Home
August 1, 2014 |
How Do I ...?
 
 
Policies

Library policies and procedures are reviewed on a regular basis and are subject to change as the circumstances change.

PERSONAL INFORMATION SYSTEM POLICY (JUNE 2012)

Person Directly Responsible for System:  
Information Technology Manager, Jeffrey Wale

Documents Included:

Disciplinary Guidelines:  No reprisal, retaliation, or other adverse action will be
taken against any staff member who in good faith reports unauthorized use of personal information contained in the Library system.  Any person who violates any section of this policy would be subject to disciplinary action.

Monitoring Procedures: Annually on the anniversary of the adoption of this policy, appropriate administrators from Information Technology, Human Resources, and Circulation Services will review the system for accuracy, relevance, timeliness and completeness of the personal information in the system
 

CONFIDENTIALITY OF LIBRARY RECORDS POLICY

The Toledo Lucas County Public Library considers all patron records, including but not limited to, registration information and use information in the form of circulation records, database search records, computer use records, inter-library loan records or reference records, to be confidential. We will not distribute or disclose this information to outside parties unless required to do so by State or Federal laws or pursuant to a patron’s consent as outlined below:

Library records or patron information shall be released in the following situations:

  • in accordance with a subpoena, search warrant or other court order
  • to a law enforcement officer who is acting in the scope of the officer’s law enforcement duties investigating a matter involving public safety in exigent circumstances, or
  • to a law enforcement officer responding to the Library’s request for help in maintaining its collections.

To a Library approved recovery agent for the collection of fines, fees, and non-returned Library materials.

To a Library cardholder requesting information on his/her own account, or to the parent of a minor child or guardian or custodian requesting information on their child’s account.


Library Patron records may be used internally for administrative purposes including, but not limited to:

  • The establishment and maintenance of a system to manage Library records
  • The transfer of library records from one records management system to another
  • The compilation of statistics and the collection of fines, fees and non-returned Library material

Back to top>>


CONFIDENTIALITY OF LIBRARY RECORDS GUIDELINES

As noted in our Confidentiality of Library Records Policy, we consider all library patron records, including but not limited to, registration information and use information in the form of circulation records, database search records, computer use records, inter-library loan records of reference records, to be confidential.
In compliance with Ohio Revised Code 149.432 and the Foreign Intelligence Surveillance Act (FISA) and the Uniting and Strengthening America by Provising Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA PATRIOT Act);

  • Requests for the release of any type of Library Patron Information through subpoena or court order must be forwarded to the Director of the Library for review.
  • The Director must be notified immediately for requests for any type of Library Patron Information by any Law Enforcement Officer with an appropriate ID and a search warrant.
  • A person supplying personal information must do so, if the personal information is legally required.

Guidelines
Requests for Patron Registration information

  • Staff may access patron registration information for official purposes only.
  • All completed library card applications are used to enter information into our ILS system.  Contract/Signature cards are removed from the applications and scanned into the Patron Contract Database.  All paper applications are to be destroyed once this work is complete.
  • Access to patron information in the ILS system and the patron contract database is restricted to Administrative staff, Circulation staff or other Library staff as authorized by Administration or by the Manager of Circulation Services and Materials Use.

Requests for Circulation Information in Person or by Telephone

  • If a patron presents a card or card number (user ID)

               a.)  Use the user ID to access the user account and provide information

  • If a patron presents the card of a minor or card number (user ID)

              a.)  Use the user ID to access the user account and provide information

  • If a patron does not present card or card number (user ID)

              a.)  Ask patron to present an ID
              b.)  Or verify name, address and date of birth

              Provide requested information if verified; if not verified do not present information

  • If parent or guardian does not present card or card number of minor

              a.)  Parent or guardian must verify name, address and date of birth

Provide requested information if verified; if not verified do not present information

Requests for Information from a Local Law Enforcement Official or Federal Investigator

In the event that a legal document (subpoena, search warrant or FISA warrant) is presented, follow these procedures:

Subpoena:
Refer the agent or officer to the manager or supervisor on duty at the branch.  At the Main Library, refer the agent or officer to the Administrative offices during regular business hours or to the Person In Charge at the Main Library when the Administrative  Offices are closed.  The manager/supervisor/administrator will accept the subpoena.

