VMS Preventive Maintenance Specification and Form

The document outlines procedures for maintaining a Video Management System (VMS) to minimize downtime and ensure security. It details pre-maintenance tasks, inspection and cleaning of hardware, functional testing of system components, performance evaluation, and network checks. Thorough documentation of maintenance activities is emphasized.

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VMS Preventive Maintenance Specification and Form

Uploaded by

Kd dumayag

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Unit 707, Avida One Park Drive, 11th Cor.

9th Ave
BGC Fort Bonifacio, Taguig City, 1635
www.tekis.ph

VMS Preventive Maint

Abstract
This document specifies the preventive maintenance of the VMS owned and operated by PaxAsia.

Lorenz Dominic Garcia

[email protected]
Introduction: Welcome to the Video Management System (VMS) Preventive Maintenance
Form. This document serves as a comprehensive guide for maintaining the reliability and
performance of your organization's VMS infrastructure. By adhering to the preventive
maintenance tasks outlined in this form, you can minimize downtime, optimize system
functionality, and ensure the continued security of your premises. Let's work together to
keep your VMS operating at its best.

Purpose: The aim of the Video Management System (VMS) Preventive Maintenance Form is
to establish a methodical procedure for maintaining the continuous operation and
dependability of the VMS infrastructure. By delineating preventive maintenance duties, this
form seeks to reduce system downtime, enhance performance, and maintain security
standards. It acts as a practical resource for maintenance personnel and system
administrators to systematically uphold and oversee the VMS, thus protecting the
organization's assets and operations.

Scope: The Video Management System (VMS) Preventive Maintenance Form addresses the
full range of tasks and procedures necessary to uphold the functionality and dependability
of the VMS infrastructure. This includes regular maintenance activities like software updates,
hardware inspections, and network evaluations. Moreover, it encompasses documentation
and record-keeping practices crucial for monitoring and auditing maintenance activities. The
main objective is to sustain the uninterrupted operation of the VMS, mitigate potential
issues, and uphold optimal performance to align with the organization's security objectives.

Responsibilities: Maintenance technicians perform tasks listed in the form, record their
actions, report issues and ensure compliance. System administrators ensure adherence to
rules and regulations for smooth operations.

Procedure Overview: The VMS Preventive Maintenance Form provides a comprehensive

look at the tasks needed to maintain the VMS infrastructure. It includes activities like
software updates, hardware inspections, and network assessments to prevent downtime
and ensure security. Thorough documentation and reporting allow for timely issue
resolution, while training ensures technicians are equipped to perform their duties.
Compliance with regulations is essential to protect sensitive data. Overall, the overview
emphasizes a proactive approach to maintaining VMS effectiveness and organizational
security.

Documentation: The VMS Preventive Maintenance Form serves as a crucial record-keeping

tool, documenting maintenance dates, identified issues, actions taken, and observations and
recommendations made by maintenance personnel. This form plays an essential role in the
maintenance process, ensuring transparency, accountability, and a historical record of the
VMS's condition and maintenance activities

Compliance and Safety: All maintenance activities concerning the VMS must comply with
the organization's safety standards, manufacturer guidelines, and local regulations. Strict
adherence to safety measures is essential to safeguard personnel and property during
maintenance operations.

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VMS Preventive Maintenance Specification. APR 2024
By implementing this VMS Preventive Maintenance Procedure and utilizing the
accompanying form, the organization demonstrates its commitment to maintaining a secure
and efficient video management system. This initiative aims to protect its assets, personnel,
and operations against potential threats and disruptions.

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VMS Preventive Maintenance Specification. APR 2024
VMS Preventive Maintenance Procedure

1. Pre-maintenance Preparation
 Notification: Inform all relevant personnel about the planned maintenance schedule
to ensure safety and minimize disruptions.
 Document Review: Go through the CCTV system's installation documents, previous
maintenance records, and manufacturer’s guidelines.
 Equipment and Tools: Assemble necessary tools, cleaning supplies, and testing
equipment. Ensure personal protective equipment (PPE) is available for all
maintenance personnel.
 System Backup: Back up current system settings and recorded data, if applicable.

