1.1. System name: Faculty of Dentistry Security Camera System
1.2. System identifier: 8
1.3. System operator: Campus Security, Vancouver Campus and Faculty of Dentistry
1.4. Short description of system: This system contains 8 digital cameras on the original system and 1 digital camera on the new system mounted throughout the Faculty of Dentistry.
1.5. Approval Date: August 8, 2016
1.6. Last Revision Date: October 1, 2020
2.1. The purpose/objective for installing these cameras: The camera system is intended to provide situational awareness, deter vandalism/theft, and provide forensic value to incident investigations at the UBC Faculty of Dentistry.
2.2. The necessity for the use of cameras in this area: The faculty of dentistry has experienced a series of break-ins and thefts. The cameras are in locations to discourage vandalism/theft. Given the scale and access of the facility, staff cannot be in every location at once. The installation of security cameras in the areas most prone to vandalism/thievery will assist in incident investigation and deterrence of thefts including patient records.
2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Security measures such as improving security of doors, installing alarm system in sensitive areas, educating faculty staff and to lock doors and not leave valuables unattended have had little success. The high volume of traffic necessitates additional monitoring in the event of an incident. The installation of recorded cameras that will only be viewed for situational awareness in areas of low staff traffic and during an emergency was determined to be the least intrusive method of ensuring coverage in each area.
3.1. Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The cameras focus on all entry\exit doors and a storage room of 2194 Health Sciences Mall, which is in the location indicated on the following map:
3.2. How many cameras will be installed: 9
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 with these cameras.
3.4. What types of Camera Data will be captured (i.e. video, audio or both): Video
3.5. Any special capabilities of the system (e.g. zoom, facial recognition or night vision features): No
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 in strategic areas to view activity only pertaining to the Faculty of Dentistry and focus only on areas of concern. Cameras may be monitored for situational awareness as well as emergency situations. 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 on entry points into the building and areas where the camera reasonably captures. 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 may be actively monitored by authorized persons for the purposes of observing real-time incidents. Active monitoring will only occur on a password protected computer at the Faculty of Dentistry and at Campus Security office. Camera data will not be recorded on this computer, only real time images will be observable.
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: The data of the original system is stored in a secure room and all data is stored on this server located at the Faculty of Dentistry, 2194 Health Science Mall. The data of the new system is on UBC servers, which are located in secure UBC datacenters and monitored by Campus Security.
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 of the original system is stored on the Digital Video Recorder which is located at the Faculty of Dentistry, in a secure room all data is stored on this server. The data of the new system is stored on UBC servers, which are located in secure UBC datacenters and monitored by Campus Security.
5.4. The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by individuals at the Faculty of Dentistry and 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 of 8 of the 9 cameras are password protected and accessed only through a specific computer in the Faculty of Dentistry. The remaining 1 camera is on servers that 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 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: Facility Manager – Ben Chan, Faculty of Dentistry
7.2. Mailing address: 344-2194 Health Sciences Mall, Vancouver BC V6T 1Z3
7.3. Telephone number: 604-822-7291
7.4. Email address: firstname.lastname@example.org