tial 
period has lapsed; 
 
d) Obligations of the service provider – this claus e entails what is expected of the service provider under the 
agreement. For example, the notice required to be g iven to the client before commencing routine servic e, 
response periods for breakdown call-outs, the handl ing of additional repairs that do not fall within t he scope of 
the normal servicing or repair requirements, comple tion of the system or equipment log book, the work to be 
carried out (this is normally stipulated in separat e schedules), completion of service reports (again the 
requirements would be detailed in a separate schedu le), etc;  
 
e) Obligations of the client (end-user) – this clau se will detail the client’s obligations in terms of  the agreement 
and will cover such items as reasonable access to t he premises, the provision of electricity necessary  to carry 
out the work, and the issuing of instructions to th e service provider; 
 
f) Working hours – this clause will define the spec ific times that the service provider may work at th e premises 
of the client. The handling of breakdown maintenanc e call-outs, such as contact telephone numbers, con tact KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  addresses, to allow the client to make emergency ca lls, should also  be provided; 
 
g) Indemnity and insurance – the service provider s hall indemnify the client against defined liabiliti es. The 
service provider shall also be expected to be adequ ately insured in respect of public liability, commo n law 
liability, workman’s compensation, etc;  
 
h) Guarantee of workmanship – this clause shall pro vide a guarantee for any item of equipment forming part of 
the CCTV system which has been repaired, overhauled , refurbished, serviced or worked on by the service  
provider that becomes defective or faulty during th e specified guarantee period; 
 
i) Legislation conditions – all the work carried ou t by the service provider shall comply with laws, b y-laws, 
ordinances or statutes which are applicable to any actions of the service provider in terms of the agr eement.  
 
j) Price and payment conditions – this heading is s elf-evident. Some form of price adjustments may be agreed 
upon, especially for long-term agreements. If so, t he method for escalating the prices shall be detail ed as part 
of this clause. Prices for the larger, more complex  systems, which may include other related security 
equipment, should be detailed in separate pricing s chedules. CCTV systems are very often used as part of an 
integrated security system that could include: acce ss control, alarm detection, metal detectors, X-ray  
machines, and mechanical items (e.g. turnstiles and  “mantrap” booths), etc. The maintenance requiremen ts for 
the CCTV system would then form part of the overall  maintenance agreement; 
 
k) Breach of the agreement – this clause details th e action to be taken should the service provider fa il to fulfil 
any obligations or should the work not be completed  with due diligence and in a proper workmanlike man ner to 
the satisfaction of the client; 
 
l) Resolution of disputes – this clause details how  disagreements between the service provider and the  client 
shall be handled; 
 
m) General – this clause will detail various other provisions of the agreement that are not covered by  any other 
clause, such as: variations, alterations, or consen sual cancellation, confidentiality requirements, an d indirect or 
consequential loss, etc; and 
 
n) Domicilia and notices – this clause states the c hosen physical addresses (not a Post Office box num ber) of 
the two parties to the agreement for the purpose of  sending notices. It will also state the delivery d etails that 
will constitute correct delivery of the notices. 
 
6.2.2  As indicated in the previous paragraph, items such  as a list of equipment, work to be carried out, pr ices, 
rate prices for breakdown repairs and call-outs, an d service sheets and reports to be submitted shall be 
contained in specific schedules that form part of t he maintenance agreement. It should be noted that a  
maintenance agreement for smaller, stand-alone CCTV  systems would, in all probability, include the 
information contained in these schedules (because o f the reduced amount of such information), in the m ain 
body of the agreement. The following examples of sc hedules that could be included in a maintenance 
agreement are not definitive and should only be use d as a guideline. The actual maintenance requiremen ts of 
the end-user shall determine the details (for examp le, the service period). This may be quarterly as i n the 
example, or half yearly depending on the circumstan ces. The schedule of work could also cover more (or  less) 
inspection checks or tests (or both). 
 
6.2.2.1  Schedule of equipment – Schedule A  
 
The schedule of equipment to be maintained for a ty pical integrated security system shall be as follow s: 
 
• CCTV System. 
• Alarm System. 
• Access-control Booths, Revolving Doors and Selecto r (i.e. anti-hostage) Doors.  
• Any other item of equipment or system that may be added from time to time. 
 