2. Visual Inspection and Cleaning

 Inspect for physical damage, corrosion, and tampering
 Ensure that all external ports, connectors, and indicators are intact and functioning
properly.
 Inspect the ventilation openings to ensure they are clear of dust, debris, or blockages
that could hinder airflow and cause overheating.
 Verify that the NVR is securely mounted in its designated location and that the
mounting hardware is stable and intact.
 Ensure that the NVR is receiving power from a stable and reliable power source, and
that the power supply is providing the correct voltage.
 Inspect the cooling fans and heat sinks to ensure they are clean, free of dust buildup,
and functioning properly.
3. Functional Testing
 Verify that all elements of the user interface (buttons, menus, etc.) are functional and
responsive.
 Test creating, changing and deleting user accounts.
 Test the playback functionality for live and recorded video streams.
 Test the addition, configuration, and removal of cameras
 Test recording initiation and scheduling.
 Test the generation and handling of alarms and events.
 Test if the system switches to backup in case of failures.
4. System Performance Check
 Evaluate the system’s ability to stream multiple video feeds simultaneously
 Monitor CPU, memory, and disk usage during different operations such as video
recording, playback, and transcoding.
 Test the system’s performance with varying numbers of cameras and concurrent
users.
 Test the speed of recording video footage and retrieving archived recordings.
5. Network and Connectivity
 Ensure all network connections are stable and secure
 Verify remote access functionality and confirm that live feeds can be viewed from
authorized devices

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VMS Preventive Maintenance Specification. APR 2024
 Check for any firmware updates for cameras and recording equipment and apply
them if necessary

6. Documentation and Reporting

 Log all maintenance activities, findings and corrective actions taken in the CCTV
Preventive Maintenance Form
 Report any immediate issues to relevant personnel and recommended solutions
 Schedule follow-up actions for any unresolved issues or parts needing replacement

7. Review and Feedback

 Discuss the maintenance outcomes with the security team to address any concerns
 Review the effectiveness of the current maintenance procedure and adjust as
needed
 Plan the next maintenance schedule based on the system’s performance and
environmental factors

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VMS Preventive Maintenance Specification. APR 2024
VMS Preventive Maintenance Report

General Information
Date of Maintenance Technician Name
Prev. Maintenance Date Next Maintenance Date

Equipment Details
NVR Model NVR Serial No.
Camera Model/s No. of Cameras Installed
HDD Capacity Retention time

Checks to be made Completed Pending due to Remarks

Pre-maintenance Preparations
Notifications issued
Documentation reviewed
Equipment and tools prepared
System backup completed
Visual Inspection and Cleaning
Inspect server racks for dust buildup
and cleanliness.
Check for any loose cables or
connections and secure them if
necessary.
Clean server room floors and surfaces
to remove dust and debris.
Exhaust Fan/Filter Cleaning
Functional Testing
1.User Authentication
Verify that user authentication
mechanisms (e.g.,
username/password) are working
correctly.
Test user login and logout functionality
with different user accounts.
2. Live Viewing
Access the live view interface and
ensure all connected cameras are
displayed.
Verify the quality and clarity of live
video streams from each camera.
3. Camera Control
Test camera control features such as
pan, tilt, zoom, and focus (if
supported).
Verify that camera presets (if
available) can be saved and recalled.
4. Recording and Playback

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VMS Preventive Maintenance Specification. APR 2024
Initiate recording and verify that
footage is being captured from all
cameras.
Test playback functionality to ensure
recorded footage can be accessed and
viewed.
Verify that recorded footage can be
exported or downloaded for archival
purposes.
5. Motion and Detection Alerts
Configure motion detection settings
for selected cameras.
Test motion detection functionality
and verify that alerts are triggered as
expected.

6. Remote Access
Can access VMS Remotely
Verify that live viewing, playback, and
configuration settings are accessible
remotely.
Test remote monitoring functionality
over different network connections
(local network).
Integration with Other Systems
Review and adjust VMS settings such
as video resolution, frame rate, and
recording mode.
Test scheduled recording settings to
ensure they activate and deactivate as
intended.
Database
Test database login credentials and
authentication.
Ensure that data stored in the
database is accurate and up-to-date.
Verify that camera metadata (e.g.,
resolution, frame rate) is accurately
retrieved from the database.
Verify that recorded footage is
properly stored and indexed in the
database.
System Performance
Recorded footage clarity
Time and date accuracy
Notification and alarm functionality
Storage capacity and health
Measure the network bandwidth
required for live video streaming from
multiple cameras
Verify that network bandwidth usage
remains within acceptable limits

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VMS Preventive Maintenance Specification. APR 2024
Network and Connectivity
Network stability
Remote access functionality
Firmware updates
Dashboard
Display a summary of the overall
health and status
Provide indicators for system
uptime, storage capacity, and
network connectivity.
Show live video feeds from
selected cameras in real-time.
Allow users to switch between
different camera views or layouts.
Display alerts and notifications
for events such as motion
detection, camera tampering, or
system errors.
Indicate the current recording
status for each camera (e.g.,
recording, idle, offline).

Documentation and Reporting

Maintenance activities logged
Issues reported and actions taken
Follow-up actions scheduled
Review and Feedback
Outcomes discussed with Security
team
Procedure effectiveness reviewed
Next maintenance scheduled

Technician’s Comments

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VMS Preventive Maintenance Specification. APR 2024