1.1. System name: Chemistry Department Camera System
1.2. System identifier: 15
1.3. Camera operator: CHEM IT
1.4. Short description of system: The system consists of cameras mounted in Chemistry teaching, research and operations areas. The camera only activates and records images when there is motion sensed in the specified area.
1.5. Approval Date: October 12, 2016
1.6. Last Revision Date: July 9, 2019
2.1. The purpose/objective for installing these cameras: The cameras are intended to prevent theft and to provide forensic evidence in the event of an incident.
2.2. The necessity for the use of cameras in this area: In response to a series of thefts in the Chemistry teaching and research labs, the Head of the Department and Administrator recommended installation of cameras in selected department areas, rooms and labs.
2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Doors are locked at all times and all users entering the premises have to use their keys or FOBs, depending on the type of lock used on the door. Door knob brackets have been installed on some of the doors. However, this has proved insufficient to prevent theft, which happens during the day and at night. Foot patrols have also not curbed theft incidents within the department. Alarms are in use, but since research facilities are made available 24 x 7 to the researchers, these alarms are often not armed.
3.1. Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The monitored areas are in the Chemistry department, which is located in the area shown on the following map:
3.2. How many cameras will be installed: Approximately 13
3.3. Whose activities will be viewed by these cameras (e.g. public, employees, students): Members of the public, employees, and students may all potentially be viewed by these cameras.
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
4.1. 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 cameras have been positioned facing the door and the instrumentations in the research lab. The cameras are not 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 is posted on the door.
4.3. Whether and when the cameras will be monitored in real time: The camera will only record video when it is activated. No one actively monitors the video feed.
4.4. Whether and when recording of Camera Data will occur: When the cameras are activated, the Camera Data will be recorded.
5. Security of Camera Data
5.1. The place where Camera Data will be received and/or monitored: Vancouver Campus, CHEMISTRY IT Office, D315, 2036 Main Mall
5.2. Arrangements in place to protect against unauthorized viewing of the Camera Data: Only authorized individuals approved by the Administrator 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: We only keep 3 months of recorded data, if no theft has occurred.
5.4. The protocol for accessing and viewing any recorded Camera Data: A request must come from the Lab Manager or the Chemistry Administrator.
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 unit managers’ machines in the Chemistry Department. The server is located in University CHEM IT office D315, which is locked down.
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. After no more than 30 days, the recorded videos are purged manually by running a script.
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: Chemistry Administrator
7.2. Mailing address: 2036 Main Mall, Vancouver, BC V6T 1Z1
7.3. Telephone number: 604.822.3266
7.4. Email address: firstname.lastname@example.org