Library Policy on Confidentiality of Library Records
In consideration of:
- Council of the American Library Association's
strong recommendation that the responsible officers of each
library formally adopt a policy with regard to confidentiality
of library patron records;
- ALA Policy Manual 54.15--Code of Ethics, point
3, which states "Librarians must protect each user's right
to privacy with respect to information sought or received,
and to materials consulted, borrowed or acquired;"
- Family Education Rights and Privacy Act of 1974,
which prevents schools from distributing students educational
records to third parties without a student's consent; and
- California State Law regarding library patron
confidentiality: Government Code 6267. All registration and
circulation records of any library which is in whole or in
part supported by public funds shall remain confidential and
shall not be disclosed to any person, local agency, or state
agency except as follows:
(a) By a person acting within the scope of his or her duties within the administration
of the library.
(b) By a person authorized, in writing, by the individual to whom the records
pertain, to inspect the records.
(c) By order of the appropriate superior court.
- As used in this section,
the term "registration records" includes any information
which a library requires a patron to provide in order to become eligible
to borrow books and other materials, and the term "circulation records" includes
any information which identifies the patrons borrowing particular books and
other material. This section shall not apply to statistical reports of registration
and circulation nor to records of fines collected by the library.
The LPC Library formally recognizes:
- That all records identifying the names, social
security numbers, or I.D. number of library patrons are confidential
- That such records are not to be revealed to anyone
other than the patron in question without either the express
written permission of the patron in question or the adherence
to proper legal and College procedures regarding required access
to such information;
- That library employees are encouraged not to
keep records with personally identifiable information, unless
that information is necessary, and to destroy such records
as soon as possible.
- That the confidentiality of patron records requires
that such records should be consulted by library employees
only for LEGITIMATE purposes such as locating or recalling
library materials, processing overdue notices and fines, adding
or deleting names to the database, or making collection development
decisions. Specifically, a list of items charged to a particular
ID number can be requested by a library employee only when
any of the following circumstances apply:
- non-patron I.D. e.g., Library reserves,
- Non-LPC Patrons
- non-LPC patrons with over due items who
are not responding to overdue, billing notices
- non-LPC patrons who no longer meet state
residency or OCLC, CIC reciprocal borrowing agreement
requirements, but are renewing materials
- Former LPC Patrons
- Patrons who have left the College with
outstanding library accounts
- Former LPC patrons being added to another
ILCSO school's patron database
- Patrons with Extenuating Circumstances
- patrons with extraordinary and verifiable
health-related problems that prevent them from personally
settling an outstanding library account
- deceased patrons
- Duplicate, Temporary, Multiple I.D. Numbers
- duplicate patron I.D. numbers
- patrons switching from a temporary to
a permanent I.D. number
- patrons registered under more than one
- Gross Violations of Circulation Policies
- expired I.D. number with overdue items
- patrons who repeatedly claim to have
- patrons who have manipulated the system
to set their own due dates outside the Library's established
patron loan periods
- patrons with outstanding Library accounts
who have been referred to collection
may not request a listing of items charged to a particular
patron if the circumstances listed above no longer
apply or for any of the reasons stated in the following
section. Lists may also not be requested for such purposes
as idle curiosity, personal interest, or general monitoring.
Special requests for confidential information to be used for
research purposes shall be addressed to the College Librarian.
Examples of requests for library information that
is confidential and must not be honored. This list
is intended to provide examples of possible violations of
confidentiality of library information and is by no means
Circulation and Patron Records
- A request for the circulation records of a
faculty, student, staff or other library card holder by someone
- A request by a faculty member for the identity
of students who borrowed reserve items.
- A request to review the circulation records
of a student suspected of plagiarism.
- A request to see interlibrary loan borrowing
- A request for addresses, phone numbers, I.D.
numbers or other personal information contained in the borrower
- A request to see a list of individuals who
are not members of the College community but who have been
granted library borrowing privileges.
- A request by a parent for information such
as fines or other fees by the library to Students Accounts
Receivable without the student's permission.
- A request for the name of the person who has
signed out a particular item.
- A request to review the identity of persons
who have used a study room, listening room, study carrel
or CD-ROM workstation.
- A request to reveal the nature of a library
user's reference request or database search.
- A request for the names of persons who have
used audio-visual materials.
- A request for a list of items photocopied for
or faxed to a particular Library user.
- A request for a list of suggested acquisitions
submitted by a particular Library user.
- A request from law enforcement authorities
for the identity of anyone conducting research on a particular
Library Telephone: 925.424.1150
Library Fax: 925.606.7249