Library Records and Your Privacy

The Dayton Metro Library offers a number of services whereby records are created and stored on the Library's computer systems. As is typical in today's computerized society, interacting with the Library, such as borrowing library books or searching our web site, creates records. Some of these records may affect your privacy. This document describes those library services which may request that you supply information about yourself and how the library plans to use that information.

1. Visiting Our Web Site
2. Personal Information Numbers (PINs)
3. E-mail, Comments and Suggestions Sent to the Library
4. Use of Publicly Accessible Computers Provided by the Library
5. Privacy of Circulation and Registration Information
6. Confidentiality of Library Circulation Records

Visiting our Web Site

The Library does not collect any personal information about you when you visit the library's web site unless you choose to provide that information. The library does not track or permanently record information about individuals and their visits. However, the Library's web site uses standard server software that logs use by each visitor.

If all you do is browse our pages, read text, or download information, the Library will gather and store certain minimal information about your visit automatically. This information does not identify you personally but does identify the computer you use to access our site.

Internet users should be aware of the kinds of information available to any web site operator. The Library maintains as a public service a "browser sniffing" tool which illustrates the kinds of information your browser sends. We recommend you visit this page to see what information your browser makes available to every site you visit:

The Dayton Metro Library automatically collects and stores only the following information about your visit:

• The IP address of the computer from which you access the Library Web site.
• The type of browser and operating system you use.
• The date and time of each page you access.
• The name of each page that you view.
• If you linked to the web site from another web site, the address of the web site page.
• If you request a nonexistent or inaccessible page, the server will log your request as an error or unauthorized attempt to access our server.
• If you visit the search web site, the search words or phrases you use and the results of the search.

How the Library uses its Log of Web Site Visits

The log of activity on the Library web servers is used for library purposes only and no information is provided to any third parties. The Library uses this information to help make its site more functional for visitors -- to learn about the number of visitors to its site and the kinds of information they seek.

Browser and operating information can also be used to take you to the version of the site that best conforms to the capabilities of your tools and offers the Library a ready list of browsers to test for compatibility with pages created on the Library web site.

Search results disclose whether the Library Web site contains the kinds of information its visitors seek and are used for planning future additions to the site.

The Library web site currently does not create or use persistent cookies.

E-mail, Comments, and Suggestions

If you choose to send the Library an e-mail message or otherwise communicate with the Library via its suggestion box or by filling out an "E-Reference Request" form, the Library will use that information only to respond to your message and to help get you the information you have requested. General suggestions and comments about library services are shared among library staff members responsible for ordering materials or providing services to patrons.

The Library does not give e-mail addresses or other patron supplied data to any other organization. The Library does not collect information for commercial marketing.

Searching the Library Catalog and Reserving Materials

Patrons are not required to identify themselves or enter a card number to search the library's online catalog. The Library's catalog server logs searches performed but does not record the computer workstation used.

Patrons wishing to reserve materials located at other libraries or materials currently checked out, must provide their library card number. The Library's circulation system maintains a link between the patron and the title only as long as the request is outstanding. Once the request is satisfied, the request record is deleted from the system.

Information from Children

The Library is particularly concerned with protecting the privacy of children. Library created pages for children and teens may offer ways for young visitors to send e-mail messages to library staff. We may ask children to type their names and e-mail addresses as part of their messages so that a staff member can respond personally to them.

If children are asked to provide information about themselves, the Library specifically asks children to get their parents' or guardian's permission before providing any information online -- at the Library's site or any other site. Most importantly, when children do provide information at the Library's Web site, it is only used to enable the Library to respond to the child.

Premium Databases and Information Services

The Library licenses premium databases and other information content on a wide range of topics from commercial content providers. These content providers often permit library patrons to access these services from home if users can demonstrate that they are a library card holder. The Library will request your library card number when you attempt to visit these services from computers outside of the Library. The card number you enter is not shared with the content provider.

Links to Other Sites

The Library's web site has links to many other governmental, commercial, educational, and individual web sites. Once you follow a link from the Library's web site to another site, you are subject to that new site's privacy policy rather than to the Library's privacy policy.

Personal Information Numbers (PINs)

A PIN (Personal Information Number) is a four digit number you may choose to securely access your library records. Your PIN is kept private and works in combination with your library card number. Once a PIN is established for a patron in the Library's computer system only the card holder may control access to the PIN. Library staff members may assign new PINs to patrons but they cannot search and display a previously entered PIN.

Library patrons are encouraged to keep their PIN confidential. Parents and legal guardians may establish a PIN for minor children.

You use your PIN when:

• You access the Library's Touch Tone Account Information Line (937-222-2444) using a telephone.
• You access the Library's Gateway Catalog on terminals located in the Library or via direct dial up connections.
• You access your account information from the Library's "My Account" page:

Both services allow library patrons to obtain a list of items checked out; a list of titles and the dollar amount of fines owed to the library; and a list of titles on reserve.

Use of the Library's Touch Tone Account Information Line is not logged unless items are being renewed.

Use of the Library's "My Account" feature is logged through the Library's online catalog. Patrons who use the "My Account" feature are encouraged to close their browser window or quit their browser altogether once they are finished to ensure that their account information is not divulged to others.

