Security Camera Use in the Library

Approved: 12/05/2022, updated 5/21/2024
Policy owner: Deputy Director / Executive Management Team

Purpose

Multnomah County Library adheres to policies and practices that protect the rights and safety of library patrons; protect the rights and safety of staff members; and preserve and protect the library's materials, facilities and property. As one aspect of these efforts, Multnomah County Library properties may be equipped with digital security cameras.

The purpose of this policy is to establish guidelines for the placement and use of digital video cameras, video footage, and still images from video footage as well as the access and retrieval of recorded digital video footage and still images at Multnomah County Library locations.

Security Camera Locations

Security cameras will be used where needed to discourage violations of the library’s rules and to assist library staff in preventing the recurrence of any violations, and to support library safety, security, and facilities. Reasonable efforts will be made to safeguard the privacy of patrons and employees.

Use of cameras for safety, security, and facility purposes at the library is limited to locations where staff and patrons do not have a reasonable expectation of privacy. Examples include common areas of the library such as the grounds, entrances and interior hallways, near book and media collections, public seating, delivery areas and parking lots. Cameras will not be installed in areas where staff and public have a reasonable expectation of privacy, such as restrooms; nor are they positioned to identify a person’s reading, viewing or listening activities in the library. Cameras are not continuously monitored and therefore individuals should continue to take appropriate precautions for their safety and for the security of their personal property.

Access to Digital Images

Location administrators, regional managers and security personnel as well as the Executive Management Team and Library Facilities Team, and others designated by the Library Director’s Office are authorized to access the video records, both live and archived.

Authorized staff will have access to the real time monitors and feeds in order to monitor activity at the library for safety, security and facility purposes.
Authorized staff will have access to both live and archived video records in order to identify the person or persons responsible for library policy violations, and for other safety, security and facility purposes.
Authorized staff may save still images for reports documenting violations of library rules and policies or criminal activity, or other safety, security and facility purposes. Authorized staff may view and save footage for review by Security Manager, Security Review Team, and others as designated by the Library Director’s Office.

Use and Disclosure

Video records and still images may be used to identify a person or persons responsible for criminal activity or violations of the library’s rules or other library policies or to gather information related to other safety, security, and facilities issues.

Video records and still images may be shared by authorized staff with other library staff to identify individuals excluded from library property.
Video records and still images may be used by authorized staff for other safety, security, and facility purposes and may be shared with others designated by the Library Director’s Office.
Video records may be used to assist law enforcement agencies in accordance with applicable state and federal laws.
Only the Director of Libraries and their designees are authorized to release video records to law enforcement.
Video records shall not be used or disclosed other than as specifically authorized by this policy or applicable law.

The recorded video data and digital video recorder devices are considered confidential and secure to the extent allowed by law. Video records may contain personally identifiable information about an individual who has used any library service or borrowed any library materials (“patron information”), and that information will be accorded the same level of confidentiality and protection provided to library users by Oregon state law, Multnomah County Library policies, and the American Library Association policies on confidentiality and privacy.

Retention of Digital Images

Video records are considered a library security record and will be retained under the terms of the State Archives as described in Oregon Administrative Rule 166-150-0135(76). Recordings are kept for no longer than 30 days in accordance with the library’s records retention schedule, unless required as part of an ongoing investigation or litigation.

No one should assume that the presence of security cameras at Multnomah County Library facilities guarantees safety for persons or property at any time nor should they assume that all cameras will be actively monitored or functioning properly at all times. Rather, the use of video cameras is an additional tool in Multnomah County Library’s continuing efforts to maintain safe and secure facilities for patrons and staff.

Additional information for staff

Owner: Deputy Director / Executive Management Team
Policy last reviewed: December 2022, updated 5/21/24
Location of this policy: Daily Operations Manual
Link to public version of policy: not on public website

The policy establishes the use of security cameras in Multnomah County Library locations and who has access to and may share the video records. Information obtained through video cameras should be treated as confidential. Video recordings and still images shall not be used or disclosed other than as specifically authorized by this policy. Any unauthorized use of video records or potential privacy violations must be reported immediately to your direct manager. Any complaints or concerns from patrons about privacy with security cameras should be directed to location managers.

Authorized Staff

Only authorized staff may use the security camera system to access and share video records and image stills according to this policy. Authorized staff are:

Location Administrators
Regional Managers
Security personnel, including Location security personnel (LSLs), Safety Coordinators, Library Security Analyst, Library Security Manager, County Director of Workplace Security, Workplace Security Manager, Senior Security Analyst and Security Operations Center (SOC) contracted security officers
Library Facilities Team
Property Manager from Facilities & Property Management assigned to the Library
Executive Management Team
Staff who have received authorization from the Library Director

For authorization to access and share video records submit a request to the office of the Library Director.

Access to video records

Access to video records and the video monitoring system is limited by the following:

Executive Management Team, Library Security Manager, Library Security Analyst and any others that have received authorization from the Library Director: Can access, view, save and share video footage and still images from all locations with authorized staff and other library staff. Can also share video footage and still images from all locations with other parties with approval from the Library Director’s Office. This includes access for safety, security and facility purposes, including assessing access to buildings during inclement weather or documenting a staff or patron accident.
Library Facilities Team, County Director of Workplace Security, Workplace Security Manager, Senior Security Analyst, Property Manager from Facilities & Property Management assigned to the Library and any others that have received authorization from the Library Director: Can access, view, save and share video footage and still images from all locations with authorized staff and other library staff. This includes access for safety, security and facility purposes, including assessing access to buildings during inclement weather or documenting a staff or patron accident.
Security Operations Center (SOC) contracted security officers may access and view video footage, including active monitoring of video monitors, for safety, security and facility purposes.
Location Administrators, LSLs, Safety Coordinators, Regional Managers: Can access video records for their assigned location(s), and may assist location staff with accessing images for safety, security and facility purposes. They may access and share with library staff video records of other locations for critical incidents or when requested by authorized staff.
All other staff: Cannot access the video monitoring system or share video footage unless given permission by their supervisor and may only view video footage and still images that are shared directly with them from their direct supervisor or other authorized staff or have been made available in Security Incident Reports on the Library Commons. Staff may only actively monitor video monitors in workrooms for safety and security purposes.

Use/Disclosure of video records

Still images should only be created by authorized staff for the purpose of documenting a violation of law or any of the library’s rules or policies and for other safety, security, and facility purposes.
Requests from the general public, media, and law enforcement for video records, including still images, should be directed to the Director of Libraries. (see below for instructions on handling requests).
Cameras are not installed nor will they be used for the purposes of routinely monitoring staff. Video records may be accessed and used for evaluation of staff performance related to security incidents.
Except as allowed above for video monitors in workrooms, live monitoring of security cameras is limited to authorized staff for safety, security and safety purposes.

Unauthorized Access and/or Disclosure

A violation of this policy by a library employee may result in disciplinary action. Any library employee who becomes aware of any unauthorized access and disclosure of a video record and/or a potential privacy breach has a responsibility to immediately inform their direct manager of the violation or privacy breach.

Requests for access to video footage

A request to access video footage may be posed to staff at a public service location. Follow the guidelines provided in the links below.

For the general public, law enforcement and the press, follow the Request for Information policy
For requests from federal immigration officers, follow the Guidance for ICE visits