HomeMy WebLinkAbout21-025 Adopting the City of Port Townsend Public Library’s updated Policy of Confidentiality of Library Transactions and Patron Files Resolution 21-025
RESOLUTION NO. 21-025
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND,
WASHINGTON, ADOPTING CITY OF PORT TOWNSEND PUBLIC LIBRARY'S
UPDATED POLICY OF CONFIDENTIALITY OF LIBRARY TRANSACTIONS AND
PATRON FILES
WHEREAS, libraries provide a place to exercise intellectual freedom: a free and open
exchange of knowledge and information where individuals may exercise freedom of inquiry as
well as a right to privacy regarding information they seek. Privacy is essential to the exercise of
free speech, free thought, and free association; and
WHEREAS, after consultation with the Library Advisory Board, staff recommends
adoption of the updated policy; and
WHEREAS,the updates address how the Library Director may approve the use of
patron files names, addresses, or email addresses in order to contact patrons while allowing
patrons to easily opt in or out of communications; and
WHEREAS, it is library's proposed policy that what individuals read, view, or listen to
is a matter of personal privacy, protected by state law(RCW 42.56.310), which establishes the
confidentiality of library records.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Townsend as follows:
1. The City Council adopts the Library's Policy of Confidentiality of Library
Transactions and Patron Files in substantially the same form as at Exhibit A.
2, The City Manager in consultation with the Library Director is authorized to make
minor changes and additions to the Policy that are consistent with the intent of the
Policy.
ADOPTED by the City Council of the City of Port Townsend at a regular meeting
thereof, held this 3" day of May.
Michelle San ... ..
A-f
doval
Mayor
Attest: Approved as to form:
......... ........
Joanna Sanders, MMC "e�j-c
ood
City Clerk CiAttorney
Resolution 21-025 Exhibit A
Page I of 2
City Port
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Policy of Confidentiality of Library Transactions and Patron Files
It is library policy dial what individuals read, view, or listen to is a matter of personal
privacy protected by Washington State Law Regarding Public Records and the Public Library
Exemption (RCW 42.56.310) which establishes the confidentiality of library records. Under ails
policy, library sluff members and volunteers may not tell employers, government agencies, school
personnel, relatives, or others what materials are checked out to a card holder witlioul a court
order requiring that die records be provided and a public hearing of which the patron is notified.
All library transactions are confidential in nature. The library upholds the right of a card holder to
be given full, confidential access to available library resources no matter what political or
intellectual atmosphere prevails. Every person of any age who has a Port Townsend Public Library
card has the right to borrow any item in die library's collection and is eligible for all services
offered.
Although the Port Townsend Public Library makes every effort to protect patron privacy, under
the federal USA PATRIOT ACT (Public Law 107-56), records of the books and other materials
borrowed from this library may be obtained by federal agents with a court order. Unlike the
Washington State law diis federal law prohibits library workers from informing patrons if federal
agents have obtained their library records.
Names and addresses from the patron files may be released under the following circumstances:
1. The titles of overdue items checked out by a patron under die age of eighteen (18) will be
released to the patron's custodial parents or legal guardians upon request.
2. The Library Director may approve the use of patron files names, addresses, or email addresses
in order to conduct user surveys or to notify library users of programs, services, or library policy
ch urges.
3. The Library Director may approve the use of names and addresses of adult library users ages
eighteen (18) and older to be used from time to time by die library for the sole purpose of
Resolution 21-025 Exhibit
Page 2 of 2
notifying users of upcoming events or to invite users to participate in or to monetarily support
library activities.
Provided that, in die case of items 2 and 3, care is used to a) prevent such information from being
misused or misappropriated, and b) to enable patrons to inform the library of their desire not to
receive such notifications and for the library to honor those wislies.
Ways the Library Protects Patron Privacy
• Library computers erase browsing history, passwords and personal data between sessions.
• If materials are returned on time, die), are removed from die patron's record at the lime of
check in. "Last patron" information is attached to each library item
after checking in, to lielp the library determine responsibility for damages and missing parts.
• Interlibrary Loan records are shredded one montli after die items are returned.
• We retain no long-term records of the materials and equipment patrons have used
and returned.
•Patrons may opt in to saving their reading history for their convenience.
Revised and Approved 6/26/2003 and reviewed by the Library Advisory Board and approved
again by die Library Advisory Board on 4-19-2018 and revised and reviewed by the Library
Advisory Board again on 4-13-2021