# 3h
SEATTLE PUBLIC LIBRARY
POLICY
SUBJECT: CONFIDENTIALITY OF LIBRARY BORROWER INFORMATION
PURPOSE
To provide a policy for ensuring the confidentiality of borrower information in the Seattle Public Library.
This administrative policy and procedure excludes the Washington Talking Book and Braille Library,
which follows the rules of confidentiality established by the National Library Service, Library of
Congress.
REFERENCES
1. Seattle Public Library Board of Trustees Policy 3h, “Confidentiality of Library User Records,”
July 21, 1980.
2. RCW 42.17, “Disclosure-Campaign Finances-Lobbying-Records.”
DEFINITIONS
1. Application: A written request made by a citizen for a Seattle Public Library Borrower card.
2. Borrower Notice: Information processed and sent by regular mail, electronic mail, or Telecirc by the
Library to a borrower, including but not limited to notices of overdue materials and notices to pick up
reserved materials.
3. For the purpose of this policy, Borrower Information is defined as records that link individuals to
specific library materials.
POLICY
It is the policy of the Seattle Public Library to protect the privacy of those who use the Library. Staff
members and volunteers shall protect information about Library borrowers, their requests for information
and materials, the online sites and resources they access, and their loan transactions, and shall not transmit
such information to individuals or to any private or public agency without an order from a court of
competent jurisdiction, or as otherwise required by law. By giving a library card to another person or by
a written request, borrowers may indicate which party or parties can act on their behalf to pick up and
check out their materials.
RESPONSIBILITIES
1. Staff members shall hold in complete confidence borrower information gained in the course of
performing their work. This responsibility extends not only to library borrowers in general, but also
to coworkers, friends and family members.
2. Staff members shall be responsible for protecting borrower applications in transit, records in borrower
files within the Library system, and borrower records being purged from the files. They shall read
this confidentiality policy and procedure and acknowledge that fact by signature, using form GF-176.
3. Library volunteers shall protect borrower information to which they have access in the course of
carrying out their assignments. They shall read this confidentiality policy and procedure and
acknowledge that fact by signature, using form GF-177.
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4. Library managers shall be responsible for assuring that borrower records and information inquiries
are protected from disclosure to other than authorized persons, and for enforcing this policy and
approving any exceptions to these procedures.
PROCEDURES
Borrower Information Transmittal Restrictions
The following types of information shall not be transmitted to any third party, unless so ordered by a
court of competent jurisdiction:
1. A borrower’s name, phone number, or other personal information.
2. Information about whether a borrower has a library card or has used the Library at any time.
3. A user’s search history using the library’s electronic resources, such as the Internet, online
databases, or search engines and related information, including frequency of use and library
card number used to access the library’s electronic resources.
4. Information about materials checked out to a borrower or used by a borrower in the Library.
5. Information about the content of a borrower’s information inquiries.
Records Retention
Records that link individual borrowers to specific library materials shall be retained only as long as
necessary for the Library to perform necessary circulation functions.
Exceptions
1. In the case of minor borrowers under the age of 13, titles of materials charged out to the borrower as
well as the value of the materials charged out or fines owed by the borrower may be released to a
parent or legal guardian of the borrower. For minor borrowers age 13 to 17, only the value of the
materials charged out to or fines owed by the minor borrower may be released to a parent or legal
guardian to facilitate retrieval of overdue items or payment of fines. Otherwise the provisions
outlined in Borrower Information Transmittal Restrictions 1-5 of the Procedures section above shall
apply to minor borrowers.
2. In order to serve certain categories of borrowers properly, it is necessary to retain their reading
records. This special condition shall occur only within the Mobile Services Department and shall be
limited to the borrowers and staff at that agency. Such borrowers shall be asked to sign releases
authorizing the Library to maintain their past reading records.
Access Restrictions
The following restrictions shall apply to the access and use of borrower and item records:
1. Files shall be accessed only by authorized staff members and only when such access is related to their
work assignments at the Seattle Public Library.
2. Information about a borrower shall be released to that borrower only upon signature verification and
not to family members or a non-Library agency or business, except as noted in the Exceptions section
of Records Retention.
3. Information about a borrower shall not be transmitted by telephone to persons who are not authorized
Library staff members, except as noted in the Exceptions section of Records Retention.
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4. If a Library staff member or Telecirc telephones a borrower to notify him/her concerning reserves or
overdue materials, a message left with a third party shall state openly that requested Library materials
are available or that materials are overdue. Specific item information shall not be given, except as
noted in the Exceptions section of Records Retention.
5. A printed list of items on loan to a borrower shall be produced by authorized staff when such a list is
requested in writing or in person by that borrower, except as noted in the Exceptions section of
Records Retention.
6. A password shall be required in the automated circulation system for both access to and maintenance
of borrower records.
7. For purposes of compiling statistics, borrower information linked with specific item information shall
not be displayed or listed.
8. Magnetic tapes used for back-up to the automated circulation system shall be retained for a limited
time, shall be given security protection, and shall be accessed only by authorized personnel.
DATE ADOPTED: January 22, 2002
SUPERCEDES POLICY:
Confidentiality of Library User Records Policy adopted July 21, 1980 and revised August 24, 1999
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