Terms of Use – Electronic Key Lockbox Camera System

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: Electronic Key Lockbox Camera System

1.2.  System identifier: 43

1.3.  System operator: Campus Security, Vancouver Campus

1.4.  Short description of system: This system consists of cameras installed at various electronic key lockbox locations around campus that house physical University keys for buildings and other assets.

1.5.  Approval Date: March 1, 2019

1.6.  Last Revision Date: May 20, 2020

2. Rationale

2.1.  The purpose/objective for installing these cameras: The cameras are intended to provide forensic value to lockbox activity and incident investigation. The cameras system aims to enhance key security and further the strategy to protect University assets.

2.2.  The necessity for the use of cameras in this area: Lockboxes contain keys to assets which are of high value. Replacing these keys would be expensive and disruptive. Theft or misuse of keys is a significant concern. Even though safes as securely constructed and fastened to the wall, they are still vulnerable. Cameras may provide a level of deterrence to any potential tampering or intrusion into the units, and will provide video evidence to assist potential investigations.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Electronic lockboxes have been located in non-public areas or spaces behind card readers to limit accessibly. Key removal requires access privileges from authorized UBC administrators before users can acquire keys from the lockbox. Safes are constructed out of hardened steel and securely fastened to the wall. Cameras are 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: Cameras are to be mounted on the wall or ceiling spaces immediately in front of the lockbox location with a view limited to only capture the asset and whomever is interacting with the lockbox.

3.2.  How many cameras will be installed: 25

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): Members of staff, students, and all others authorized to use a lockbox or anyone passing through the area of the lockbox may all be potentially viewed with 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. 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 cameras have been positioned so that they can only view activity within the building interior and immediate areas around entry points. The cameras are not actively monitored (except in emergencies) 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 placed near the lockbox location advising that a camera is in use in that area. In addition, public notification will be provided through the University’s website.

4.3.  Whether and when the cameras will be monitored in real time: The cameras are not actively monitored, except during an emergency.

4.4.  Whether and when recording of Camera Data will occur: The Camera Data will be recorded based on motion activation.

5. Security of Camera Data

5.1.  The place where Camera Data will be received and/or monitored: In the event of an emergency, cameras will be viewable from at the 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 authorized individuals authorized by Campus Security 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: Camera Data is recorded and archived on UBC servers, which are located in secure UBC datacentres.

5.4.  The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by individuals authorized by Campus Security. Recorded images would 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.

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 the authority of 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 the authority of section 32(a) of the British Columbia Freedom of Information and Protection of Privacy Act (“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