1.0 PURPOSE:
1.1 The purpose of this policy is to provide guidelines regarding the use of cameras and the management of the associated video recordings within all Department of Health Services (DHS) facilities.
1.2 This policy also outlines when and how security cameras are to be installed, how video is to recorded and stored, and the conditions under which stored video can be viewed, retrieved, and copied.
2.0 DEFINITION(S):
2.1 CCTV - Closed Circuit Television
2.2 Public Areas - Facility entrances and exits; elevators and fire escapes; entrances to restricted areas; hallways and lobbies; waiting areas (except those behind locked doors); parking structures
2.3 Security Video - All images captured by security cameras and kept on the security camera server
3.0 POLICY:
3.1 The purpose of security surveillance cameras is to assist in protecting the safety of patients, staff, visitors and property/assets of the facility. The primary use of surveillance cameras is to record images for future identification of individuals in the event of law or DHS/facility policy violations.
3.2 Appropriate signage (see attached) must be installed to provide notice of the use of surveillance cameras and enhance the crime prevention value of the cameras. Signage should be posted in facility lobbies, at all external facility entrances and in facility areas where cameras are installed and/or video is being captured. If facility wishes to post in only one place, signage is to be installed at all external facility entrances. Signage must be in both English and Spanish.
3.3 Video monitoring for security purposes will be conducted in a professional, ethical, and legal manner. Monitoring individuals based on race, gender, sexual orientation, disability or other protected classification is prohibited.
3.4 Security surveillance cameras may be installed in public areas where the security of patients, staff, visitors, and property/assets would be enhanced. This includes both indoor and outdoor areas.
3.5 Security cameras may be located within a protective case but must be visible to patients, visitors and staff. Hidden cameras are prohibited.
3.6 Security cameras will not be installed in areas in which patients, staff and visitors have a reasonable expectation of, and a right to, physical privacy, such as exam or patient rooms, bathrooms, or dressing rooms.
3.7 Video made by security cameras will be retained for at least a 30-day period from the date and time originally recorded. Video is to be stored in a locked and secure location under the protection of the IT manager, facilities manager, security manager, or LASD Dispatch Center.
3.8 The facility COO or designee and/or facility IT manager will approve all requests for video viewing, retrieval and extraction.
3.9 If the video is required to be stored more than the recommended time, then the person designated in Section 3.8 will coordinate with their facility IT to store the video into a secured DHS share drive.
4.0 PROCEDURE: Security Camera Assessment:
4.1 All requests for installing security surveillance cameras should be submitted to the facilities manager, which, in concert with the Sheriff's Department and/or Security Manager, will assess the need for the security camera and appropriateness of camera placement. This assessment and recommendation will be provided to the facility COO for review and approval.
Operations:
4.2 The facilities manager and facility IT at each facility will oversee the operation and maintenance of the cameras, network/infrastructure, software and hardware installations.
4.3 The facility COO or designee will have access to all video and surveillance camera data. Video will only be reviewed on approval by the facility COO or designee for purposes other than routine maintenance and/or repair which activities are exempt from this rule.
4.4 Video may be subject to a request from law enforcement or the DHS Security Director to be placed on hold and will not be purged until so advised by the requestor even when a hold exceeds the 30-day period specified in Section 3.7 above.
4.5 Upon expiration of the 30-day period, all video will be destroyed except video that is placed on hold or is being used as part of an ongoing investigation. Alteration of any video is strictly prohibited.
4.6 Authorized video monitoring will be used exclusively for safety, security, property/asset protection and risk management in compliance with DHS and/or facility policies. Video may also be used for legal purposes, including law enforcement purposes. Should authorized monitoring of video reveal activity the violates the law and/or DHS/facility policy, an investigation will be initiated by facility COO or LASD.
4.7 Any person who tampers with or destroys security equipment, including cameras and/or video, may be subject to criminal prosecution and/or disciplinary action.
Video Retrieval and Viewing:
4.8 A request to view video must be specific, including (if known) the date, time and camera locations. The attached Security Camera Viewing Request Form is to be completed by authorized staff who is seeking access and given to facility COO/designee for approval. Only authorized staff in accordance with Section 3.8 will be permitted to request video retrieval and viewing. Requests are exempt for LASD staff.
4.9 Once approved by the facility COO or designee, the COO or designee will schedule a review and retrieval of the video which shall be supervised by COO or designee or handled by LASD Dispatch when applicable.
Video Copying:
4.10 Any person authorized to view video in accordance with Section 3.8 may request copying. Only the COO, facility security, facility IT or COO designee will be permitted to copy.
4.11 If there is a "chain of custody" requirement involved with the video copying, that requirement must be noted on the Security Camera Viewing Request Form. The video will be copied by the person designated in Section 3.8 and given to risk management for review. Risk management will proved recommendations and actions to the COO for review prior to release.
4.12 Video will only be copied to a USB, compact disc, or other comparable medium provided by the requestor.
4.13 Video cannot be stored in an external storage drive or emailed without encryption. Facilities will consult with their IT department in storing video in a secured share drive.
5.0 MONITORING MECHANISM AND ACCOUNTABILITY:
5.1 The COO or designee is responsible for ensuring that this Policy & Procedure is followed and for taking timely action with any request for Security Camera Viewing Request Form to ensure preservation of the video.
6.0 ATTACHMENTS/FORMS:
DHS Security Camera Viewing Request Form
Sample Signage
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