TCR-IT-014: Surveillance System Policy
Summary
Section titled “Summary”Governs the use, access, and storage of footage from TCR’s on-campus security cameras.
Why it exists
Section titled “Why it exists”Cameras protect students and staff and help resolve incidents and accusations, but unregulated surveillance creates its own privacy and legal exposure. This policy exists to keep camera use purposeful, transparent, and legally compliant under Colorado law, rather than open-ended.
Policy
Section titled “Policy”Camera use
Section titled “Camera use”Installed in administrative offices, classrooms, walkways, common areas, and other areas as needed for security, never in areas with a reasonable expectation of privacy (e.g. restrooms). Purpose: protecting students/staff from incidents or accusations, monitoring unauthorized access to restricted areas, and general community safety.
Recording and monitoring
Section titled “Recording and monitoring”- Most cameras record continuously Monday-Saturday, 6am-7pm; outside that window, recording is motion-triggered.
- All outdoor cameras record 24/7.
- Recordings are only accessed when needed to investigate a specific incident or accusation.
- Authorized personnel may monitor cameras in real time to respond to security events.
Access to footage
Section titled “Access to footage”Only designated administrators and security staff have access to recorded footage; unauthorized access or distribution is prohibited. Requests for access outside authorized personnel must be approved by TCR’s executive leadership team, for legitimate purposes such as security investigations or legal requirements.
Data security and retention
Section titled “Data security and retention”Footage is stored on secure servers, accessible only to authorized personnel, protected with appropriate encryption and security measures. Retained for 30 days, then automatically deleted unless flagged for further investigation.
Privacy and confidentiality
Section titled “Privacy and confidentiality”Camera use is balanced against individual privacy rights; cameras are not used to monitor work performance or for any purpose beyond security. Footage is confidential and not shared outside authorized personnel except for legal, disciplinary, or investigative purposes.
Notification and transparency
Section titled “Notification and transparency”Visible signage is posted where cameras are in use. Staff and students are informed about camera installation and purpose via official communications from TCR Executive Leadership.
Compliance summary (Colorado law)
Section titled “Compliance summary (Colorado law)”- No recording in private areas (bathrooms, locker rooms, private offices) — illegal under Colorado privacy law (§18-7-801, C.R.S.).
- Transparency and signage required where cameras are installed.
- Retention and access: footage stored securely, access limited to authorized personnel, retained at least 30 days unless there’s a legal/security reason to keep it longer.
- Audio: Colorado is a one-party consent state for audio recording. TCR’s cameras do not currently record audio.
- Justification: camera installations must serve a legitimate, documented purpose.
Review
Section titled “Review”Reviewed annually by the Executive Leadership Team to ensure continued alignment with security needs and privacy protections.
References
Section titled “References”- Colorado Audio and Video Surveillance in Properties
- Colorado Privacy Act (CPA)
Digitized from TCR-IT-014 - Surveillance System Policy [Rev 1.0].docx; the original is kept under source/policies/ in this repo.