Page 238 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 13: Records and Reports

13.1 Library Records Notes

“Library record” means a record in any form that is maintained by a library and that contains
any of the following types of information:

Information that the library requires an individual to provide in order to be eligible to
use library services or borrow materials;

Information that identifies an individual as having requested or obtained specific materials
or materials on a particular subject;

Information that is provided by an individual to assist a library staff member to answer a
specific question or provide information on a particular subject.
“Library record” does not include information that does not identify any individual and that is
retained for the purpose of studying or evaluating the use of a library and its materials and
services.
A library shall not release any library record or disclose any patron information except in the
following situations:

1. If library record or patron information pertaining to a minor child is requested from a
library by the minor child’s parent, guardian, or custodian, the library shall make that
record or information available to the parent, guardian, or custodian in accordance with
division (B) of section 149.43 of the Revised Code.

2. Library records or patron information shall be released in the following situations:
(a) In accordance with a subpoena, search warrant, or other court order;
(b) To a law enforcement officer who is acting in the scope of the officer’s law enforcement
duties and who is investigating a matter involving public safety in exigent
circumstances.

3. Library record or patron information shall be released upon the request or with the
consent of the individual who is the subject of the record or information.
4. Library records may be released for administrative library purposes, including
establishment or maintenance of a system to manage the library records or to assist in the
transfer of library records from one records management system to another, compilation
of statistical data on library use, and collection of fines and penalties.
5. A library may release under division (B) of section 149.43 of the Revised Code records that
document improper use of the internet at the library so long as any patron information is
removed from those records. As used in division (B) (5) of this section, “patron information”
does not include information about the age or gender of an individual.

13.1.1 Forms of Library Records

The Technical Department does not have to maintain any register unlike other departments.
However, it has the use of other appropriate records, forms and stationery. Mention was made
earlier about the covering letters to be used in order placing work. Similarly, letters inviting
quotations and invoices, letters asking for clarifications and further information, letters of
reminder, etc., can be standardised and printed forms can be used to save time and money.
The major records are the Catalogue, the Shelf-list and the Authority File. Further, there is the
Work Diary and the necessary routine files.

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