When to use this checklist
Use it when a resident, owner, vendor, insurer, police officer, attorney, delivery carrier, or internal team member asks whether footage exists, asks for a copy, wants a time window checked, or needs a resident-safe status update after a building incident.
- Separate simple intake from privacy, subpoena, law-enforcement, insurance, liability, discipline, lease-enforcement, and access-control decisions.
- Capture the exact requested time window, location, incident description, requester identity/authority, and source log before anyone drafts a promise.
- Do not promise footage exists, will be retained, will be released, proves fault, shows a person, or confirms a claim until an authorized reviewer verifies it.
- Create a safe acknowledgement with next owner, review channel, due time, and STOP AUTOMATION rules.
Copy/paste camera-footage request triage card
Security camera / footage request triage card
Property / building / unit: [address / building / unit]
Requester: [resident / owner / vendor / police / insurer / attorney / staff / other]
Requester contact and authority source: [resident portal / official email / badge/case number / claim number / unknown]
Incident type: [package / vehicle / injury / property damage / access issue / noise / safety / lease issue / other]
Requested location: [lobby / gate / hallway / package room / parking / elevator / exterior / other]
Requested time window: [date, start time, end time, timezone]
Source systems to check: [camera system / access-control log / package locker log / work order / resident message / police report / claim record]
Retention deadline or risk: [known / unknown]
Can staff confirm existence of footage? [yes/no/needs reviewer]
Can footage or screenshots be released? [yes/no/needs manager/legal/law-enforcement/privacy review]
Approved reviewer: [property manager / compliance / legal / ownership / security vendor]
Resident-safe status update due: [date/time]
STOP AUTOMATION if the request involves police/law enforcement, subpoenas, attorneys, insurance claims, alleged crime, injury, minors, domestic/conflict situations, privacy-sensitive footage, lease enforcement, discrimination/fair-housing concerns, employee/vendor discipline, or any release/retention promise.
Resident-safe acknowledgement templates
1. Intake received, review pending
Hi [Name], thanks for sending the details for [location/time]. We have logged the request and will route it to the approved reviewer before confirming whether any footage or access-log information can be checked or shared. We do not want to guess about availability, retention, release rules, or incident conclusions.
2. Need a narrower time window
Hi [Name], to route this correctly, could you send the approximate date, time window, location, and a short description of what you are asking us to review? Once we have that, we can send it through the approved property-management review path.
3. Sensitive request routed to manager
Hi [Name], this request may involve privacy-sensitive records or an official review process, so we have escalated it to [manager/team]. We will follow up by [time/date] with the verified next step through the approved channel.
AI review prompt
You are helping a property-management team triage a security-camera footage or access-log request. Use only verified facts. Do not invent whether footage exists, what it shows, whether it can be released, retention deadlines, legal obligations, insurance outcomes, fault, identity, discipline, lease enforcement, or police/legal conclusions. If a required fact is missing or the request is sensitive, output NEEDS MANAGER/LEGAL REVIEW.
Verified facts:
[property/building/unit]
[requester and authority source]
[incident summary]
[location]
[time window]
[source systems checked]
[retention risk]
[approved reviewer]
[approved public wording]
Create: (1) internal triage summary, (2) missing facts, (3) review/escalation bucket, (4) resident-safe acknowledgement under 120 words, and (5) CRM/property-management note.
Human-review stop rules
- STOP AUTOMATION before confirming footage exists, describing what footage shows, releasing screenshots/video, promising retention, or drawing conclusions about fault, identity, criminal activity, insurance coverage, lease enforcement, or liability.
- NEEDS MANAGER/LEGAL REVIEW for law-enforcement, subpoena, attorney, insurer, injury, alleged-crime, harassment, discrimination, minors, domestic/conflict, or privacy-sensitive requests.
- Do not paste video files, screenshots, access logs, resident names, claim records, police details, or private incident notes into public AI tools.
- Keep footage requests, retention decisions, and release approvals inside approved property-management, security, or legal workflows.
This is a practical free resource from Horizon Flow. The paid Local Lead Rescue System expands the same approach into lead capture, response, qualification, follow-up, quote recovery, resident issue triage, and safe CRM handoff workflows.