Confidentiality Of Library Records & Customer Files Policy

Confidentiality Of Library Records & Customer Files

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  • Sno-Isle Libraries provides access to its public records under the provisions of the Washington State Public Records Act RCW 42.56, the Public Records Policy, and the Public Records Request Administrative Policy.  

    The Library makes a variety of records available online, including, but not limited to: 

    Other records maintained by the Library are available for public inspection or copy, unless specifically exempted by law.  

    Use of the Library’s Public Records Request form is the most efficient way to make a request; however, its use isn’t required for a request to be processed. Requests may be submitted in person, via mail, email, or phone. To best assist you, include the following information: 

    • Contact information of requester 
    • Identification of the public records adequate to locate the records 
    • Whether you wish to inspect the records in person and/or purchase physical or digital copies 
    • The date and time of day of the request 

    Anyone wishing to inspect or receive a copy of the Library’s public records or seeking assistance in making such a request should contact the Library’s Public Records Officer: 

    Public Records Officer
    Sno-Isle Libraries
    7312 35th Ave NE
    Marysville, WA 98271-7417
    Phone: 360-651-7026/ Fax: 360-651-7151
    publicrecordsofficer@sno-isle.org 

    The more precisely you can identify the record(s) you seek, the more responsive the Library can be. You do not need to state the purpose of your request. However, in an effort to clarify or prioritize a request and provide responsive documents, the Public Records Officer may inquire about the nature or scope of the request. 

  • Contact us for assistance.

Sno-Isle Libraries Board Policy

Purpose

The purpose of this policy is to communicate Sno-Isle Libraries' (the Library) commitment, role, and responsibility to safeguard customer data and to describe the obligations and constraints under which the Library operates.

Scope

The Library is committed to protecting the privacy of its customers and restricts access to information used in the normal course of business. In accordance with RCW 42.56.210 and 42.56.310, it is the policy of the Library that "Any library record, the primary purpose of which is to maintain control of library materials, or to gain access to information, that discloses or could be used to disclose the identity of a library user is exempt from disclosure under this chapter."

These records are considered confidential and protected by the right of privacy established by the Constitution of the United States and the Constitution and laws of the State of Washington.

Definition
For the purpose of this policy, such confidential records include but are not limited to: registration records, circulation records, customer requests for information, materials request lists, database search and download records via third party vendors, meeting room reservations, and wireless access and computer use records.

Networked and Digitized Library Environment
The Library provides access to the Internet via its wireless network and by making computers and other devices available to customers. The Library does not monitor what customers do while using the Library's computers or other devices. It does not scrutinize sites customers visit, documents they produce, transactions they make, or emails they create or view.

Customer library card numbers, and the location and time of customer logins are collected to manage the queues for using library computers. For wireless connections, the date and time of a wireless connection and the MAC address of the device that is connected through the wireless network is retained. The USA PATRIOT Act requires that this data be retained for a reasonable period of time. It is currently retained for one year.

The Library's collection is also part of the networked, digitized library environment. Customers may borrow library materials by accessing and downloading them via third party vendors. The Library actively works with third party vendors to support customer data privacy.

Implementation

Information from confidential records shall not be made available to any individual, organization, entity, or any agency of federal, state, or local government except as follows:

  • Customers may access data that is about themselves.
  • Community Libraries may release reserved materials to a family member or other person who, with the customer's permission, is picking up the material on behalf of the customer.
  • Pursuant to a valid court order, or other applicable legal authority, under applicable state or federal law.

The library does not give, share, sell, or transfer customer data for commercial purposes.

Customer information may be used for research purposes, customer notifications, and other efforts which enhance library services to meet community and customer needs.

Names and addresses, only, of adult customers eighteen (18) years of age and older, who have opted in to receive notifications by the Sno-Isle Libraries Foundation, may be shared with the Sno-Isle Libraries Foundation for the sole purpose of notifying users of upcoming events in support of the Library and / or to invite customers to participate in or to financially support Sno-Isle Libraries Foundation activities.

Associated Policies and Laws

Process
This policy is reviewed every four (4) years by the Executive Director (or designee) who makes recommendations to the appropriate Board Committee. The Committee reviews and revises as necessary, endorses, and advances to the full Board for approval.

Policy History

Date approved: July 27, 2020
Next review Date: 2024
Date adopted: August 1994

Contact Us FAQs

  • Chat with us

    By email

    • Submit your questions, comments or suggestions by email and our librarians will assist you.

    By phone

    • Check Locations & Hours to find your community library's phone number and operating hours.
    • Questions? A member of our Administrative Center staff can also help direct your call. Call us at 360-651-7000 (local) or 877-766-4753 (toll-free), Monday - Friday, 7:30 am - 4:30 pm.

    Text us

    • Text your questions to (360) 810-5188. Text assistance is available Monday - Saturday, 9 am - 6 pm. Please include your name and telephone number in your initial message. Standard text messaging rates apply.

    Book a Librarian

    • Make an appointment for a virtual or in-person Book a Librarian session. These free sessions allow you to get one-on-one assistance with your research and technology questions. 
  • Sno-Isle Libraries provides access to its public records under the provisions of the Washington State Public Records Act RCW 42.56, the Public Records Policy, and the Public Records Request Administrative Policy.  

    The Library makes a variety of records available online, including, but not limited to: 

    Other records maintained by the Library are available for public inspection or copy, unless specifically exempted by law.  

    Use of the Library’s Public Records Request form is the most efficient way to make a request; however, its use isn’t required for a request to be processed. Requests may be submitted in person, via mail, email, or phone. To best assist you, include the following information: 

    • Contact information of requester 
    • Identification of the public records adequate to locate the records 
    • Whether you wish to inspect the records in person and/or purchase physical or digital copies 
    • The date and time of day of the request 

    Anyone wishing to inspect or receive a copy of the Library’s public records or seeking assistance in making such a request should contact the Library’s Public Records Officer: 

    Public Records Officer
    Sno-Isle Libraries
    7312 35th Ave NE
    Marysville, WA 98271-7417
    Phone: 360-651-7026/ Fax: 360-651-7151
    publicrecordsofficer@sno-isle.org 

    The more precisely you can identify the record(s) you seek, the more responsive the Library can be. You do not need to state the purpose of your request. However, in an effort to clarify or prioritize a request and provide responsive documents, the Public Records Officer may inquire about the nature or scope of the request. 

  • Contact us for assistance.

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