Privacy Policy 

Rationale

Helmke Library recognizes the importance of the privacy of library users in accordance with Article III of the Code of Ethics of the American Library Association (ALA), which states:

"We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted."

Library users also have the right to be informed about library policies and procedures that have an impact on their personal privacy.

This policy establishes guidelines for the protection of personally identifiable information contained in library records or accessible within the library or through its computer systems.

The Policy

1. Confidentiality of Library Records

In keeping with ALA's Policy on Confidentiality of Library Records (1986) and Policy Concerning Confidentiality of Personally Identifiable Information About Library Users (1991), Helmke Library staff will not respond to any informal request by a third party for personally identifiable information about any library user. Such information includes database search records, reference interviews, e-mail requests for information, circulation records, interlibrary loan records, and other personally identifiable uses of library materials, facilities, or services.

Personally identifiable information may be released only to a law enforcement agency after presentation of an order by a court of competent jurisdiction issued in proper form (a legal subpoena or search warrant) that shows good cause based on specific facts. Procedures for complying with law enforcement officials are outlined in Section 4, below.

2. Personally Identifiable Information

Helmke Library staff will only collect information needed to contact library users, such as mailing address, e-mail address, phone number, etc., in order to ensure the proper notification, lending, and return of library materials and the collection of fines. Records will be retained for the shortest length of time necessary to facilitate library operations. Paper copies containing personally identifiable information will be disposed of in a secure manner on a regular basis.

3. Access to Electronic Resources and Web Server Usage Tracking

A number of Helmke Library's electronic resources can be freely accessed from anywhere by anyone. Electronic resources with license agreements, however, require that access be restricted to IPFW students, faculty, and staff with valid network accounts. Some are restricted to use on campus and many can be accessed off campus by authorized users only. Visitors to IPFW are welcome to use these resources within the library.

System administrators at Helmke Library track the usage of our Web site and other library systems and services accessed through our servers. Information is collected about the date and time visited, the type of browser and computer operating system used by visitors, their Internet service provider and IP address, search terms used and links followed, and the sequence of pages visited on our site. This transaction history log is not stored in such a way as to identify particular library users and the information they access, but is aggregated for multiple users and maintained to generate statistics about our Web site.

Another common type of usage tracking relies on the use of a software application called "cookies." Users of networked computers must enable cookies in order to access a number of Helmke Library resources. A cookie is a small file sent to the browser by a Web site each time that site is visited. Cookies are stored on the user's computer and can potentially transmit personal information. Helmke Library servers use cookies solely to verify that a person is an authorized IPFW user in order to allow access to licensed library resources and to customize Web pages to that user's specification. Cookies sent by Helmke Library servers will disappear when the user's computer browser is closed.

4. Procedures for Handling Requests for Library Records

Library staff who are approached by a law enforcement official with any request or court order to examine or obtain the library records of any library user will state that the library has a written privacy policy. In accordance with Purdue policy C-2, "Disclosure of University Records," the staff member will immediately direct the agent to the office of the Vice Chancellor of Financial Affairs, Walter Branson (Kettler Hall KT 162; phone 260-481-6804). Purdue's legal counsel will review the order to ascertain that it is in proper form, and advise the library staff about complying with the terms of the order. Library staff will also notify the library director (or other designated person in charge) of the law enforcement official's visit.

5. For Further Information

Links to useful resources on privacy and confidentiality are maintained by the ALA on its Privacy Resources for Librarians, Library Users, and Families page. The following documents also provide a foundation for this policy.

Privacy: An Interpretation of the Library Bill of Rights (2002)

Confidentiality and Coping with Law Enforcement Inquires: Guidelines for the Library and its Staff (2002), concerning the USA Patriot Act and its consequences for libraries.

Access to Electronic Information, Services, and Networks: An Interpretation of the Library Bill of Rights (1996).

Monaco, Michael J. "A Model Privacy Statement for Ohio Library Web Sites." Master's thesis, School of Library and Information Science, Kent State University, 2001. Available as ERIC document ED459861.