B.1.05. Video Surveillance Policy

POLICY

Purpose

Video surveillance is an integral part of security operations on DSB properties and is used in order to decrease the likelihood of inappropriate behaviour.
 

Objective

The video surveillance systems are intended to:

• Discourage unlawful or anti-social behavior of individuals on DSB premises;
• Facilitate a safe and secure environment
• Support an immediate response to an observed or reported incident.
   

PROCEDURE

The video surveillance systems will be located

• DSB reception areas
• Parking lots
• Selected public areas on DSB properties

The information collected by these systems may be used to:

• Identify witnesses and offenders;
• Apprehend and prosecute offenders; or
• Provide evidence in a disciplinary hearing or criminal prosecution.

NOTE: Given the limitations of what the surveillance system can monitor at any single point in time, individuals should not rely on the system to provide complete or absolute safety. The video surveillance system is just one security device employed by DSB to promote a safe and secure environment.

Authorized Personnel

The Information Systems staff will be responsible for operation and insuring secure access to the storage devices.

DSB staff authorized to view or review video surveillance will be determined by the Director, exceptions to be made by the CAO.

Timing

The equipment used operates 24/7 .

Signage

A notification sign is in every location where video surveillance is in effect. The signs will be in clear public view at the normal point(s) of entrance to the location.

Management of Recorded Information

The video surveillance data will be retained for a period of no longer than 30 days. 

Recorded images from the video surveillance system are confidential information and will be stored accordingly. Authorized employees will access the recorded images only if there is a security-based reason, such as, reported or suspected criminal activity, vandalism, or misuse of corporate assets and/or property.

The recorded images will only be used:

• For a security or law enforcement purpose; or
• for a legal proceeding; or
• for the provision of evidence in support of any inquiry or prosecution associated with criminal and/or anti-social activity on DSB property or the misuse of DSB space or equipment;
• for investigation of tenant complaints and;
• for Landlord and Tenant Board evidence purposes

The recorded images may be disclosed to any of the following for purposes described above:

• decision making authorities
• Manitoulin-Sudbury DSB management
• law enforcement agencies
• the Crown

Internal requests to view DSB video surveillance must be directed to the appropriate department manager who will determine the need to view or release such information in consultation with the Director.

Third-Party requests for access to the recorded images must be submitted in writing to the Director. The disclosure will be approved only if the applicant demonstrates a legitimate right of access to the information and commits to using the information only for a law enforcement purpose. Disclosure will be documented and will include the name of the individual to whom the information is disclosed, reason for disclosure, as well as the date and time of access, removal, or copying.

Immediate access to recorded surveillance by law enforcement agencies may be permitted under the authority of the Program Director, or designate if the information is time sensitive. These incidents should be documented as per above and immediately reported to the CAO. Additional follow-up by the Program Director/CAO may be required.

Breach of Policy

Employees will be subject to discipline if they breach the policy or the provisions of the relevant legislation.