1. Purpose
The purpose of this policy is to define the acceptable installation and use of electronic door locks and the data collected by these systems at the University.
2. Policy
Electronic door locks may be installed on building entrances and/or individual offices and spaces within the buildings for the following reasons:
- to assist in efforts to control access to University facilities by faculty, staff, and students and others who use University facilities;
- to assist with efforts to protect University people, property and the property of others;
- to deter crime and violations of University policies, such as the Business Code of Conduct and the Student Code of Conduct; and
- to increase the likelihood that persons who commit crimes or breach University policies are identified.
The electronic door lock systems will record data regarding the key used to access the door and the time that door was accessed.
Data collected by the electronic door lock systems will not be used or disclosed for purposes other than those described in this policy, except as required by law.
3. Responsibilities
The Director of Administrative Services, or their designate, in consultation with Computing Services is responsible for:
a) selecting the electronic door lock hardware and software;
b) installing the door locks;
c) for the day-to-day operation and maintenance of the electronic door lock system.
Computing Services is responsible for storing the door lock data collected by the electronic door lock system.
Both Computing Services and Facilities Management are responsible for preventing unauthorized access to the electronic door lock system and door lock data.
The Vice-President Finance and Administration is responsible for:
a) Authorizing the installation of electronic door locks;
b) Consulting with the Deans and Directors who must be consulted before these door locks are installed;
c) Authorizing the retention of stored door data beyond 30 days;
d) Access to information requests by individuals whose images have been recorded by the video security cameras and authorizing the release of such information to the individual if required;
e) Authorizing the release of stored door data to law enforcement authorities for the purposes of criminal investigations and/or other investigations as deemed necessary to assist with the enforcement of university policies except when investigations concern the conduct of students.
The Vice-President International and Student Affairs is responsible for authorizing the release of stored door data to law enforcement authorities for the purposes of criminal investigations, or other investigations as deemed necessary to assist with the enforcement of university policies when investigations concern the conduct of students.
4. Access to Door Data
Facilities Management will only permit access to stored door data to the following:
- Facilities Management staff who require access for that Department to meet its responsibilities under this policy, and
- to those who are granted such access by the Vice-President, Finance and Administration.
Access to the electronic door lock system and stored door data is limited to the specific purposes outlined in Section 2 of this policy and access will not be permitted for any other purpose.
No person who has access to stored door data will use that access for any purpose other than the purpose for which the electronic door locks were installed, or the specific reason for which they have been given access.
The implementation of this Policy will be done in accordance with the N.B. Right to Information and Protection of Privacy Act. Individuals who have been assigned a key with an identifying number for the electronic door lock system may request access to that information by making an access to information request to the Vice-President Finance and Administration. The Vice-President Finance and Administration is responsible for receiving access to information requests and making a decision regarding such access to information requests within two weeks.
Access to stored door data will be tracked by the electronic door lock system.
5. Storage and Retention
All door data will be stored for a minimum of 7 days and a maximum of 30 days unless storage for a longer period is authorized by the Vice-President Finance and Administration for the purposes of an investigation or proceedings related thereto, in which cases the images will be retained for as long as is necessary for such purposes.
Servers and stored door data will be located in a room where access is restricted to authorized staff. Any unauthorized access to that room is prohibited.
All door data shall be destroyed by Computing Services once the period for which it has been authorized to be stored has expired.
6. Review
This policy will be reviewed and either amended or confirmed at least every three years.