Forward the subpoena to the Director for examination with legal counsel.  The  Director will follow-up with the agent or officer.

Do not disclose any library customer information

Search Warrant
Refer the agent or officer to the manager or supervisor on duty at the branch.  at the Main Library, refer the agent or officer to the Administrative offices during regular business hours or to the Person In Charge at the Main Library when the Administrative  Offices are closed.  This individual will then:

Examine the search warrant carefully to verify that the warrant is complete and signed.

Request and photocopy the agent’s/officer’s ID

Immediately inform the Library Director of the request

Begin the search for the requested information immediately after attempting to contact the Director.  Ask a second staff person to accompany the search to assist in documenting information and/or equipment provided.

Use the information provided by the officer or agent to locate the library customer information

Cooperate with the search to ensure that only the records identified in the warrant are produced and that no other users’ records are viewed or scanned.

Complete the Request for Library Patron Record Information form and have the agent or officer sign it to verify what was requested and received.  If equipment is confiscated, record the inventory number on the form.  Attach the copy of the agent’s/officer’s ID to this form and forward to the Director.

Foreign Intelligence Surveillance Act (FISA), Search Warrant:  the search warrant contains a “gag order” meaning staff are not permitted to disclose that the warrant has been served or that records have been produced to any other party, including the individual whose records are the subject of the search.  A FISA gag order allows the staff person receiving the FISA warrant to inform the Director and other members of the staff needed to produce the records.

Follow steps as outlines under “Search Warrant” above

Check on the Request for Library Patron Record Information form that the information requested is a FISA warrant.

Do not discuss with any other individuals, including fellow staff and the customer who is the subject of the search.

Exigent circumstances (a situation in which there is an immediate threat to human life or property):

Refer the agent or officer to the manager or supervisor on duty at the branch.  at the Main Library, refer the agent or officer to the Administrative offices during regular business hours or to the Person In Charge at the Main Library when the Administrative  Offices are closed.  This individual will then:

Request and photocopy the agent’s/officer’s ID

Immediately inform the Director of the request

Begin the search for the requested information immediately after attempting to contact the Director. 

Use the information provided by the officer or agent to locate the library patron information

Cooperate with the search to ensure that only the records identified in the warrant are produced and that no other users’ records are viewed or scanned.

Complete the Request for Library Patron Record Information form and have the agent or officer sign it to verify what was requested and received.  If equipment is confiscated, record the inventory number on the form.  Attach the copy of the agent’s/officer’s ID to this form and forward to the Director.

If the request is made by a law enforcement officer who is responding to the Library’s request for help in maintaining its collection:
 
Refer the agent or officer to the manager or supervisor on duty at the branch.  at the Main Library, refer the agent or officer to the Administrative offices during regular business hours or to the Person In Charge at the Main Library when the Administrative  Offices are closed.  This individual will then:
 
Request and photocopy the agent’s/officer’s ID

Immediately inform the Director of the request

Provide the patron information to the officer to assist in the investigation.  Complete the Request for Library Patron Record Information form and have the agent or officer sign it to verify what was requested and received.  If equipment is confiscated, record the inventory number on the form.  Attach the copy of the agent’s/officer’s ID to this form and forward to Library Director.

Requests for library patron information should be forwarded to the Director or the Deputy Director:

Clyde Scoles, Director/Fiscal Officer
Margaret Danziger, Deputy Director

Back to top>>

 

STAFF COMPUTER USE POLICY

Toledo-Lucas County Public Library provides computer access to Library staff for purposes related to Library duties and responsibilities. The use of this resource is a privilege granted by the Library to authorized users only.

Guidelines

Ownership: The Computer System (servers, network electronics, computers, printers, peripherals, software, catalog system, databases, online resources, e-mail, Internet, intranet, etc.) and the content produced by staff are the property of the Library. The Library reserves the right to set rules as needed.

