Our topic this month is record retention in library media centers—what should you keep and for how long? Are you a saver? Many of us are, but this may not be a good trait when it comes to keeping library records that include personally identifiable information about patrons. The purpose of library records is to manage library resources efficiently. However, once statistical data such as how many books were circulated during a school year has been obtained, the raw information that connects a user to an item or service should be erased, shredded, or expunged.

Library records may include but are not limited to circulation records; interlibrary loan records; public access computer/Internet sign-up lists or automated sign-ups, temporary files, cookies, and use records created during Internet searching; reference interviews and email queries; and server logs. Library media and technology staff should develop a schedule and specific guidelines to destroy nonessential, personally identifying data or files of library records that are no longer needed.

There are two important concepts regarding library records. The first is that library records should be kept for as long as they are needed and then destroyed. The shortest possible retention of records helps ensure patron privacy. The second important concept is to retain minimal library records. After all, you cannot produce those library records that are no longer available, nor can those records be vulnerable to unauthorized disclosure.

Retention periods for records are a matter of local policy unless dictated by state or federal law, state records retention schedules, or contracts. Before creating a library media center records retention policy, the library media specialist must be aware that most states have a record retention schedule for school districts. This schedule lists the records that districts must retain and the length of retention. While library media center records may not be specifically mentioned, the state document will give an overview of the types of records that must be retained and may provide some useful insights for developing a library records retention policy. If the type of library record is not specifically noted and there is no broad language that may include the record, school library staff may presumably dispose of the information.

Unexpected retention of data may produce a threat to the confidentiality of patron library records. Library media specialists may not be aware that many circulation systems can be configured to retain additional book checkout history on previous borrowers of a library resource. This feature allows staff to learn the names of the last one or more persons to check out a particular book. While it may not be easy to obtain the information, it can be done. Library automation vendors state it is not their place to determine if checkout history data should be retained; this is a local decision. Therefore, it is very important that library media specialists be knowledgeable about how their circulation systems operate and what types of confidential data may be retrievable.

In the December 2006 column, the case was made for creating two policies—a "Confidentiality of School Library Records Policy" and a "School Library Privacy Policy." Creating a "School Library Records Retention Policy" would also be useful to protect the privacy of library patrons and the confidentiality of their library records. According to Deborah Caldwell-Stone, deputy director of the American Library Association's Office for Intellectual Freedom, "Record retention policies assure that records due to be erased or shredded actually are erased and shredded, and they also provide evidence of the library's everyday practices should anyone question why a record has not been retained" (Adams 2005, 112-113). Items to be included in a retention policy include the concept of destruction of unnecessary records on a regular basis, record disposal will follow local school policy as well as state and federal laws, and guidelines for record destruction should be provided for each type of record. A sample "School Library Media Program Records Retention Policy" with guidelines for record retention can be found in the book Privacy in the 21st Century: Issues for Public, School, and Academic Libraries (2005, 112-113).

It is very important to be prepared for a record request. If the library media center does not hold or no longer retains the record or information requested, the matter ends there. If records exist, library staff should never destroy the record after receiving a records request. Library staff and administrators, in conjunction with district legal counsel, will determine the proper course of action.

References

Adams, Helen R., Robert Bocher, Carol Gordon, and Elizabeth Barry-Kessler. Privacy in the 21st Century: Issues for Public, School, and Academic Libraries. Libraries Unlimited, 2005.