CONFIDENTIALITY OF PATRON RECORDS POLICY

The Hennessy Public Library complies with local, state, and federal laws, statutes and ordinances regarding privacy and confidentiality of patron records.

 

I.                    DEFINITION OF PATRON LIBRARY RECORDS

 

Any record, regardless of format, indicating which documents or other materials have been loaned to or used by an identifiable individual or group shall be considered patron records.  This will include but not be limited to book cards, electronic circulation records, and computer sign-in sheets.  This will not include records of publicly available information such as telephone numbers and addresses.

 

II.                  DISCLOSURE OF RECORDS

 

Patron Library Records will not be disclosed to any person except to:

A.    Persons acting within the scope of their duties in the administration of the library.

B.    Persons authorized to inspect such records, in writing, by the individual or group.  This will include all members of a family enlisted on a family card and children under the age of majority that have signed the statement on their library card application that permits parents or guardians to access their records.

C.    Persons authorized to inspect records by order of a court of law.

 

 

III.                RETENTION OF RECORDS

 

A.     Electronic circulation records will be kept for an indefinite period of time and will be deleted as the automated system requires for optimal performance.

B.    Book cards or other forms of manual records maintained during electrical failure or off-site programming will be kept for the duration of the loan period and then transferred to the automated circulation program and/or shredded.

C.   Computer sign-in sheets will be shredded when the sheet is filled.




adopted 7-7-2005
Reviewed and approved 5-8-08