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Records Management and Confidentiality: Personal and Public Information Retention

Confidentiality and User Records

Legislation: Freedom of Information and Protection of Privacy Act.

All Camrose Public Library employees and volunteers shall hold in strict confidence any records and/or transactions relating to patrons such as individual memberships, use, borrowing, complaints, delinquent accounts, reading habits, etc.

An exception will be made when required by law with a court order. Confidential information may be shared between libraries for the purposes of collecting fines, retrieving borrowed materials, and other related business.

Upon request, a library user will be given access to all information concerning their records that the library has on file. Access to a user’s records is limited to that user, except where the user is a minor. A parent or guardian’s signature is required for a cardholder to obtain a library card, that parent or guardian may have full access to the cardholder’s records for retrieval.

Personal Information Banks Policy

Legislation: Freedom of Information and Protection of Privacy Act.

Patron Records

  • The Membership Database may contain the following information: patron name, library code, address, phone number(s), and email address.
  • Records of items borrowed are deleted upon check-in.
  • The member database is a shared database and is accessible by library staff within the Parkland regional Libraries.
  • Programs/ Participant Lists may be collected and may contain patron name, phone number(s), and email address and will be destroyed immediately following event.
  • Interlibrary Loan Forms may contain patron name, library barcode, phone number(s) and email address. These will be disposed of upon completion of the transaction.

Volunteer Records

  • Volunteer Schedules contain the names and phone numbers of the volunteers.

Human Resource Records

  • Personnel Files may contain the following information: employee name, address, phone number(s), resume, Social Insurance Number, earnings and Income Tax Records, employment commencement date, salary grid placement, benefit plans, vacation status, sick leave, performance appraisals, evaluations, training certificates earned, correspondence, letters of discipline, and emergency contact information. See also: Personnel Policy

Location: Camrose Public Library, Manager of Administrative services office.

Board Trustee Records

  • Trustee records may contain the following information:  name, address, phone number(s), years of service and positions held.

Trustee/Staff Directories

  • Trustee/Staff Directories contain the following information: name, address, phone number(s), and email address.

Retention of Library Records

Legislation: Freedom of Information and Protection of Privacy Act

Camrose Public Library will retain the following library records based on the schedule provided by the Canadian Income Tax Act and in accordance with the schedules provided by the Camrose Public Library Board. The records are held in hardcopy and/or electronic formats.

Schedule of records retention

  • Cash receipts and deposit books, copies of paid invoices, receipt books, cancelled cheques, cheque stubs, year-end trial balances, accounts payable, bank statements, grant applications and a record of charitable receipts will be held for seven years from the date that the tax return is submitted.
  • Bank reconciliations, outstanding cheques and design estimates will be held for three calendar years.
  • Employee records including personnel files, job applications of hired personnel and personnel evaluations, payroll records, including T-4 slips, WCB claims and attendance records will be held permanently. See also: Personnel Policy
  • Unsolicited resumes, job applications (not hired) and applications for grant funded positions, etc., will be held for twelve months from receipt.
  • Interlibrary loan requests and daily logs will be held for until transaction has been completed.
  • Board minutes and agendas, assets and final audit reports including financial statements, bylaws, court cases, deeds, insurance claims, legal opinions and proceedings, record of files destroyed, and Income Tax Records will be held permanently.

Disposition of Camrose Public Library records (implemented October 22, 2003)

  • Library records which have been slated for disposal following the time guidelines outlined above shall be shredded or incinerated by the Manager and/or appointed personnel and a record made of the date, method and time of disposal.

Permanent library records will be kept locked in the library in either a filing cabinet or a room designated for this purpose.

 

Approval Date: October 2013

Revision/Review Date: October 2016

Approval Signature:

__________________________________________________________

Camrose Public Library Board Chair