6.2.2.2Schedule of work – Schedule B  
 
a)  The schedule of work to be carried out could be  as simple as: 
 
• Inspect regularly and systematically, at four-mont hly intervals.  
 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  • Replace all defective components.  
 
• Inspect and clean on a four-monthly basis. 
 
• Service the mechanism of mechanical devices. 
or 
 
 
b)  For a specific CCTV system: 
 
• Test operation of the CCTV cameras.  
 
• Test operation of the CCTV monitors.   
 
• Clean and adjust all CCTV camera lenses. 
 
• Clean and adjust all CCTV monitors.   
 
• Clean and test the operation of all video recorder s.  
 
• Clean and test operation of multiplexers.   
 
• Check the camera power supplies on cameras not con nected to the main supply.  
 
• Visually inspect the condition of the coaxial cabl e.   
 
• Ensure that all switches are returned to their nor mal operating position. 
 
• Make a note in the logbook of any circuits that ar e subject to repair, alteration, or extension.   
 
6.2.2.3  Summary of prices – Schedule C1  
 
This price schedule shall include all services and requirements as set out in schedule B. 
 
6.2.2.4 Labour rates for repairs and emergency call -outs – Schedule C2  
 
This schedule shall include the labour rates for no rmal working hours (for example from 08:00 to 
17:00); weekday overtime, Saturday overtime, Sunday  and public holiday overtime. The rates would vary for 
the different grades of workers involved – technici ans or unskilled assistants.  
 
In addition, the schedule shall normally include tr avelling expenses at a rate of Kenya Shilling per k ilometre 
and possibly a percentage mark-up on the cost of sp ares and materials.  
 
6.2.2.5  Requirements for service sheets and reports – Sched ule D  
 
This schedule shall specify the information require d in terms of service sheets and reports for breakd own call-
outs. For example: 
 
a) Service sheet – this provides details of the exp enses incurred in carrying out the repairs. 
 
• Name of building or site (if more than one is invo lved). 
 
• Details of work undertaken. 
 
• Hours taken to carry out the work. 
 
• Hours taken travelling to and from the site. 
 
• Distance travelled in kilometres. 
 
• Date. KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
• Maintenance person’s signature. 
 
• Signature of end-users’ representative. 
 
• Works authority reference. 
 
b) Report – this provides additional information wi th respect to the work carried out in a breakdown 
maintenance call-out situation or as a result of a normal preventative maintenance visit. 
 
 
• Name of building or site. 
 
• Site address (if applicable). 
 
• Date the work was carried out. 
 
• Works authority reference. 
 
• Routine or non-routine maintenance. 
 
• Details of the work carried out. 
 
• Details of items requiring attention. 
 
• Details of any proposed recommendations or improve ments.  
 
• Details of costs to implement the recommendation l isted above. 
 
6.2.2.6  Special conditions – Schedule E  
 
This schedule shall detail any conditions that woul d take precedence over any clause contained in the 
standard maintenance agreement. For example, should  the equipment become under- utilized or idle (for 
whatever reason) such that the operational maintena nce requirements are reduced, then a suitable reduc ed 
scope of maintenance work shall be agreed between t he two parties to the agreement, with the correspon ding 
reduction in the prices. 
 
6.3 Costing the maintenance agreement  
 
6.3.1  The basic costing of maintenance agreements is fai rly easy to determine, as it usually depends on the  
known operating costs of the particular CCTV Compan y. However, there might be many hidden costs, which  
are often overlooked. The following queries need to  be addressed, as the answers could significantly i ncrease 
the overall costing of the final maintenance agreem ent: 
 
a) What is the response period required by the clie nt? For example, eight hours or less?  
 
b) Does the end-user require 24-hour service in cas e of essential equipment failures?  
 
c) Are all video equipment accessible using standar d ladders or is there a requirement for special app aratus 
such as extended ladders, scaffolding, or a cherry picker? 
 
d) Is a two-man operation of the above apparatus re quired? 
 
e) Does the site require supervision by a dedicated  site official representing the end-user? 
 
f) Does the end-user require that special equipment , such as intrinsically safe tools, be used? 
 
g) Are there any time-consuming procedures that nee d to be adhered to (a requirement of most mining 
establishments)? 
 
h) Is the site in a dusty or dirty environment requ iring extra maintenance visits for equipment such a s video KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  recorders, etc?  
 
i) Does the client require the holding of standby s tock such as cameras, VCRs, and pan/tilt units? 
j) Is the contractor liable for lightning damage? 
 
