Protecting Patron Privacy

I would like to direct you all to the Library's official statements on User Privacy and the Library Privacy Policy.

At our desks, we  have access to sensitive patron information, whether it's through Alma Circulation, incident reports, or security notices. I wanted to briefly disucss how we can all work to protect patron privacy at each public service point.

Alma Circulation:

Alma Circulation not only holds patron contact information, but also gives us access to view any patron checkouts. Both sets of information are protected under our Library Privacy Policy:

"The Library will not reveal personally identifiable information of individual users or reveal what information sources or services they consult under most circumstances.... All library records and other information relating to an individual's use of the library and its resources are considered confidential. "

Whenever you open a patron record in Alma when issuing a day pass or checking out a library room key, be sure to close the patron record as soon as you have finished your transaction.

Not only is this the best way to ensure patron information is safe from prying eyes, but this will also help prevent accidental check-outs to the wrong account, and ensure patron accounts can be used at other service desks.

Incident Reports:
As discussed in the InfoDesk procedures training and blog post, incident reports are global report forms and are seen by campus users outside of the Information Desks. As such, we must be careful about which information we include with each report we file.

For any patron and contact information collected, please note in the Subject/Injured Person field "Name and contact information withheld for confidentiality." Email this information to me directly, and I will share it with library administration or security as needed.

Security Notices:
Banned patrons or problem patrons are still library patrons. As such, any details of their conduct, their relationship with the library (official warning letters, bans, etc.), or personal information/names, are confidential.  Information that is passed down from security or library administration and given to Information Desks is considered confidential and must not be shared outside of our department. 

When notifying security to enforce library bans or alert them to a suspect who has entered the building, we must use discretion. All communications involving names of specific persons should be conducted over the telephone. Never radio using a patron's name.


These are the most common opportunities for us to work to protect patron privacy. Please act with discretion as you work to keep our libraries safe and carry out your duties!