Video Management Policy

General Principles

At Harvard Business School, the video management systems infrastructure is implemented to enhance the safety and security of the community, reduce institutional risk, strengthen customer service and operational efficiency, and assist with crime prevention and investigations. The privacy of the community is a fundamental principle in the design and implementation of the video management system across campus.

Systems Overview

  • All aspects of the video management system fall under the authority and direction of the Senior Director of Administrative Services and the Associate Director of Security and Emergency Management. HBS Operations is responsible for ensuring compliance with the University policy on installation and use of video cameras.

  • The school maintains one video management system for monitoring and operational support purposes. All purchases for surveillance equipment must be coordinated with the Associate Director of Security and Emergency Management. Cameras are typically installed for long-term, continuous usage. There are situations where temporary installation is acceptable so long as the installation is compliant with relevant policies.

  • While most video cameras are installed for the purpose of general surveillance, some cameras have additional functionality through the use of analytics such as people counting and loitering detection.

  • In accordance with the video policy, video equipment may not be installed in certain enumerated locations except as needed in service of important and sensitive institutional functions that are customarily monitored, such as cash management or storage of high value/sensitive assets.

  • All cameras must be overt in nature and in plain view for the community to easily locate and identify. Covert cameras are not permitted unless authorized for a purpose that is limited in scope, for a definite period, and requested by the Harvard University Police Department and/or the Office of the General Counsel (OGC).

  • Decoy, fake, or otherwise inoperable cameras may not be installed.

  • Pursuant of the video policy, cameras procured with audio detection and recording features may not be activated or configured to record audio

  • Cameras are used to support facilities and operations management across campus. Live video may be provided to service groups based on operational need. Video playback for these groups is not permitted.

Permitted Locations

A field survey is conducted by Associate Director of Security and Emergency Management prior to the installation of cameras. Important elements such as privacy, fields of view, mounting conditions, and aesthetics are considered before a camera is proposed. The approach to selecting camera locations include:

  • Primary building entries, main lobbies, outdoor areas, parking lots, viewing high-value or high-risk assets, loading dock areas, technology operations spaces, or other areas of vulnerability or critical infrastructure.

  • Cameras may also be installed to support remote assessment of campus access points including vehicle access gates, on or around emergency phone towers, and on the exterior of buildings to perform remote security tours.

  • In special use cases, cameras will be installed atop roofs or other structures to capture time-lapse photography of campus construction or special events.

  • Installation of cameras is a transparent process. In most cases, business managers are informed of camera installations in the building where they work or have responsibility.

  • Proposed locations must adhere to applicable University policies and all state and federal laws.

Access to Video

In accordance with University Policy, video servers are maintained in a secure location with highly limited access control. All video images are transmitted over a secure virtual local area network.

Live video to select cameras is made available to certain business units to support their specific business needs. Organizations that utilize the video management infrastructure include:

  • Campus Services – Provide visibility to dining services operations including front and back of house spaces.

  • Custodial Services – Provide visibility to loading dock operations and critical back of house areas to support quality, safety, and overall service management.

  • Executive Education – Program Services may access live video from select cameras to support customer experience and for awareness of arrivals of buses and other ground transportation.

  • HBS Security – In support of campus security, HBS Security maintains a 24/7 Security Operations Center with live video monitoring to support the security environment on campus. Supervisory level employees have full access to duration of video playback for rapid assessment of recorded video. Security staff reviewed and signed a policy establishing acceptable use of the video management system.

  • Information Technology – Desktop support personnel have access to one camera for viewing the main lobby to identify awaiting walk-up customers.

  • Media Services – Select digital signage locations have access to one exterior overview camera to provide a virtual “window” for some offices in basement locations to see outdoor conditions.

  • OSS/Loading Dock Operations – Loading Dock managers and mail room employees can view live video of the loading dock to ensure vehicles and packages are properly received.

  • Security Solutions – Access to live and recorded video is required to properly maintain the system and manage campus security.

  • Shad Hall Fitness – Fitness managers may access live video from select cameras to support customer experience and member safety.

  • Video images are stored for no more or less than thirty (30) days. At the 30-day mark, video images are overwritten.

Video surveillance technology is not used for performance management of School employees. OGC approval is required if a manager requests access to recorded video for non-security related purposes. A limited number of employees possess playback capabilities and are properly trained in system use and playback policies. In each case where video is accessed, the individual accessing the system shall keep an appropriately detailed record including name, access date, time, purpose, data searched, relevant data found, any further use or distribution of the data or relevant information.

External requests for access to recorded video from private entities, local or federal law enforcement must be approved by the Harvard University Police Department or the OGC.