6.3.2  Equipping the CCTV maintenance staff is also a cos t that needs to be considered. The labour and trave l 
cost (provision of a vehicle and running cost, etc. ) shall be known, as it should form part of the com pany 
operating cost. The standard tool-kit carried by th e CCTV company’s personnel shall also form part of the 
operating costs. However, maintenance personnel wil l need additional equipment and this needs to be 
factored into the cost calculation. 
 
7 Maintenance tool-kit and equipment  
 
7.1 Standard tool-kit  
 
The following list is a minimum recommendation for the tools that should be carried by maintenance per sonnel 
in order to undertake repairs and maintain most typ es of CCTV systems.  
 
-Selection of screwdrivers (Philips, Posidrive, Ter minal)  
-Combination pliers (insulated)  
-Side cutters (insulated)  
-Wire strippers  
-Shifting spanner  
-Selection of suitable spanners  
-Hacksaw and blades  
-Stanley knife 
-Large and small hammers  
-Set of Allen keys  
-BNC crimping tool 
-Spirit level 
-Plumb line 
-Crimping tool(s)  
-Soldering iron(s) – electric and/or gas  
-Solder sucker  
-Electric drill and extension lead 
-Selection of steel and masonry drills  
-Hammer  
-Centre punch 
-Flashlight 
-Lead light 
-Selection of coaxial fly leads  
-Suitable multimeter. 
-Ladder (minimum 7 step)  
 
7.2 Additional equipment  
 
In addition to the standard tool-kit, maintenance p ersonnel shall also carry cleaning equipment, lens tissues, a 
head cleaning kit for VCRs and any consumable spare s such as fuses, screws, infrared light bulbs and v ideo 
tapes. An infrared lens or neutral density filter i s useful for setting night focus during daylight ho urs. Video 
isolation transformers can eliminate hum loops and a silicone gun is necessary for sealing outdoor jun ction 
boxes, etc. Useful extras to carry are: an oscillos cope for checking video levels; a hand-held focus a djuster; a 
portable CCTV monitor for setting up cameras at the ir individual locations, and an appropriate test ta rget for 
objective checking of the camera views. A first-aid  kit shall always be included in any tool-kit. 
 
 
8 Handling of faults  
 
8.1  The CCTV operator or the appointed representative of the end-user shall be responsible for reporting faults 
with the CCTV system in terms of the breakdown main tenance agreement. The representative shall contact  
the CCTV maintenance company, telephonically or via  a faxed fault report document and supply the follo wing 
information: KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
a) Client name and address;  
 
b) Date and time of report; and 
 
c) Identification of the fault with a short explana tion. 
 
NOTE   In case of a telephonic report a follow-up f ax, giving the above details, should be sent to the  CCTV 
Company.  
 
8.2  The CCTV company shall confirm receipt of the faul t report by supplying the end-user’s representative  with 
a fault reference number. 
 
8.3  A docket, detailing the above information, shall b e prepared for the maintenance person attending the  fault. 
On rectification of the problem or fault, the techn ician shall endorse the relevant section of the for m, with 
details of the action taken together with the date and time of the repair. The end-user’s representati ve shall 
then be asked to sign the form as acknowledgement t hat he is satisfied with the work carried out. 
 
8.4  All fault documentation shall be stored in a relev ant customer file for safekeeping. 
 
9 Maintenance checks  
 
9.1 General  
 
What needs to be checked or inspected and how to ch eck it is very much system-dependent and maintenanc e 
of a system installed today can be very different t o one installed five years ago. As equipment has ra dically 
changed over the last few years, maintenance is cur rently more economical to perform than it used to b e. 
 
9.2 System maintenance logbook  
 
A system maintenance logbook shall be provided at e ach CCTV installation to provide a record of  
each visit and what transpired. The logbook shall i nclude the following information: 
 
• Date of the visit. 
 
