Privacy Matters. How Circulation Systems May Impact Student Privacy

When automation systems were first installed, library media specialists thought only of the convenience and the release from the drudgery of filing checkout cards and typing overdue lists. Original concerns with student privacy and computerized circulation records centered on the retention of information the library media specialist and patron assumed was deleted. When an item was checked in, it was believed that the link between the patron and the book or other library resource borrowed was broken; this, however, is erroneous. By checking a book's "copy status," library staff can determine the current borrower and, depending on software configuration, learn who checked it out previously—from the most recent person to a staff-designated number of earlier borrowers. These records remain in the system indefinitely, unless purged. Some library media specialists want this type of information; it allows them to trace recent borrowers if damage is discovered after the item is returned. Conversely, it can also be a privacy issue as it can be used to determine who is reading selected types of books.

None of us imagined how these circulation program features would change and improve to the point of becoming a greater threat to the privacy of school library users. Today's programs allow easy access to data once available only through laborious use of a separate utility program or hand collation. Patron checkout histories, beginning with the first item borrowed by the student through the current time, are now readily available at the click of a mouse. Pat, a middle school library media specialist in Washington, agreed to provide information for this article on condition of anonymity. He said that by selecting "checkout history," he is able to view every title checked out by a student, its barcode number, and the date of checkout (October 2, 2007).

While Pat can disable this feature to protect the circulation history of the student, he is reluctant to do so. He said, "I have had occasion to use this information in conjunction with classroom teachers looking for the truth about what certain students claim they have read versus what they have actually checked out. I do not share the entirety of the list, only sharing the YES or NO on titles in question" (October 2, 2007). He sees yet another positive side of the checkout history feature when he states, "I have had students ask me what they checked out in the past. One in particular comes to mind. She is a migrant student and reads voraciously. When she found out she had checked out fifty-two books in one year, she crowed about it to her friends and bragged about how well she was doing. To me, that is worth it" (October 2, 2007).

According to Gwen, a middle school library media specialist in Virginia who also agreed to provide information for this article under condition of anonymity, students are able to access their own circulation records from any Internet accessible computer (October 4, 2007). This means they can learn what items are checked out, when they are due, and put others on reserve. Are there any privacy concerns associated with this new freedom for students? In some schools such as Gwen's, patron library numbers are the same as student lunch numbers. While this may make it easier for students to remember, it also means that the number has a greater opportunity to be learned by others. To Gwen's knowledge, students have not shared their patron library numbers nor played tricks on each other by checking out "interesting" items to one another (October 4, 2007).

Why should the advances in automation systems concern school library professionals? The Code of Ethics of the American Library Association states in Article III, "We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, or transmitted" (2006, 245). Library media specialists must take steps to ensure that the readily available information about student patrons' use of library resources is protected from teacher and administrator inquiries, parent and student volunteers, and students who may be at the circulation computer involved in self-checkout of their library materials.

There are a number of ways library media specialists can protect student circulation records including:

• Develop a Privacy Policy that states who has access to library patron records and the circumstances under which records may be released.
• Use a password to protect circulation records with differing levels of access "rights" assigned to students, volunteers, and library staff (Gwen, October 4, 2007).
• Make a conscious effort to purge circulation records on a regular basis. Note: For specifics, read the Privacy Matters column on "Retaining School Library Records" (SLMAM, January 2007).
• Teach ALL students to respect the confidentiality of library records—their own and those of others.

Additionally, Pat, the media specialist from Washington, trains student assistants about library privacy and provides each with a brochure that includes guidelines for being a volunteer (October 2, 2007). Key points relating to the confidentiality of library records include:

"Student aides are not to use the circulation program to look at other students' information, either personal or academic.

Library aides will not give out information about other students'library circulations to anyone" (October 2, 2007).

If we are serious about students' privacy when they use the library media center and its resources, we must consider how the automation system and each upgrade may affect the confidentiality of library records, and take proactive measures to protect them. Our students are depending on us!

Resources:

American Library Association, Office for Intellectual Freedom. "Code of Ethics of the American Library Association." In Intellectual Freedom Manual. 7th ed. American Library Association, 2006.

Pat. "Guidelines for Middle School Library Aides." 2007.

Gwen, email to author, October 4, 2007.

Pat, email to author, October 2, 1007.