A communication transmitted from Yi-An Huang, City Manager, relative to to a Surveillance Technology Impact Report (STIR)

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: Library Division or Unit (if applicable): n/a Submitted by: Jason Yee Date: 5/28/2024 Surveillance Technology: Patron Incident Tracking System (PITS) 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. • Patron Incident Tracking System (“PITS”) is a hosted, web-based application that allows Library staff to log and track patron-involved Library incidents by storing data that is currently collected by staff via email. Data will be manually submitted by Library staff using a standard form accessed by logging into PITS via username and password. PITS data is stored in a MySQL database. All sensitive data is encrypted with MySQL’s native AES-128 encryption. Services will be hosted by Quipu which will provide access to the services via SSL connections, provide for hardware firewalls and data center security as provided by Quipu’s hosting providers, provide web application firewalls, employ industry-standard technology such as firewalls, SSL encrypted connections where applicable, and data encryption to safeguard Personal Identifiable Information. 2. What is the purpose of the Surveillance Technology? • Communicating among city employees to address violations of the Library Behavior Policy and implementation of progressive discipline. Library staff are assigned access via login and password. Permissions levels are set according to role and responsibility. All staff may submit new Incident Reports. 3. Where will the Surveillance Technology be deployed? When? • PITS is a cloud-based system maintained by the vendor but will be utilized by staff at the Main Library and the six Branch Libraries. The system will be implemented approximately 2 months after approval to allow time for implementation. 4. What privacy impact will the Surveillance Technology have?

• The Library takes the privacy of all patrons very seriously as part of our professional ethics. All Library staff receive training from a Director on incident reporting during initial orientation. Information input by staff is limited to descriptions of Incidents occurring at the Library, including patron behavior policy violations, accidents, patron medical emergencies, and calls to 911. Names and physical descriptions of patrons involved in these Incidents are included. Authorized staff will have login information to access existing Incident Report files for purposes of implementing progressive discipline for patron behavior policy violations. 5. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds? • A one-time setup fee of $2,000 and an annual subscription fee of $3,500 will be covered by existing Library OOM funding.