• Reason for visit – preventative or breakdown. 
 
• Defects, faults or failures found and the reason f or them. 
 
• Extended or prolonged breakdowns and the reasons f or them. 
 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  • Repairs carried out. 
 
• Time involved. 
 
• Name of the person attending to such problems or i nspections (or both). 
 
• Any other data or information that might be requir ed by the end-user. 
 
9.3 System maintenance  
 
It is advisable to check that the types and locatio n of the various items of equipment constituting th e 
CCTV system are still as originally installed and t hat no changes have occurred since the last mainten ance 
visit. The following checks are not exhaustive but provide a general guide to maintaining the quality of a CCTV 
system. 
 
9.3.1 General system checks   
 
As a general system check, the following shall be i mplemented: 
 
a) Check the satisfactory operation of the system f rom the control room equipment to ensure that every  
function and view is as originally designed and tha t no significant performance changes have taken pla ce. If 
equipment operation is different after hours, then this mode should also be checked; 
 
b) Check where appropriate, that the normal and sta ndby power is functioning correctly. Check batterie s where 
applicable; 
 
c) Check that the uninterrupted power supply (if in stalled) is capable of carrying the system under fu ll load 
when the mains supply has failed; 
 
d) Check common low voltage power supplies for the correct output level when fully loaded; 
 
e) Check cabling. This is often a neglected area of  the system. Sometimes very cheap cable is used and  if the 
cable length is excessive, its subsequent deteriora tion shall adversely affect the resolution. Damage to cables 
can often result in shadows or echoes on the monito r picture. If the cabling is suspected of being the  cause of 
poor picture quality, check as follows: 
 
• Check that the inputs of the cables are terminated  at 75 Ω. 
• Check all cable terminations for continuity and co rrect earthing. 
• Check for mechanical damage. 
• Check for corrosion of the cable due to ingress of  water, especially if it runs underground.   
• Check security of the fixings of the cable. 
• Check for vermin damage. Rats can cause problems b y gnawing cables. 
 
f) Check that all luminaries associated with the sy stem are operational. If infrared spot lamps are mo unted on 
PTZ units, verify that the area of illumination and  the camera’s zoomed-in field of view correspond; a nd 
 
g) Enter the results of these checks (and the follo wing equipment checks) into the system maintenance 
logbook. 
 
9.3.2 Individual equipment checks  
 
As part of the preventative maintenance requirement , visual and functional checks of all parts of the 
CCTV installation shall be undertaken. Where visual  tests cover the standard of workmanship of the 
installation, the functional quality of the various  system components and their compliance with the sy stem 
specification shall be checked. Functional tests in clude checking the functional compatibility of the components 
of the installation. A list of typical checks that shall be carried out on individual items of equipme nt is given 
below: 
 
• Cameras and lenses:   
 
• Clean the cameras and lenses. KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009   
• Check cable connections. 
 
• Check power supply voltages for cameras not connec ted to the 230 VAC mains supply.  
 
• Check the focus and iris settings and if the lens is easily accessible, then lock the focus and iris with 
adhesive tape to prevent inadvertent or deliberate interference. 
 
• Check the lens angles of view to ensure they still  apply to the design criteria. 
 
• Check the operation of auto irises. 
 
• Check the preset operation of zoom lenses if requi red. If the camera has to cope with a wide range of  
light conditions, a neutral density filter shall be  fitted in order to set the focus at the maximum le ns 
aperture. 
 
b) Monitors  
 
• Clean the external housing. 
 
• Clean the face of the monitor with anti-static cle aner. 
 
• Check for noisy controls; the high voltage present  across the contrast control of some monitors may 
cause problems.  
 
• Check the resolution of the monitor, the tube migh t have gone soft. This is seen as a loss of focus a nd 
may be accompanied by a lack of screen brightness. At one time, it was economical to change the 
monitor tube but, nowadays, it may well be cheaper to change the monitor.  
 
• Reset the contrast and brightness controls if nece ssary. 
 
c)  Fibre optic transmitters (if installed)  
 
• Check for correct maximum input/output levels on a ll channels.  
 
