These Terms of Use have been approved by the Director, Campus Security and the University Counsel under section 3 of Policy SC16 (Video Cameras Policy).
1. Overview
1.1. System name: UBC Research Data Centre Camera System
1.2. System identifier: 65
1.3. Camera operator: UBC Campus Security, Vancouver Campus
1.4. Short description of system: This system consists of a camera outside of the Statistics Canada Office located in the Koerner Library. The office has 24-hour restricted access via the UBC Secure Access (UBCcard) system.
1.5. Approval Date: November 12, 2024
2. Rationale
2.1. The purpose/objective for installing these cameras: The camera is intended to provide forensic value to incident investigation, including breach of protocol for the Research Data Centre.
2.2. The necessity for the use of cameras in this area: The Research Data Centre at the University of British Columbia is part of the Canadian Research Data Centre Network (CRDCN). The office is required to maintain a high standard of security, in an effort to protect the confidentiality and security of Canadians’ information.
2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The doors to these spaces are kept locked at all times, and all users entering the premises must use a UBC Secure Access token (UBCcard) to enter the rooms. An alarm system is in place for times when the space is not in use. A camera is intended to supplement these existing measures.
3. Scope
3.1. Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The camera will be mounted outside of door 202 inside Koerner Library.
3.2. How many cameras will be installed: 1
3.3. Whose activities will be viewed by these cameras (e.g. public, employees, students): Only those with access to Koerner Library RM 202 and directly outside the door will be viewed by these cameras; this includes students, staff, and visitors.
3.4. What types of Camera Data will be captured (i.e. video, audio or both): Video only
3.5. Any special capabilities of the system (e.g. zoom, facial recognition or night vision features): None
4. Privacy
4.1. How the cameras have been positioned or configured to collect the minimum amount of personally identifiable information necessary to achieve the purpose of the collection: The camera will be positioned directly outside the room to only provide oversight of the entrance to the office. The camera will not be actively monitored and recorded camera data will only be viewed for incident investigation purposes.
4.2. How individuals will be notified that they are entering an area that is being monitored: Signage will be posted on the entry door and on the Office of the University Counsel website.
4.3. Whether and when the cameras will be monitored in real time: The cameras are not actively monitored.
4.4. Whether and when recording of Camera Data will occur: The Camera Data will be recorded continuously.
5. Security of Camera Data
5.1. The place where Camera Data will be received and/or monitored: Vancouver Campus Security Office, 2133 East Mall.
5.2. Arrangements in place to protect against unauthorized viewing of the Camera Data: Only specific computers assigned to individuals authorized by UBC Campus Security Administrators are granted access to camera imagery. The Video Management Software and cameras are password protected.
5.3. How and where any recorded Camera Data will be stored: If no incidents have occurred, recorded data will be stored for 30 days by UBC Campus Security on UBC-based secure servers.
5.4. The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by UBC Campus Security. Recorded images will only be viewed and/or extracted in response to incident investigation.
5.5. Technical and physical security arrangements in place to protect against unauthorized access or disclosure of any recorded Camera Data: Recorded images are password protected and accessed only through specific machines in the Campus Security office area. Servers are located in University datacentres, which are protected in accordance with Information Security Standard #18 (Physical Security of UBC Datacentres).
5.6. The protocol for logging access, use and disposal of any recorded Camera Data: The Video Management Software used by the Camera Operator audits all usage. The software deletes recorded images automatically after 30 days.
6. Legal Authority for Use of Camera System
6.1. Authority under FIPPA: The University is authorized to collect personal information using this Camera System under section 26(c) of the British Columbia Freedom of Information and Protection of Privacy Act (“FIPPA”), i.e. the information relates directly to and is necessary for a program or activity of the University. The University is authorized to use this personal information under section 32(a) of the FIPPA, i.e. for one of the purposes set out in Policy SC16, or for a use consistent with one of those purposes.
6.2. Other legal authority: n/a
7. Who to Contact for More Information
7.1. Title: Director, Campus Security
7.2. Mailing address: 2133 East Mall, Vancouver BC, V6T 1Z4
7.3. Telephone number: 604 822-2222
7.4. Email address: campus.security@ubc.ca