Library Policies
ADMINISTRATION
I A 3

CONFIDENTIALITY OF PATRON INFORMATION

POLICY:

It is the policy of the Park Ridge Public Library to respect the right to privacy of patrons with regard to information contained on applications for library cards as well as circulation records in accordance with the Illinois Records Confidentiality Act (75ILSC 70/1-2).

The Library will generally refuse to disclose any patron-identifiable information unless required to so do by subpoena, court order, warrant or other process appropriate under the circumstances which is properly issued and authorized by federal, state or local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory power.

There are several limited exceptions, which permit or require the Library to voluntarily disclose information under the Federal Electronic Communication Privacy Act and the USA Patriot Act.

RULES:

  1. All patron-identifiable information is confidential. This includes all records, files, computers and electronic media that might contain information that links a patron to use of the Library's materials or services. It does not include statistical records relating to the use of the Library or its materials and services that cannot be used to identify individual patrons.

  2. Only the Library Director, Assistant Library Director or designated Privacy Officers are authorized to disclose any patron-identifiable information as required by law.

  3. There are several limited exceptions which permit or even require the Library to voluntarily disclose certain electronic communications under the Federal Electronic Communication Privacy Act. This law permits the Library in certain circumstances to disclose the contents of certain electronic communications, such as email, temporary Internet files, and other content transmitted, received, viewed, downloaded or printed on a Library computer. Authorized staff (see above) may divulge the contents of an electronic communication:

    a. To an addressee or intended recipient of the communication;
    b. In any way consistent with the consent of the originator or an addressee or
    intended recipient of the communication; or
    c. To a law enforcement agency:
    a. If the contents were inadvertently obtained by the Library and appear to
    pertain to the commission of a crime; or
    b. If the Library reasonably believes that an emergency involving
    immediate danger of death or serious injury to any person requires
    disclosure of this information without delay.

    If law enforcement asks the Library to retain electronic communications in storage (such as on the computer hard drive, disk or other storage medium), it must preserve such communications for at least 90 days following the request, and for an additional 90 days if the request is being renewed. The Library will require the appropriate legal process before providing access to preserved communications.

  4. The USA Patriot Act contains a voluntary exception for emergency situations. Under this exception, if any Library personnel reasonably believe that an emergency involving immediate danger of death or serious physical injury to any person justifies the disclosure of certain information, such information may be disclosed to a law enforcement agency.

  5. Federal law requires the Library to report possible violations of child pornography laws to the Cyber Tip Line at the National Center for Missing and Exploited Children (www.cybertipline.com). Reports received are forwarded to the appropriate law enforcement agencies. The Library is protected from liability for good faith disclosure to the Cyber Tip Line.

  6. Staff authorized to handle government officers' investigatory requests about Library patrons is limited to the Library Director and designated “Privacy Officers” that have special authority with respect to confidentiality and privacy issues. Designated “Privacy Officers” must be thoroughly familiar with the Library's policies and procedures and its Constitutional duties and mission, as well as the general requirements of applicable laws.

  7. Staff other than designated Privacy Officers will under no circumstances disclose any patron-identifiable information about any patron to the public, the press, or to any government agency.

    Staff will not permit anyone access to, or a view of, any non public computers, files, or records which might contain patron-identifiable information.

    Staff are not authorized to accept any subpoenas, warrants, court orders, and other investigatory documents directed to the Park Ridge Public Library or pertaining to Library property.

    Staff are required to know the location of a Privacy and Confidentiality Policy Card kept in every department and are encouraged to present the card to any government officer, to indicate the Library's policy and demonstrate that the staff member does not intend to be uncooperative.

Adopted December 16, 2003