security camera and video monitoring policy

Adopted by Spokane Public Library Board of Trustees on September 18, 2018; revised April 21, 2026.

PURPOSE: The purpose of this policy is to establish guidelines governing the placement, use, access, disclosure, and retention of surveillance monitoring system recordings at Spokane Public Library.

INTRODUCTION

Spokane Public Library is supported by the taxes of the people of Spokane who expect our facilities to be clean, comfortable, and safe places. In pursuit of this objective Library premises can be equipped with surveillance monitoring systems that may operate continuously as configured by the Library. The library’s surveillance system shall be used only for the protection and safety of customers, employees, assets, property, and to identify persons breaking the law or violating the library’s policies. Surveillance monitoring systems shall be implemented in a manner consistent with the Library’s commitment to intellectual freedom, equitable access, nondiscriminatory treatment, and all existing applicable laws and ordinances. Monitoring shall not be used to identify or restrict individuals based on protected characteristics or lawful use of library resources.

PROCEDURES

Monitoring System Locations

Reasonable efforts shall be made to safeguard the privacy of customers and employees. Systems may be installed in locations where staff and customers would not have an expectation of privacy. Examples include common areas of the Library such as entrances, near book and media collections, public seating, delivery areas and parking lots or garages. Systems will not be installed in areas where staff and public have a reasonable expectation of privacy, such as restrooms.  Cameras are positioned to monitor spaces for safety and security purposes and are not intended to monitor or record patrons’ use of library materials or lawful participation in library services. Surveillance monitoring shall not be used to monitor or record the content of materials accessed or lawful participation in library programs or services.

Access to Digital Images

Managers and Safety Team are authorized to monitor live and recorded surveillance systems for the purposes of maintaining situational awareness, preventing safety incidents, supporting staff response, and investigating criminal activity or policy violations. Authorized employees may ask other library staff to review recorded data in order to ascertain information related to a specific incident.

Such persons shall not violate any laws or other library policies relevant to these procedures in performing their duties and functions related to the monitoring system.

All access to archived surveillance data shall be documented, including the date of access, authorized employee, and purpose of review. Access logs shall be maintained in accordance with Library record retention requirements.

For purposes of this policy, disclosure of surveillance records includes the sharing, reproduction, or communication of information derived from surveillance recordings, including but not limited to video clips, still images, screen captures, recordings of recordings, written summaries, or verbal descriptions of identifiable individuals or events captured by the monitoring system.

Use/Disclosure of Records

• Records may be used by individuals authorized under this policy to identify the person or persons responsible for library policy violations, criminal activity on library property, or actions considered disruptive to normal library operations.
• Records may be shared with other authorized library staff when necessary to support incident review, policy enforcement, or internal investigations.
• Records may be shared with Union officials during the course of an internal investigation or disciplinary process, when required by applicable labor agreements or employment procedures.
• Surveillance recordings are the property of Spokane Public Library. External organizations, including partner organizations and law enforcement agencies, have no standing or routine right of access to surveillance recordings.
• Requests from external organizations for surveillance recordings must be submitted in writing and must identify the specific incident, date, time range, and purpose for the request.
• Disclosure of surveillance recordings to any external organization, including partner agencies or law enforcement, requires prior authorization by the Executive Director or their designated representative.
• When disclosure is authorized, only the portion of the recording necessary to address the specific incident shall be provided.
• The Library reserves the right to decline any request for surveillance recordings that does not meet the requirements of this policy or that would compromise patron privacy, intellectual freedom, or applicable confidentiality protections.
• Use and disclosure of records shall be applied consistently and equitably and shall not be based on an individual’s protected characteristics.
• Disclosure to law enforcement or partner organizations shall be documented, including the requesting agency, legal authority cited (if applicable), date of disclosure, and records provided. Requests that are denied shall also be documented.
• Records may contain personally identifiable information about an individual who has used any library service or borrowed any library materials and will be accorded the same level of confidentiality and protection provided to library users by the Policy on Confidentiality of Customer Information (Policy #10.2.2).
• All requests for monitoring system records by law enforcement will be referred to the Executive Director or their designated representative.

Records may contain personally identifiable information about an individual who has used any library service or borrowed any library materials, and will be accorded the same level of confidentiality and protection provided to library users by the “Policy on Confidentiality of Customer Information”.

Disclosure of surveillance recordings to any external organization, including partner agencies or law enforcement, requires prior authorization by the Executive Director or their designee.

General Public Requesting Access to Monitoring System Records

If the library receives a request from the general public to inspect monitoring system records, the requesting individual(s) should be advised of the following options:

• Requests from members of the public to inspect or obtain surveillance monitoring system records must be submitted through the City of Spokane’s Public Records Request process. The City prefers that requests be made through the City of Spokane online Public Records portal (GovQA).

Requests may also be submitted by email to [email protected] or by U.S. mail to:
Office of the City Clerk
808 W. Spokane Falls Blvd.
Spokane, WA 99201-3342

The City Clerk’s Office processes all public records requests in accordance with Washington State Public Records Act requirements. Library staff shall refer members of the public seeking surveillance monitoring system records to the City’s Public Records Request process and shall not independently release such records unless authorized under this policy.

• File a police report or complaint. The Library will cooperate with law enforcement officials to the best of its ability.

RETENTION OF DIGITAL CONTENT

Recordings shall be retained for no longer than thirty (30) days unless a written determination is made by the Executive Director or designee that retention is required for an ongoing investigation, litigation hold, or legally authorized purpose. Documentation of the reason and duration of extended retention shall be maintained.

OVERSIGHT AND COMPLIANCE

The Executive Director or designee shall be responsible for ensuring compliance with this policy, including periodic review of access logs, retention practices, and documented disclosures.

POLICY REVIEW
This policy shall be reviewed at least every two (2) years, or more frequently as required by changes in law, technology, or Library strategic priorities.