Security Camera Policy

Security Camera Monitors and Records 

1. Staff at each location may be authorized to monitor real-time camera feeds as is reasonably necessary to implement this Policy. Every reasonable attempt will be made to ensure security camera monitors are not in a position that enables the public and/or unauthorized staff to view them. 
2. Only the Chief Librarian, Director of Finance & Facilities or other authorized delegates may review recorded information from the system. 
3. Security camera footage is not actively used to monitor members’ use of Library spaces or employee performance. Circumstances which warrant review will be limited to security incidents that have been reported, or in the investigation of a potential crime, or identifying individuals associated or potentially involved with a crime. Footage may also be used to assist in identifying or resolving property-related matters. Access will be limited to cases where review of camera footage may help to identify the cause of/or help resolve a problem. 
4. While security camera footage is not used to actively monitor employee performance, where warranted, camera footage may be reviewed and/or monitored for workplace investigation purposes such as policy violations, health and safety concerns, crime, and/or theft.  The aforementioned works in conjunction with the HPL’s Privacy Policy and Staff and Technology Use Policy which should be consulted together with the contents of this section. 
5. All storage devices will be located in a controlled-access area. Access to the storage devices will be limited to authorized personnel. Logs will be kept of all instances of access to, and use of, recorded material to enable a proper audit trail. 
6. The Library will take all reasonable efforts to ensure the security of records in its control/custody and ensure their safe and secure disposal.  
7. Security camera systems will be set-up to ensure regular recordings are cleared or overwritten on a regular basis.  Normally, systems will be set-up to maintain records for up to 30 days. In some cases system capacity may limit the time records are maintained. In the event that authorized staff need to remove information from the system (still images, video footage) for authorized reasons, the resulting record(s) will be maintained for at least one (1) year.  
8. When records are released to law enforcement officials, where possible, authorized staff will limit the release of information about individuals deemed not to be involved in the investigation. This includes, but is not limited to, zooming images in on suspects in question, obscuring identifiable features of other individuals and limiting the time frame of video coverage provided. 

1. The name of the Officer and badge number. 
2. Investigation number and reason for the request. 
3. The date and time of the original, recorded incident including the designated name/number of the applicable camera and DVR. 
4. The name of the authorized personnel at the time of the incident. 
5. The time and date the copy of the original record was sealed. 
6. The time and date the sealed record was provided to the requesting Officer. 
7. Whether the record will be returned or destroyed after use by the Law Enforcement Agency. 

Any Library employee who becomes aware of an unauthorized disclosure of a video record in contravention of this Policy, and/or a potential privacy breach has a responsibility to ensure that the Chief Librarian is immediately informed of the breach. 

The following actions will be taken immediately in accordance with HPL's procedures for managing a privacy breach:

• Upon confirmation of the existence of a privacy breach, the Chief Librarian or designate will notify the Information and Privacy Commission of Ontario (IPC). 
• HPL staff shall work constructively with the IPC staff to mitigate the extent of the privacy breach, and to review the adequacy of privacy protection with the existing Policy. 
• The Chief Librarian or designate in consultation with the Director of the department in which the breach of Policy occurred, shall investigate the cause of the disclosure with the goal of eliminating potential future occurrences.  
• The departmental Director shall inform the Chief Librarian, or designate, of events that have led up to the privacy breach. 
• The staff member shall work with the departmental Director and the Chief Librarian or designate to take all reasonable actions to recover the record and limit the record's disclosure.  
• The Chief Librarian, where required, shall notify affected parties whose personal information was inappropriately disclosed.  
• A breach of this Policy may result in disciplinary action up to and including dismissal. A breach of this Policy by service providers (contractors) to the Library, may result in termination of their contract.