Terms of Use – Forest Sciences 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: Forest Sciences Camera System

1.2.  System identifier: 53

1.3.  Camera operator: Campus Security, Vancouver Campus

1.4.  Short description of system: The system consists of cameras installed at the UBC Centre for Advanced Wood Processing and the Forest Science Building at UBC Point Grey Campus.

1.5.  Approval Date: November 6, 2020

1.6.  Last Revision Date: March 10, 2021

2. Rationale

2.1.  The purpose/objective for installing these cameras: The camera system is intended to increase the level of safety of individuals, deter theft or damage to assets and property as well as forensic evidence in the event of incidents requiring investigation.

2.2.  The necessity for the use of cameras in this area: The Forestry Sciences Complex has an industrial workshop that contains chemicals and physical hazards that require strict safety procedures to be followed. Many areas of the Forestry Sciences Complex, including entrances, are not visible to operations staff and the camera will contribute to both safety and security of the facility. Previous incidents of unauthorized personnel gaining entry and thefts have occurred posing safety and security concerns.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Less privacy-intrusive measures have been employed and the camera system is part of a holistic safety and security strategy for the building which includes access card control, and intrusion alarm systems. Building and Research labs are locked down and some require access cards for entry, and exterior doors remain locked after the building closes, requiring visitors to be escorted during entry. Continuous staff monitoring of the areas is cost prohibitive. The installation of recorded cameras, that are not actively monitored except during an emergency, was determined to be the least intrusive and cost-effective method of ensuring coverage.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The cameras are located primarily in the interior of the building, overlooking primary access doors. There are also cameras located in the machine shops and exterior courtyard.

3.2.  How many cameras will be installed: 19

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): Employees, students, faculty, members of public, contractors

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): n/a

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 are positioned to cover only inside our shop, focused on high traffic areas and high use machines. Camera footage will only be reviewed if an incident occurs.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage will be posted on all entrances. 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 will be monitored.

4.4.  Whether and when recording of Camera Data will occur: The Camera Data will be recorded.

5. Security of Camera Data

5.1.  The place where Camera Data will be received and/or monitored: Cameras will be viewable at two separate locations: Vancouver Campus Security Office, 2133 East Mall & Forest Science Centre, 2424 Main 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 data centres.

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 an 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 data centres, which are protected in accordance with Information Security Standard #18 (Physical Security of UBC Data centres).

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 no more than 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