Disclosure of Personal Information retained by the Chelmsford Public Library

The Chelmsford Public Library maintains the following records for the purpose of conducting library business.

Circulation Records:

Borrowed materials are checked out to the public via the Merrimack Valley Library Consortium (MVLC) system. The circulation software is housed and maintained at the central site in Andover Massachusetts. When a patron checks out an item, the circulation software records an item checked out to the current borrower on the patron record and on the item record. The item record also retains the name of the patron to whom the item was last circulated (the prior borrower). When the item is returned, the item is removed from the patron record and the prior borrower on the item record is deleted. The current borrower becomes the prior borrower on the item record. With unresolved accounts (fines, lost materials) the transaction remains on the patron and the item record until the account is resolved.

The amount of time information about different circulation transactions is retained by the MVLC computer varies (see Merriamack Valley Library Consortium Circulation Record Detention).

Basic information is kept regarding address and phone number for purposes of contacting patrons.

Database Records:

The MVLC software does not retain Patron searches of the MVLC catalog. The local computer retains search information until the Internet search program is closed. ”My List” will retain the lists a patron creates until the patron deletes them.

Interlibrary Loan Records:

Requests for materials outside the Merrimack Valley Library Consortium are recorded on paper and maintained for 2 years to help account for any items reported missing by the lending library.

Internet Workstations:

The Chelmsford Public Library has a number of Internet access workstations. They are available to patrons on a first-come first-served basis for a period of one hour. The Deep Freeze security program running on the computers routinely cleans off all entries that are made by the patron. However, it may be possible for some records to be recovered by investigative software programs.

Quiet Study:

The library provides a quiet study room that can be reserved for a total of 2 hours per day. The reservation calendar is discarded at the end of each month.

Reference Interviews:

A reference interview occurs when a patron looking for information approaches a library staff member and that employee questions or interviews the patron to narrow down the specific information needed, notes may be taken during the interview to facilitate organizing a search, and patron information may be included to allow for a return call, however any paper record is destroyed as soon as the requested information has been delivered.

Word Processing Workstations:

Chelmsford Public Library has a number of workstations with office software available on them. Patrons are allowed to sign up in advance for a 2 hour period. The sign up sheets are discarded at the end of the day. The Deep Freeze security program on these computers will delete all entries made by a patron when they log out. However, it may be possible for some records to be recovered by investigative software programs.

July 21, 2003