• Check for correct video/telemetry/data transmissio ns. 
 
d) Telemetry controllers  
 
• Check operation for pan, tilt, and preset (if appl icable)  
 
• Check control cable connections. 
e)  Pan, tilt and zoom units (PTZ)  
 
• Check that the end stops are correctly positioned and not loose. Loss of an end stop shall cause the 
unit to gradually strangle itself on its own cable.  
 
• Check status of camera load-bearing connectors; ti ghten, or replace fixings, as necessary. 
 
• Check all cables and connections for any sign of w ear and for any water seepage into the fittings, 
plugs or sockets. That is, check all seals.  
 
• Check mechanical fixings to the building infrastru cture for corrosion, wear, and rigidity. 
 
• Check for smooth operation and that no backlash is  evident. 
 
• It is advisable to avoid constant patrols from aut omated systems as these will unduly stress the unit  
head and result in extra maintenance. 
 
f)  Camera housings and brackets  
 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  • Check housing for corrosion. 
 
• Clean faceplates. 
 
• Check cable entry glands and repair or replace as necessary. 
 
• Check interior for any insect or rodent infestatio n and eliminate. If infestation is a problem then l eave a 
block of insecticide inside the housing to discoura ge further visitors. 
 
• Check mechanical fixings to the building infrastru cture for corrosion, wear, and rigidity. 
 
• Check status of camera load-bearing connectors, ti ghten, or replace fixings, as necessary. 
 
 
g)  Video recorders\ Video cassette recorders (VCR) . 
 
Video recorders can be very mechanically intensive devices and, as such, needs regular attention.   
 
• Clean both internally and externally.   
 
• Clean all rotating and moving parts.   
 
• Lubricate moving parts where applicable. 
 
• Clean all tape transporters and pick-up heads. 
 
• Check the condition of the tension band unit and a ll idlers. 
 
• Check the correct time and date on the VCR and syn chronize all other VCR clocks (if applicable) to 
the same data. Should the system use a multiplexer( s), then the VCR display(s) and the multiplexer 
display used to record the correct date and time sh all be disabled. It is essential for evidential 
purposes that only one date and time appear on the recording and that this data is as accurate as 
possible. 
 
• Perform a functional test on the VCR, including re viewing the recording of the tape made after the 
service. This will normally entail checking recordi ngs made in the time-lapse mode. A video recording 
of all cameras is recommended after completion of e ach system service. This shall enable a record to 
be kept for comparison purposes between one visit a nd the next. It shall also demonstrate to the end-
user the quality of the CCTV system at the time of the service, should a query or dispute arise at a 
later stage. 
 
It is advisable to complete the service as per the manufacturer’s instruction. Reputable manufacturers  will 
supply refurbishment kits that include drive belts,  idler wheels, etc. New sets of heads are relativel y 
inexpensive and should be changed on a regular basi s (see manufacturer’s servicing instructions for de tails) 
and not just cleaned continuously at each preventat ive visit. VCR tapes should only be used for a maxi mum of 
12 times (i.e. 12 complete passes).  
 
If, for example, archiving of videotapes is require d for a month, then a total of 31 tapes would be re quired to 
cover a 12-month period. That is one tape for each day of the month that would be used 12 times for th e year. 
These tapes would be replaced by new ones for the n ext year. Likewise, three-month archiving would req uire 
93 tapes; these would be replaced after three years .  
 
h)  Motorized dome cameras  
 
These units tend to be very reliable but once again , constant patrols might reduce the expected life o f the unit. 
Despite the reliability aspect, the following basic  checks shall still be carried out. 
 
• Check operation of the unit. 
 
• Check that the unit can recall preset positions. 
 KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  • Check and clean glass.  
 
• Check that all fixings are tight. 
 
i)  Switches, matrixes and multiplexers  
   
These types of equipment are possibly the most main tenance-free parts of any CCTV system. It is unlike ly that 
the images passing through these devices will degra de over time. Only the following operating checks n eed to 
be undertaken. 
 
• Check all video connections. 
 
• Verify that all keys/push buttons are operational.  
 
• Check that joystick controls operate in all direct ions. 
 
• Functionally test the multiplexer, including real time and time-lapse modes. 
 
