A communication transmitted from Owen C. O'Riordan, City Manager, relative to a Surveillance Technology Impact Report which describes social work case management software, requested by the Library

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: Library Division or Unit (if applicable): Administration Submitted by: Maria McCauley & Joy Kim Date: August 1, 2022 Surveillance Technology: Social Work Case Management Software 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. • The social work case management software will be an easy-to-use, cloud-based, HIPAA-compliant software program. The anticipated vendor/software system is CharityTracker from Simon Solutions. The Library Social Worker and social work interns will manually input client and case information into the system. This information will consist of identifying information like a patron’s name, city of residence, primary language, phone number, email address, and age. It will also include appointment information like the method of contact (e.g., Zoom, in-person, over the phone) and their preferred library branch. The bulk of the information will consist of the patron’s presenting problem, as well as recommendations or referrals the Library Social Worker and interns provide. 2. What is the purpose of the Surveillance Technology? • Documenting and improving performance of City employees • Analyzing and managing service delivery • Surveying and gathering feedback from constituents • To allow the Library Social Worker and supervising staff to record client data, including clinical or case management notes, and build internal reports, and to better serve Library patrons in need of social services. 3. Where will the Surveillance Technology be deployed? When? • The software will be used in Cambridge Public Library’s Administrative Department. The technology is web-based (i.e., hosted in the “cloud”), so it can be securely accessed via a web browser, with no need to download software onto computers. The Library would like to deploy the program as soon as it is approved.

4. What privacy impact will the Surveillance Technology have? • The technology will allow the Cambridge Public Library Social Work Program staff to create and access records containing sensitive personal information about patrons. As none of this information will be made publicly available, the privacy impact will be minimal. The database employs 256-bit SSL encryption and is HIPAA-compliant. CharityTracker does not share data with any external third parties. Privacy impacts will be further minimized by allowing patrons to request that their information be removed from the database, as well as informing patrons that they may ask for certain information to not be entered into the database in the first place. Access to the database will be password protected, and the social work team will receive training on best practices for protecting personal information. 5. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds? • Initial costs –$40 for initial registration and access. • Ongoing maintenance – The ongoing cost of the technology is $40/month • Personnel costs – N/A. The amount of staff time dedicated to using the software is minimal. • Source of funds – Library operating budget.