MWCC Library Patron Confidentiality Policy

MWCC Library adheres to the ALA (American Library Association) Code of Ethics,which includes the following statement: "We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted." MWCC Library also follows the Massachusetts General Law Chapter 78, section 7, which states "that part of the records of a public library which reveals the identity and intellectual pursuits of a person using such library shall not be a public record." MWCC Library staff strives to protect the confidentiality of patron records. No staff member shall, at any time, disclose any personally identifiable patron or library user records including, but not limited to, circulation records, patron registration records, patron e-mail and computer records, interlibrary loan requests, or reference requests, to any person other than the patron themselves unless:

1. the patron has given informed consent (in writing) for another individual to obtain that information;

or

2. an authorized person (MWCC staff member) requires that information for retrieval of overdue library materials or compensation for damaged or lost library materials;

or

3. a law enforcement official makes the request. See below for "Information about the USA PATRIOT Act of 2001." Library staff is instructed to respond to requests from law enforcement in a very specific manner. Instructions for library staff are included in the " Circulation Desk Procedure Manual."

Information about the USA PATRIOT Act of 2001

The USA PATRIOT Act (Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act) expands the federal law enforcement's ability to find out about telephone and electronic communications and to obtain "tangible things," such as documents and records. Library circulation records, interlibrary loan requests, use of public computers for the Internet, e-mail or chat are records that could be subpoenaed. MWCC Library staff has a prescribed response to requests for patron information. To learn more about the PATRIOT Act, visit the American Library Association's webpage at www.ala.org/ala/oif/ifissues/usapatriotactlibrary.htm.

The following is a description of library records and the processes by which the library protects patron information:

Catalog Search Records: These records refer to the searches of the collection a patron may conduct on the Online Public Access Terminals (OPAC). Once a search is conducted, the software does not retain a copy of the search. Any records of the search will not exist.

Circulation Records: Library material is circulated via the Millenium Circulation System. The circulation software retains records of materials currently checked out, automatically erasing a reader's borrowing record once a book is returned and all fines are paid. A recent upgrade of the Millenium software (implemented in October, 2004) allows a patron the ability to retain a history of all items checked out by that patron. It is a record that is maintained within the patron's personal library account, and cannot be viewed by library staff.

Computer Use Records: Patrons may use any of the computers in either open lab in the Library . The daily log-in sheet is destroyed. When the patron shuts off a computer, the software erases all history of their research and activity.

Inter-Library Loan Records: Patrons may borrow items not owned by the MWCC Library from other libraries through system-wide holds or Inter-Library Loan (ILL). Once the materials are returned and all appropriate fines and/or fees are paid, the record is destroyed.

Reference Interviews: A reference interview occurs when a patron looking for information approaches a library staff member and the staff questions or interviews the patron in order to narrow down the specific information needed. No print record of the interview is retained. If a patron name and number is taken by phone, and patron information is recorded, as soon as the requested information is delivered, the paper record is destroyed. Requests for information via e-mail shall be deleted once the transaction is completed.

This page is maintained by the MWCC Library.
This page was last updated 12/6/04