Disclosure and Information

A.  PATRON RECORDS

All records, formal and informal, in the Stevens County Library relating to patron registration and the subsequent circulation by patrons of materials provided by the library are considered confidential in nature in accordance with right to privacy provisions and Kansas open records statutes (K. S. A. 45-201 et. Seq., Exception 23).  This includes, but is not limited to, registration, circulation, and computer use records.

B.  RELEASE OF OPEN RECORDS

The Library Director shall serve as the Stevens County Library’s custodian of records and Freedom of Information Officer in regard to duties outlined in the Kansas Open Record’s Act (KSA 45-215 through 45-223).  Under the Kansas Open Records Act, citizens have the following rights:

1.         To inspect and obtain copies of public records which are not exempted from disclosure by a specific law.

2.         To obtain a copy of the library’s policies and procedures for access to records and to request assistance from the library’s Freedom of Information Officer.

3.         To bring a private law suit or to file a complaint with the library board of directors if records have been wrongfully denied.

4.         To receive a written response from the library within three (3) business days of written request.

The library’s response may inform the citizen that additional time will be required to produce requested records.

The library’s response may legally deny a citizen’s request, in whole or in part.  If the request is denied, the library will identify generally the records to be denied and the specific legal authority for the denial.

A citizen has the responsibility for requesting a record or records, whether they are written, graphic, or electronic.  The Kansas Open Records Act (KORA) does not require the library to answer questions about the record or prepare reports.  The library requires that a citizen request a record in writing and provide proof of identity.  As with other personal photocopy services from the library, copies will be made according the copy prices posted, and charges will be assessed for staff time.

C.        RELEASE OF PATRON RECORDS

The contents of registration and circulation records shall not be made available to anyone except under the written order of the Library Director, such order having been issued pursuant to a proper legal process, order, or subpoena under the law. K.S.A. 45-221(a) (23)

Upon receipt of any process, order, or subpoena, the person named and/or served shall immediately report to and consult with the Library Director and the legal counsel of Stevens County to determine if such process, order, or subpoena is proper and in full compliance with proper legal authority.  In the event the legal process fails to sufficiently identify or name in specific terms or specifications the records on file in respect to an identified library patron, the request is considered to be defective and not binding upon the library and its personnel, except under further due process of law.

Any problems or conditions relating to the privacy of a patron through the records of Stevens County Library that are not provided for in the policy statement shall be referred to the Library Director, who after study and consultation with the Library Board and/or legal counsel, shall issue a written decision as to whether to heed the request for information.

C.  RETENTION OF PATRON RECORDS

All patron records on file or in the computer, public or confidential will be deleted and/or destroyed after the first of each month.