Asset Management

1.  storage of drainage network condition audit CCTV files

Posted 13 September 2017 18:06
​​Looking for advice regarding long term storage of CCTV drainage files.

As part of our contributed asset handover process, we require CCTV of pipework to confirm initial condition.

However, we haven't determined how to store the files for further use, if ever required, or indeed, if we should store the files.  They are generally large files and storage hungry, but unlikely to be regularly accessed.
We also are collecting a fair few cctv inspection files related to network maintenance issues, and are about to embark on a condition audit of our network which will also deliver CCTV files.

Im wondering what others do with this data.
Although the files are delivered in Wincan format, they aren't pre-indexed to assets, and so for us to enable searching by asset, or link to our AM system I'm guessing we wold need to manually re -link But then, m not sure if we will be able to retrieve them.
its possible we can upload them nto Ci anywhere - but the file size gets to be an IT management issue

We run ECM (Ci anywhere) record management system, and Assetic asset management.

All suggestions welcome!

Andrew Thomas
City of Onkaparinga

2.  RE: storage of drainage network condition audit CCTV files

Posted 17 September 2017 17:56
​At Eurobodalla we have collected CCTV for the last 5 years plus some sporadic surveys previously. We have 177+ km of stormwater systems and have done about 12% of these. We have not touched our individual road culverts rather touched on linked pipes that collect water and discharge at an outlet.

The files are stored on a portable hard drive that is held by our assets team. As long as there is a back-up or copy this is fine. Our IT were concerned about the size of the backup they do each day getting bigger so by having a portable drive means that it can be shared around as needed. I found access to the information was sporadic so there was not a great need to have it on the network.

We originally had hard copies of the PDF reports with CD's in folders but over the last 2 years it was better to get them on a thumb drive each time. The past surveys were copied from the CDs and stored on the hard drive along with newer surveys.

The surveys were originally provided/stored by when the survey was done (week ending ***) but have been reorganised a bit to be lodged under year/month/catchment.

The condition summary is recorded in Assetic by segment so that means the pipe can be found and the last survey date identified which allows the folder on the portable hard drive looked up and the movie file or the PDF report opened.

This may change as I am no longer responsible for stormwater but I found it to be satisfactory.

Hope this helps

Royce Toohey
Support Services Engineer
Eurobodalla Shire Council

3.  RE: storage of drainage network condition audit CCTV files

Posted 18 September 2017 23:04
​We use Technology One for manging our assets.

Our CCTV videos are loaded onto a central server which we then link the asset to the particular video using URL link functionality under the Attachment section on the asset.  In addition we save the PDF score sheets into our EDRMS (TRIM) and we then again link the asset to the particular score sheet, using URL link.

We also use the Test Point function within Technology One to record a summary of the data from the score sheet such as peak and mean values, which are then used when we are preparing our renewals programmes. By use of the URL via the attachments section, we are not saving the data into the main Technology One database.

This means that the asset manger is able to review all videos/score sheets for a particular asset without having to search for each video/score sheet in various locations.

4.  RE: storage of drainage network condition audit CCTV files

Posted 17 September 2017 17:56

Hi Andrew,


We also use Assetic as our AM system. We only store the .pdf CCTV reports in Assetic as an attachment to the asset (available to anyone), while we store the raw video and WinCan project in an external data storage system for future use or analysis (available to a select few). This repository is ever increasing in size and stretching capacity. I've found that one inspector can produce up to 1 TB of data per year.




Rob Sharp
Planning Manager - Tararua Alliance


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5.  RE: storage of drainage network condition audit CCTV files

Posted 17 September 2017 17:57
​Hi Andrew,

We had the same issue with storing CCTV footage in a central location when we started five years ago.

We didn't have handover footage that is void of asset numbers.  Though I would recommend that once asset numbers have been assigned to the new drainage, edit the WinCan files to have asset numbers.

We had the same issue with file sizes in attaching the videos to each asset in Technology One Works and Assets.

To overcome this, we only attached the exported PDF report.  It still contains photos and codes of observations which is useful for people to access.  The exported projects, that had everything, were stored on an external hard drive.

Just this year, we have paid for an upgrade to the file server to store all of the CCTV footage against the assets.  This is still a work in progress.

If you want to know anything else, feel free to get in touch.


Technical Officer Engineering Maintenance
City of Stirling
08 9205 7052

6.  RE: storage of drainage network condition audit CCTV files

Posted 17 September 2017 17:58
Hi Andrew,

In Glenorchy we use Assetic as well. The approach I am taking is to store the critical information (e.g. footage link, notes, condition scores, etc.) in MyData. To reduce the amount of data stored in MyData, all these footage/project files are archived in a corporate drive which allows Council-wide access.

Unfortunately the whole process has to be done in manually, and I would be delighted to see if anyone has created a more efficient and effective approach.

Given MyData has already been interlinked with GIS in my Council using Asset ID as the unique identification number, this would allow anyone with Council's GIS  access to view the footage and other related information (e.g. condition scores), without the need of going into MyData or Wincan.

I generally put the individual footage file link in MyData, instead of the link to WinCanViewer.exe. Individual footage can be found at Drive name:\Project Name\Projects\Project Name\Video\footage name.

As you may be aware, these inspection information can be exported to excel spreadsheet and imported back to Mydata after new records are added.

Hope the method above helps.


7.  RE: storage of drainage network condition audit CCTV files

Posted 19 September 2017 18:26
Hi guys,

Can I ask, why don't any of you just use Google Drive?

This way it is all stored in the cloud and you don't have to worry about backup or the file size or the amount of data you have.

The product is now called G Suite (they changed the name recently) and we have been using it for a few years now and it is brilliant.

$10 per user per month (you need at least 5 users to get the unlimited data storage)

Whilst I don't have many CCTV files, I do have heaps of videos, photos and  CAD plans and I have them all stored on there.

In terms of searching for the area you want, there are a few different ways to do it, but a very simple way would just to do a spreadsheet with every street listed on it and then have a link going to the video for that street.

And of course, you use Google Sheets, for your spreadsheet and this way you don't have issues with version control.

Of course, there are many other ways you can do it, that are a lot more sophisticated ways to do it that I'm sure would be a lot more user-friendly. But this is just one way that I can think of doing it right at the moment.

Anyway, I'm sure you have all probably looked at this method of cloud storage before, I guess I am just curious to know why you don't use it.


Ben Minutoli
Geelong Cable Locations

8.  RE: storage of drainage network condition audit CCTV files

Posted 21 September 2017 19:32
Can depend on organization's policies and procedures and application of legislation, see below also​