Authority: The Library Director and Deputy Director have the full authority of the Board to monitor all computer usage (including reading, retrieving, investigating, collecting evidence, and disclosure of Internet and e-mail messages) and to take appropriate action(s) within the law to protect the Library, its patrons, and staff. In the absence of the Director and Deputy Director, full authority is granted to the Information Technology Manager in instances where timeliness requires immediate action.

Legal Use: Staff may not utilize the Library’s computers in violation of any local, state, or federal ordinance, regulation, or law, including copyright law.

Conduct: Staff are required to maintain confidentiality of customer information pursuant to Ohio Revised Code Section 149-43-2 and to abide by the 2004 Library Internet Policy.

Intention of Use: The Computer System is intended for Library business only. The personal use of Library’ computers must be incidental, limited in frequency and amount, and on the staff’s own time.

Hardware/Software Tampering: There shall be no tampering with setup files to override the authentication or security of any host, network, computer, or software application. This includes intentionally crashing disrupting, or overloading the network.

Electronic Communication: When communicating electronically (e-mail, text messaging, bulletin boards, etc.), all messages must be:

  • Written to protect the Library’s public image, interests, and integrity.
  • Written in a professional manner, factual, and concise.
  • Written to protect against harassment and/or the creation of a hostile work environment.
  • Free of ethnic slurs, racial epithets, or any message that is harassing or disparaging of others based upon their race, national origin, sex, sexual orientation, age, disability, religion, or political belief.
  • Free from known viruses and other harmful data.
  • Clearly identified as to not misrepresent oneself to others - by name, age, gender, or job responsibility.

Staff Prohibitions (unless job duties require otherwise):

  • Downloading unauthorized programs or entertainment software.
  • Sending mass mailings or chain letters.
  • Playing computer games.
  • Streaming audio or video via the Internet.
  • Engaging in online chat groups or instant messaging.
  • Buying or selling items or services online - eBay or other e-commerce services.
  • Advertising or soliciting services for personal gain.
  • Printing excessive copies of personal documents, or otherwise creating unnecessary network traffic.
  • Installing personal software.
  • Sharing passwords or account information to others except in situations where IT requires the information for system setup and configuration.
  • Logging on to a coworkers account (network, email, etc.) to retrieve messages (even with permission).
  • Redirect or “piggy-back” their personal ISP account onto the Library’s e-mail system - no POP3 service is supported for personal e-mail accounts.
  • Search, display or transmit pornographic or sexually explicit internet sites, images, messages, cartoons, or jokes.

Limitation Of Liability
The Library is not financially responsible for the loss of personal equipment. Nor will the Library’s technical team troubleshoot or repair personal equipment.

Violations
Violation of the Staff Computer Use Policy is subject to disciplinary action and/or forfeiture of their computer privileges, loss of Library privileges and/or possible prosecution. Violations must be reported to a Department Manager, Security Operations Coordinator, or to the Information Technology Manager as soon as possible.

Approved by the Board of Trustees     Date: 3/22/2007

Back to top>>
 

PERSONNEL RECORDS POLICY

It is the policy of the Library to comply with all state and federal laws regulating employee personnel records and access to public records.  The Library requests, maintains and uses only that personal information that is necessary for human resources, payroll and benefit administration.

There is one personnel record for each employee of the Toledo-Lucas County Public Library.  This record is housed in Human Resources. 

The personnel record may include such information as letters of reference; performance evaluations; documented discussions; corrective actions; recommendations; applications for employment; applications for promotion or transfer; leave requests; certificates and records of attendance at job-related workshops, conferences and courses of study; proof of education; and miscellaneous personnel forms and records authorized by the Director or the Human Resources Manager as information necessary and relevant to the function of the Library. 

Medical release forms and other health records are kept in a separate file. 

A person supplying personal information must do so, if the personal information is legally required.

The personnel records of Ohio public employees are public records.  Employees or any member of the public may request to examine the personnel files (except references, citizenship, and medical information) in the presence of the Human Resources Manager, Director, Deputy Director, Finance Manager or the Director's designated representative. 

Human Resources will notify an employee if anyone other than a supervisor asks to view the employee’s records. 

Employees must notify the human resources department of any change in name, address, home telephone number, marital status, citizenship, tax exemptions, or affiliations with any branch of the armed forces as soon as is practical.

Back to top>>