Confidentiality of Library Records
Purpose
The purpose of the Confidentiality of Library Records policy is to clarify the library’s position regarding accessibility to library records by individuals or institutions other than library personnel.- The Brooks Memorial Library Board of Trustees recognizes that, in accordance with 22 V.S.A. chapter 4, its patron circulation records and transaction records identifying the names of library patrons are confidential in nature. This policy is upheld in the ALA Policy Manual, Code of Ethics, point III: “We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.” Confidentiality of patron records is also protected in 1 V.S.A, chapter 5, § 317 (c), paragraph 19 and 22 V.S.A. chapter 4 §171.
- All library employees will be advised that such records shall not be made available to any agency of state, federal, or local government except pursuant to such process, order, or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigative power. Should such cases arise, the Library Director will consult with legal counsel and/or the Town Attorney, who will provide advice on the correct procedure to follow.
- Certain records may be shared at the library’s initiative in matters relating to the safety and security of library facilities, collections, personnel, and patrons, under exemptions as defined in 22 V.S.A chapter 4 § 172.
- All cases involving confidentiality shall be reported to the Town Attorney and the Board of Trustees, unless prohibited by existing federal legislation.
BR3-8 (B) Records Retention
Library records containing personal information on a patron that are protected by V.S.A. 1, section 317, will be retained according to the schedule below:| TYPE OF RECORD | RETAIN |
| Local history/genealogy logs | 1 month |
| Public Access Computer session history | Current session only |
| Reference request log | 1 month |
| Adult patron registration forms | 1 year |
| Juvenile patron registration forms | Until 16th birthday |
| Brooks Interlibrary loan records | As soon as item returned or photocopy received |
| Meeting Room application forms | 1 year |
| Exhibit application forms | 1 year |
| PATRON DATABASE | ACTION |
| Patron card expired with no items out | Retain 3 fiscal years |
| Adult patron request to be removed from database | Immediate upon written request to Library Director and his/her approval |
| Parent or legal guardian request to remove child’s registration record from database | Immediate upon written request to Library Director and his/her approval |
