How do you keep library data and users private and secure?

1 Data privacy policies

The first step to ensure data privacy is to have clear and transparent policies that inform users and staff about what data is collected, why, how, and for how long. These policies should also explain how users can access, correct, or delete their data, and how to report any breaches or concerns. Data privacy policies should be regularly reviewed and updated, and communicated to all stakeholders through various channels, such as websites, newsletters, posters, or workshops.

2 Data minimization and retention

The second step to ensure data privacy is to collect and store only the data that is necessary and relevant for the library's purposes, and to delete or anonymize it when it is no longer needed. This reduces the risk of data breaches, misuse, or loss, and also saves storage space and resources. Data minimization and retention should follow the principles of purpose limitation, data quality, and storage limitation, as well as any applicable laws or regulations.

3 Data encryption and backup

The third step to ensure data security is to encrypt and backup the data that is stored or transmitted by the library. Encryption is the process of transforming data into a code that can only be read by authorized parties, using a key or a password. Backup is the process of creating a copy of the data that can be restored in case of damage or loss. Data encryption and backup should be done regularly and systematically, using reliable and secure tools and methods.

4 Data access and authentication

The fourth step to ensure data security is to control and monitor who can access and use the data that is stored or shared by the library. Data access and authentication are the processes of verifying the identity and authorization of the data users, using passwords, tokens, biometrics, or other methods. Data access and authentication should be based on the principles of least privilege, role-based access, and audit trails, as well as any applicable policies or standards.

5 Data sharing and consent

The fifth step to ensure data privacy and security is to respect and protect the rights and preferences of the data subjects when sharing or disclosing their data to third parties, such as publishers, vendors, or researchers. Data sharing and consent are the processes of obtaining and documenting the permission and agreement of the data subjects, using clear and specific terms and conditions, opt-in or opt-out options, or other methods. Data sharing and consent should be based on the principles of fairness, transparency, and accountability, as well as any applicable laws or regulations.

6 Data education and awareness

The sixth step to ensure data privacy and security is to educate and raise awareness among the library users and staff about the importance and benefits of data protection, as well as the risks and challenges of data breaches, misuse, or loss. Data education and awareness are the processes of providing and promoting information, training, resources, or support to the data users and providers, using various formats and platforms, such as webinars, guides, games, or campaigns. Data education and awareness should be based on the principles of participation, empowerment, and feedback, as well as any applicable best practices or recommendations.

7 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?