Use of Publicly Accessible Computers Provided by the Library

The Library makes computer systems available to the public for access to the Internet, word processing, and other information services and productivity software programs.

Patrons must sign up to use these computer systems. The information about the user and the time they sign up for use is recorded for the purpose of establishing waiting lists and to assist in the enforcement of time limits. Patrons are not required to present library cards or other identification when reserving library computers. Sign-up sheets are destroyed at the end of each day although summary statistics may be gathered from these lists.

Modern microcomputers and Internet browser software programs temporarily store information about sites visited and often provide means by which users can save preferences or bookmarks of frequently visited sites. The Dayton Metro Library makes every effort to prevent users from intentionally or unintentionally saving bookmarks and other preferences on library computers. URL history files are locked and thus are not updated. Upon booting of library computer systems, all temporary and cached computer files are deleted.

Patrons are encouraged to participate in securing the privacy of their computer sessions by exiting the browser software after they have finished using a Library computer. Patrons are required to only save documents to floppy disk drives.

The Library cannot be responsible for user's privacy when the user discloses information to outside web sites. It is the user's responsibility to protect their personal information.

Overriding the Library's Internet Filter

The Library permits adult patrons to temporarily disable the Library's Internet Filter for ten minutes at a time. In order to establish that the patron is age eighteen or older, adult patrons are required to enter their library card number. Card numbers for patrons age seventeen or younger will be denied access to this feature.

The Library's server only records that a request has been made to disable the filter. The patron's card number is not recorded as a part of that transaction.

Privacy of Circulation and Registration Information

The Library creates a registration record for each patron who wishes to borrow materials. The library's application form requests the borrower's name, address, and other identifying information. This information is used only for library circulation purposes. Optional sections of the registration form request demographic information, such as age and gender. This information is only used for analyzing usage and only summary reports lacking specific patron identification are created.

The library's circulation function temporarily links a patron with the library materials he or she has checked out. Unless fines or other exceptions occur, this link is severed when materials are returned. For each item checked out to a patron, the Library maintains the following information

• Item specific details such as the author, title, purchase price and barcode number.
• The date charged, loan period, and the date due.
• The number of renewals and the date of the last renewal.

For items which have not been returned the library will keep details as to when notices are sent and, if necessary, dates of billing information. Patrons whose delinquencies exceed the library determined threshold, the patron's name and address, number of items and total dollar amount will be sent to a collection agency. The collection agency is not provided title specific information.

Access to Account Information

Patrons may call the library to determine how many and which library materials are still checked out to them. Parents and legal guardians may request the same information about their minor children. The following guidelines are provided to staff in following the Board's policy on the "Confidentiality of Library Records."

• Patrons who know their library card number and have previously been assigned a Personal Information Number (PIN) may use public access computers to display the titles checked out to them.
• The Library will provide patrons over the telephone titles of library materials after the patron provides his/her name, address, and barcode number.
• A patron who appears in person inquiring about the number and/or title of library materials checked out to him/her will be given the information when either a valid library card, valid identification, or ability to verify information on his/her patron record is provided.
• The parent or legal guardian of a child may be given the same information that would be given to the child in (2) and (3) above.
• Identifying materials checked out to a patron for anyone other than the individual to whom the material is checked out, except in (4) is allowed only with the expressed written consent of the patron.

The Library maintains a reciprocal borrowing agreement with the Troy-Miami County Public Library and the Bradford Public Library. Under this agreement and through a shared computer system, patrons of each library are permitted to borrow and reserve materials from any of the three independent libraries. The nature of this cooperative agreement permits staff members of each library to view the registration and circulation records of the other libraries' patrons. The cooperating libraries maintain similar policies as to the privacy of circulation records.

Any questions concerning the interpretation of this policy should be forwarded to the Director.

Confidentiality of Library Circulation Records

Protecting the confidentiality of library record is one of the most important responsibilities of our staff. Under the specific processes outlined below, the library may be required to provide access to such records.

The following resolution was adopted by the Board of Trustees of September 20, 2000 by unanimous vote:

Whereas, the Board of Library Trustees of the Dayton Metro Library specifically recognizes that its circulation and registration records are confidential in nature; and

Whereas, the Board of Library Trustees of the Dayton Metro Library adopted a formal resolution so stating this policy on August 19, 1970 with a revision on June 17, 1981; and

Whereas, the Board of Library Trustees of the Dayton Metro Library supported the passage of HB 389, "Nondisclosure of Library Records and Patron Information" introduced in the Ohio House of Representatives on July 21, 1999; and

Whereas, HB 389, as amended, was passed by both the Ohio House and Senate and signed into law by the Governor on July 6, 2000 to become effective October 5, 2000; now

Therefore, Be It Resolved, that the Board of Library Trustees of the Dayton Metro Library reaffirms its position in support of the confidentiality of library records and patron information; and

Be It Further Resolved, that such records shall not be made available to any individual, organization, agency, or state, federal or local government except in the situations specifically delineated in Section 149.432(B)(1 through 5) of the Ohio Revised Code; and

Be It Further Resolved, that all Staff Members of the Dayton Metro Library be so advised of this Policy and the exceptions contained in Section 149.432(B)(1 through 5) of the Ohio Revised Code.