Dunkirk Public Library

This policy establishes the guidelines for the protection of personally identifying information

contained in library records or accessible within the library or through its computer systems.

1. A “Patron Record” is defined as information created, received, maintained, or stored

by a library, in any format, that:

a. identifies a person as having requested or obtained specific materials and/or

information from a library, including database search records, or

b. identifies a library patron by name, address, telephone number, e-mail

address, or any other similar manner, or

c. otherwise links a library patron with identifiable uses of library materials,

facilities, or services.

2. A “Member Library” is an Indiana library that by means of executing the Evergreen

Indiana Membership Agreement has joined the Evergreen Indiana Consortium. For

the purpose of this Patron Record Confidentiality Policy, “Member Library” shall be

interpreted to include the Indiana State Library.

3. Only the authorized staff members, independent contractors, and other authorized

agents of Member Libraries shall access Patron Records, and such access shall occur

only as needed when acting within the scope of duty in the administration and

maintenance of the Evergreen library system and in administering library

transactions.

4. Staff of Member Libraries shall not disclose or release Patron Records to any person

other than the patron named in the record (i.e. the library card holder), unless the

requestor is also the person who signed to accept financial responsibility for the card

holder. The requestor must present the library card or current ID to receive this

information.

5. Disclosure or release of a Patron’s Records to a third party shall only occur upon the

Member Library’s receipt of a valid subpoena, court order, signed written consent of

the patron, or other legal process, unless such disclosure falls under the access

permissions noted in provision #3.

6. In the event of the receipt of a valid third party Patron Record request, a Member

Library shall only disclose or release the Patron Records of a person whose library

membership originated in its particular library. No single Member Library shall

disclose or release the Patron Records of any person whose library membership

originated with a different Member Library.

7. The Member Library’s Director and/or Board, along with legal counsel when

necessary, shall be responsible for determining whether or not a third party Patron

Record request is valid and should therefore be satisfied.

March 10, 2009

8. In the event a third party Patron Record request is received by a Member Library

that is not the Indiana State Library, a copy of the subpoena, court order, signed

written consent of the patron, or other legal process shall be forwarded to the

Indiana State Library along with a notation whether or not the request was fulfilled.

9. In the event the Indiana State Library is presented with a valid third party request

for Patron Records, the Indiana State Library will contact the Member Library with

which the library patron initiated membership, and the Indiana State Library and

Member Library shall coordinate the disclosure or release of Patron Records, as

appropriate.

10. Any Evergreen patron requesting by telephone a list of items checked out on a

specific card must use the barcode number. Library staff shall not give out any