HDD Storage & Replacement Policy

Overview 📔

This document outlines the policy and operational approach for video footage storage using a minimum of 16TB hard drive (HDDs). This will provide at least one year of continuous recording capacity under standard settings.

Clients have the flexibility to choose how they manage their recorded footage once the HDD reaches capacity. The options include 

  • automatic overwriting of old footage, 

  • self-replacement of the HDD (with guidance), 

  • scheduling an engineer to visit to replace the disk. 

Additionally, clients can decide whether to retain the full hard drives themselves or opt for secure off-site storage managed by Evercam. 

This document ensures clarity around video retention, data handling, and ongoing service costs while providing clients with control over their footage and storage preferences as Data Controllers.

Minimum Storage Specification 📦

  • Each installation includes a 16TB HDD.

  • This provides approximately 1 year of continuous video recording under standard recording conditions (based on our typical compression settings and resolution).

Storage Options

Clients can choose one of the following options once the HDD is full:

Overwrite Mode (Default)

  • The system will automatically overwrite the oldest footage once the disk is full.

  • No action is required from the client.

  • Footage will not be recoverable once overwritten.

HDD Replacement (Chargeable Options)

If the client prefers not to overwrite and wants to keep all footage:

Self-installation of new HDD (Chargeable)

  • We supply a new HDD.

  • The client replaces the existing disk themselves.

  • Instructions will be provided (Guide required)

  1. Left with the client (they are responsible for its storage)

  2. Returned to us for secure storage at an additional charge

Engineer Visit (Chargeable)

  • A service engineer will attend the site and replace the HDD.

  • The removed HDD can either be:
    1. Left with the client (they are responsible for its storage)
    2. Returned to us for secure storage as an additional charge

Playback and Access

  • HDDs can be plugged into a PC via SATA or an external HDD reader.

  • Footage is stored in standard formats, compatible with most media players.

  • Instructions for accessing footage will be documented and maintained (See Guide here)

Frequently Asked Questions (FAQs) ❓

How will I know when my HDD is nearly full?

  • Evercam will notify you 30 days before your HDD reaches full capacity.

    Evercam will notify you 30 days before your HDD reaches full capacity.

    This notification will explain your options and provide clear next steps.

How do I request an HDD replacement?

  • Reply to the notification email confirming your choice, and Evercam will arrange a site visit to replace the HDD.

What if I do nothing?

  • If no response is received, the system will default to overwriting footage to ensure continuous recording.

Will I be charged if my project runs longer than expected?

  • The default overwrite option is free. However, if you opt for an HDD replacement, a service fee will apply.

What happens to my old footage if I choose HDD replacement?

  • Your HDD will be securely transported to Evercam HQ for data extraction and will remain accessible via the platform.

Can I retrieve overwritten footage?

  • No. Once footage is overwritten, it is permanently lost and cannot be recovered.

How long does an HDD replacement take?

  • The timeline depends on site location and availability. Evercam will provide an estimated timeframe upon request.

Need Help? 🆘

If you have any questions or need assistance, please contact Evercam Support at support@evercam.io