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Why is a privacy policy important for library information systems?

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Libraries collect, store, and process various types of information, such as user records, circulation data, online resources, and digital collections. These information systems enable libraries to provide efficient and effective services to their patrons and communities. However, they also pose potential risks to the privacy and security of the information and the people involved. That is why a privacy policy is essential for library information systems. A privacy policy is a document that explains how a library collects, uses, shares, and protects the information it handles through its information systems. In this article, you will learn why a privacy policy is important for library information systems and what elements it should include.

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Hosea Tonzai Favour

Software Engineer ?? || MERN, Typescript, Python, MySQL || B.Eng Electrical Engineering (In view)
Rob Baskerville

Cyber Security & Cyber Assurance specialist
Debra McCusker

Department Head - (Information Technology and AI) at Alamance Community College

1 Privacy as a core value

Privacy is a fundamental human right and a core value of librarianship. Privacy enables intellectual freedom, which is the right to access, explore, and express information and ideas without fear of surveillance, censorship, or discrimination. Privacy also fosters trust, which is the basis of the relationship between libraries and their patrons. Libraries have a professional and ethical obligation to respect and protect the privacy of their patrons and their information. A privacy policy demonstrates this commitment and communicates it clearly to the patrons and other stakeholders.

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Hosea Tonzai Favour

Software Engineer ?? || MERN, Typescript, Python, MySQL || B.Eng Electrical Engineering (In view)
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I personally wouldn't opt in for something I don't know the full implications of. A privacy policy should be out in place, with this, I'll know there's an established structure that ensures the security of my information

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2 Privacy as a legal requirement

Privacy is also a legal requirement for libraries in many jurisdictions. Libraries have to comply with various laws and regulations that govern the collection, use, disclosure, and retention of personal information. These may include federal, state, or local laws, such as the Privacy Act, the Freedom of Information Act, the Children's Online Privacy Protection Act, and the General Data Protection Regulation. A privacy policy helps libraries to comply with these legal obligations and to avoid potential liabilities or penalties. A privacy policy also informs patrons of their rights and responsibilities regarding their personal information and how they can exercise them.

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3 Privacy as a best practice

Privacy is also a best practice for libraries in the digital age. Libraries face many challenges and threats to the privacy and security of their information systems, such as cyberattacks, data breaches, identity theft, unauthorized access, and third-party requests. Libraries need to adopt and implement appropriate policies, procedures, and technologies to safeguard their information systems and the information they contain. A privacy policy guides libraries to adopt and implement these measures and to monitor and evaluate their effectiveness. A privacy policy also educates patrons and staff about the privacy and security issues and how they can protect themselves and the information they access or use.

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4 Elements of a privacy policy

A privacy policy should be clear, concise, comprehensive, and accessible, covering all the information systems operated or used by the library, such as the website, the integrated library system, the online catalog, databases, e-books, digital collections, social media, and public computers. It should address the types of information collected (e.g. personal information, transactional data, behavioral data, and aggregate data), the purposes for which it is collected and used (e.g. providing services or complying with legal obligations), how it is collected and shared (e.g. through cookies or third-party providers), measures taken to protect it (e.g. encryption or access control), rights and choices patrons have regarding their information (e.g. to access or delete it), and contact information for any questions related to the information. A privacy policy should be reviewed and updated regularly to reflect any changes in systems, practices or legal obligations and communicated to patrons and staff through various channels such as websites, service desks, newsletters, and training sessions.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Rob Baskerville

Cyber Security & Cyber Assurance specialist
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Libraries should go further. They should hold the absolute minimum data required unless you actively opt-in to more. That means they should know the book(s) you have out, but not the ones you previously borrowed unless you EXPLICITLY ask them to keep this information. They don't even NEED to know your real identity; if you would rather not give that, merely supplying a sensible deposit would suffice along with a unique identifier known to you and the library only but which cannot otherwise be tied to you. They should avoid CCTV inside the building. Only by minimising the data held can they fully protect individuals' reading habits - which in some places is vital for the individuals' protection.

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Debra McCusker

Department Head - (Information Technology and AI) at Alamance Community College
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Libraries need to balance the protection of personal privacy with the many considerations of safety and the protection of assets. CCTV may be necessary at exits and elusive areas to maintain a record for law enforcement if abusive behavior occurs. Identifying data may need to be collected on borrowed materials to prevent theft. In all cases, PII must be kept secure and only accessible when legally necessary. Policies must be written that disclose all collection of PII and describe what protections are in place. Thorough and precise wording is critical.

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Why is a privacy policy important for library information systems?

1

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3

4

5

1 Privacy as a core value

2 Privacy as a legal requirement

3 Privacy as a best practice

4 Elements of a privacy policy

5 Here’s what else to consider

Library Services

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Why is a privacy policy important for library information systems?

1

2

3

4

5

1 Privacy as a core value

2 Privacy as a legal requirement

3 Privacy as a best practice

4 Elements of a privacy policy

5 Here’s what else to consider

Library Services

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