“Easy-to-use” is a key objective 100% of the time in an interview recording system. Time and resources are scarce, so it’s critical to have system that just works and requires little to no training.
As you evaluate interview room recording systems, how do you identify ease of use?
Below is a list of 10 verifiable characteristics that prove whether an interview recording system is easy-to-use.
Ease of use begins before your interview recording system is installed. Look for a vendor who can provide you with all the required components of your solution: cameras, software, audio equipment, installation services, and ongoing support. One vendor for the entire project simplifies the purchasing process from procurement to risk assessment to scheduling implementation. It also simplifies the lifecycle of the system when you have one point of contact for any issues, be they hardware or software related.
Questions to ask vendors:
The first step towards ease of use is a system that works as expected, when expected. A simple architecture means a more reliable interview recording system because it uses minimal hardware, which reduces potential points of failure. The foundations of a stable interview recording system are cameras, audio equipment, and the software, with perhaps accessories, like a start/stop button, as a fourth component.
Questions to ask vendors:
One way to evidence ease of use, is how much training is required prior to implementation. Ask vendor’s references about how long it took their officers to learn to use their system. It’s reasonable to expect end users and administrators to learn how to use an interview recording system in less than an hour.
Questions to ask vendors:
An easy-to-use system offers workflow options, from starting the recording via the software, to using an accessory like a start/stop button. Even better if it supports combining the two options for an optimized workflow in which the officer can prepare the video indexing information via the software from their desk, and then walk down to the interview room to initiate the recording on-demand with a start/stop button mounted outside the interview room.
Questions to ask vendors:
Software user permissions are not just for role-based access control. User permissions also ensure your officers only navigate the features they need to perform their job, and don’t have to waste time sifting through unneeded tools or digging through information unrelated to their responsibilities. For example, an officer may only see videos they are the author of, or that have been shared with them, so they don’t have to search through videos unrelated to their investigations.
Questions to ask vendors:
In addition to a user interface that adjusts to reflect a user’s permissions, a user interface that uses words specific to your department’s environment also contributes to ease of use. For example, naming rooms in the software the same names your department already uses daily for the interview rooms. This makes it easy for officers to quickly select the room or rooms they want to observe via the software, or to initiate a recording.
In addition to configuring room names, an easy-to-use software allows you to customize the field names used to index video files and add notes to a video, so you can use language familiar to your department. Video indexing templates should simplify data entry with standardized fields like drop-down dictionaries, multi-select fields, or even pre-populated fields.
When an interview is ended the video file should be immediately available for review and export in the software. An easy-to-use software supports multiple methods of searching for and sorting videos. For example, search by date range, keyword (video index data or notes added to the video), and sort by recording name, room, author, and duration. Extra easy if the system also supports automatically grouping videos based on key criteria like case number, investigator name(s), or case type.
An easy-to-use software supports video playback within the software itself and does not require additional add-ons or plugins. Multiple cameras recorded as part of one video file should playback synchronized as one and allow for the option to view one camera view at a time. During playback, annotations or note adding tools facilitate jumping to key points in a video, so officers don’t have to scroll through hours of interview to find the segment of video they need.
In addition to being able to review videos in the software, when you need to export videos, they should export in a non-proprietary format, such as .mp4 or .mov, for play back in any standard video player. A non-proprietary file format ensures when the video is exported from the system to a USB or CD as physical evidence, it can be played back with ease, such as in a courtroom, and not restricted to review in the software in which it was originally recorded.
Questions to ask vendors:
After implementation and adoption of a system, ease of use carries on into maintenance of the system. Maintenance includes technical support, software updates, and hardware warranty. Easy-to-use in terms of technical support looks like a service provider who has hours of support and means of communication compatible with your department’s preferences. Software updates should be included in the cost of support and applied with minimal downtime. And it’s reasonable to expect a warranty of three to five years for audio/video equipment.
Questions to ask vendors:
We go more in depth on the benefits a reputable vendor brings to the table, in out checklist, Beyond the Technology: Why Service Is the Foundation of a Successful A/V Capture Solution. In this we discuss the 10 service offerings you should expect from your A/V provider.
An easy-to-use interview recording system is identifiable by its features and by the way it’s implemented, adopted, and maintained. If you’re ready to begin your evaluation process with these ten characteristics and questions for vendors in-hand, contact us.