• Ensure that the correct date and time are displaye d and that all other similar units are synchronized  to 
the same data. 
 
j)  Video motion detection 
 
Check that this function is still operating in term s of the operational requirement. This can be achie ved by 
carrying out some or all of the following tests, de pending on the objective of the system. This shall often 
depend on the security sensitivity of the area bein g protected. 
 
• Walking at a normal pace – this would test the sys tem in the case where the intruder is unaware of th e 
detection system. 
 
• Running – this tests the response of the timing al gorithms.  
 
• Head rolling – this is a very fast small area targ et. 
 
• Paused walk – this tests the pre-alarm and detecti on algorithms.  
 
• Slow walk – this enables the set-up to be refined.  
 
• Crawling – this would represent a small target on hands and knees. 
 
• Body dragging – this represents the smallest targe t area and the slowest speed. 
 
10. Documentation  
 
10.1 Operation and maintenance manuals  
 
Documentation is possibly the most common problem f ound at all CCTV installations. It is normally poor  in 
quality or non-existent. Irrespective of the type o f information required, the principle of concise, c omplete, and 
unambiguous information shall apply. The informatio n provided in the operation and maintenance manuals  
shall be of great benefit to maintenance personnel.  The manuals shall be properly indexed to facilitat e easy 
reference and shall contain the following informati on: 
 
a) A list of spares to be supplied by the contracto r (installer) to cover the period of maintenance. 
This list shall cover all spares to be held in stoc k by the contractor for the CCTV installation and s hall not, in 
any way, relieve the contractor of the obligation t o provide all spares required during the maintenanc e period; 
 
b) A list of the name(s) and address(es) of the loc al agent(s) for each item of equipment; 
c) A list of the name and address of the manufactur er of each item of equipment; 
d) A copy of all test certificates obtained with th e system; 
e) A preventative maintenance programme for all equ ipment; 
f) Operating instructions for each item of equipmen t; KENYA STANDARD      KS 2110-5:2009 
© KEBS 2009- All rights reserved                                                         First Edition,  2009  g) Complete “As built” drawings of the installation  and wiring and schematic diagrams;  
h) Detailed operating instructions for all the mode s of operation of the system; 
i) Acceptance document; and 
j) Test and commissioning data sheets.  
 
10.2 Maintenance specific documentation  
 
Apart from the normal operation and maintenance man uals provided, it is essential to establish mainten ance 
documentation of the CCTV system and its component parts. Details of the fault report document and sys tem 
maintenance logbook have been provided in 8.1 and 9 .2, respectively. In addition to these documents, i t will be 
necessary to generate a maintenance record of the i ndividual items of equipment constituting the syste m. This 
equipment record should record the end-user’s detai ls, and the details of each item of equipment. Equi pment 
maintenance records shall be duplicated for use at both the site and the office of the contractor and shall be 
kept in a safe place. 
 
Generic information required on the equipment recor d shall be: 
a) Equipment manufacturer’s name; 
 
b) Equipment model and serial number; 
 
c) Location (or position) in the system; and 
 
d) Any other relevant information. 
 
For each item of equipment, there shall be a compre hensive record giving the date of every visit, the fault 
found, and the action taken. The record shall also indicate the date of each temporary disconnection o r 
installation of substitute equipment and the date o f reconnection. This information can then be analyz ed to 
obtain information on the relative reliability of t he different parts of the system. For example, it c ould be 
determined that certain equipment requires frequent  maintenance due to dusty environmental factors.  
 
11 Future of maintenance  
 
Many manufacturers are designing products that can be interrogated using e-support (i.e. the remote 
maintenance of the functional aspects of the CCTV s ystem can be undertaken over standard telephone lin es 
from the office of the contractor). Images from the  remote system can be downloaded to a PC and any 
potential maintenance problems immediately identifi ed. It is also possible to modify the parameters of  certain 
items of equipment like multiplexers by remote. 
 
However, this capability does not remove the need t o provide adequate preventative (servicing) mainten ance 
requirements of the CCTV system at the actual site of the installation – for obvious reasons. Cleaning  of 
camera lenses and monitor screens, inspection of ca bles, connections and mechanical fixings, etc., ser vicing 
of VCRs and the visual and functional check of the complete system cannot be carried out by remote and  will 
still need to be undertaken.