Video Surveillance Policy

Policy Statement

The purpose of the Video Surveillance Policy is to establish guidelines for using video surveillance cameras on any property and/or in any building owned or operated by the Fort Erie Public Library Board (FEPLB).

Legal Standards & References

• Guidelines for Using Video Surveillance Cameras in Public Places issued by the Information and Privacy Commissioner/Ontario, October 2001.
• Ontario Municipal Freedom of Information and Protection of Privacy Act
• Privacy & Protection of Personal Information Policy

Purpose

• The FEPL Board reserves the right to utilize video surveillance equipment to promote the safety of patrons, staff and the community. This equipment also helps to protect FEPL’s property against theft or vandalism and can assist in identifying intruders and persons breaking the law. In the event of a reported or observed incident, the review of recorded information may be used to assist in the investigation of the incident.
• FEPL will endeavour to ensure that the proposed design and operation of the video surveillance system minimizes privacy intrusion to that which is absolutely necessary to achieve its required, lawful goals.

Procedure

FEPL will maintain control of and responsibility for the video surveillance system at all times.

1. Staff and service providers are expected to review and comply with the policy and relevant legal statutes in performing any duties and functions that are related to the operation of the video surveillance program.
2. The CEO and Systems Administrator are authorized to operate the systems.

Design, Installation and Operation of Video Surveillance Equipment

1. Equipment shall be installed in such a way that it only monitors those spaces that have been identified as requiring video surveillance. Cameras should not be directed to look through the windows of adjacent buildings.
2. Clearly visible signage, identifying the use of video surveillance cameras, must be prominently displayed at the entrances and wherever else cameras are installed. The wording of the building signage shall be as follows: “This area is monitored by video surveillance cameras. For further information contact the CEO at 905-871-2546.
3. Reception equipment should be in a strictly controlled area. Only personnel authorized by the CEO or Systems Administrator should have access to the controlled access area and the recording equipment. Video monitors should not be in a position that enables public viewing.
4. FEPL shall endeavour to ensure that the proposed design and operation of the video surveillance system minimizes privacy intrusion to that which is absolutely necessary to achieve its required, lawful goals.

Access of Records

1. Only the CEO and Systems Administrator and delegated alternates (designated by name and position) may review the information. Circumstances which would warrant review will normally be limited to an incident that has been reported or observed or to investigate a potential or real crime. Real-time viewing of monitors may be delegated by the CEO or Systems Administrator to a limited number of individuals.
2. Requests for access to information obtained by way of the FEPL’s video surveillance system by external law enforcement agencies must be authorized by the CEO.

Use of Records

1. Any information obtained through the video surveillance systems may only be used for the purposes set out in the policy and must relate to the protection of staff and the public, or it must assist in the detection and deterrence of criminal activity and vandalism. Information should not be retained or used for any other purposes other than those described in the policy.

Retention, Security and Disposal of Records

1. FEPL shall store and retain storage media for evidentiary purposes according to standard procedures and guidelines until the law enforcement authorities request them. A release form will be completed before any storage media is disclosed to appropriate authorities. The form will indicate who took the media, under what authorities, date this occurred and if it will be returned or destroyed after use.
2. When recorded information has been viewed for law enforcement, branch or public safety purposes the retention period shall be one (1) year from the date of viewing. Section 5 of Ontario Regulation 823 under Ontario Municipal Freedom of Information and Protection of Privacy Act requires that personal information that has been used must be retained for one (1) year.
3. The Retention period for information that has not been viewed for law enforcement, FEPL or public safety purposes shall be approximately sixty (60) days, as determined by the default system.
4. The CEO will respond to any inadvertent disclosures of personal Information. Any breach of the Ontario Municipal Freedom of Information and Protection of Privacy Act shall be reported to the CEO.

Reviewing and Evaluating the Use of Video Surveillance System

1. Staff and service providers should be aware that their activities are subject to review and that they may be called upon to justify their surveillance interest in any given incident or individual.
2. FEPL shall regularly review and evaluate its video surveillance program to ascertain whether it is still justified in accordance with the requirements set out in this document and other legislative requirements.