Standard Operating Procedures for Accessing Security Video Surveillance Footage

Purpose

These procedures are to be used in conjunction with the ESDC Policy on Security Video Surveillance Systems (SVSS) and are designed to ensure that all requests to access, view and use SVSS video footage are done in accordance with the established policy and appropriate approvals.

Security Video Surveillance Systems

The Security Video Surveillance Systems is a security control measure implemented for the protection, detection and response of unauthorized access to departmental premises, information holdings, and assets as well as for the safeguarding of employees, clients and visitors within ESDC occupied sites or those surrounding areas where ESDC is a tenant.

Permitted Use of SVSS footage

The access, use and viewing of SVSS  footage must only be used in investigating incidents related to security and is not used for any administrative purposes such as, but not limited to, act as a means/tool to monitor/record an employee's day-to-day activities for possible disciplinary and or other non-security related measures.

Process to Request Access to SVSS footage

Requests to access, use and view SVSS footage may be required by law enforcement or by Departmental Security officials to investigate possible security incidents or issues.

Official Request Form

Requests must be sent to the Regional Security Office (RSO) using the Request for Video Monitoring Data Review form (PDF, 119 KB) (ADM5092) (opens a new window).

Privacy Management Division (PMD)

Because the recordings may hold images of individuals, to which these are considered personal information, the RSO must seek approval from PMD by email at nc-pmd-dgprp-imld-gidl-gd@hrsdc-rhdcc.gc.ca, prior to providing authorization to management.

  • Requests from Law Enforcement Agencies
    • Requests for viewing must be sent in writing to site management and include the reason for the request and the approximate dates and times of when the event possibly occurred. Site management must then forward the request in writing to the RSO.
    • The RSO will review the request for relevancy and forward it to PMD for their review and approval. The RSO will then notify site management of PMDs written decision and the RSOs approval to either release or not to release the video recording to law enforcement agencies.
  • Requests from others, including other Government Departments (OGDs)
    • Any other requests received by the RSO must go directly to the Chief Security Officer (CSO) for first review.

(**Important Note: Viewing of any footage by others, including the RSO, PMD, or site employees/site management, is not permitted before and/or until approved by the CSO.)

Logs

All requests received, regardless of the originator, are to be tracked using a spreadsheet for the log. The log must capture any/all requests received, regardless if a request has been approved for release or not.

The log must include the date of the request; the requestor's information; the site address of the proposed event; what exact footage segment that is being requested, including the date and time; and the reason for the request. The RSO is to maintain the log and provide a copy to the CSO of all requests received including any updates that have occurred.