Recently Asked Questions (RAQs)

Many libraries use a form of “registration card” when signing people up for a library card; a small form filled out by a patron before receiving a library card. We’d like some clarity regarding the retention of physical registration cards as they pertain to “Library Card Application Records” in the LGS-1.

Here are the questions:
1. How would you define a Library Card Application Record?

2. Does duplicating all information from a simple registration card into the ILS patron record relieve the retention period of the physical registration card?

3. The registration card would not have unique information or signatures. Does retention change if there is unique information on the registration card that is not duplicated in the ILS, including signatures?

4. If retention applies to a simple registration card (no signatures or unique information), is it possible to define it as a temporary data transfer tool rather than an application through policy, to relieve the retention requirement?

Recently a law firm from Albany sent us a memo claiming to represent the plaintiff in a civil suit and informing us of their intent to have a subpoena issued for access to our security footage on a particular day. The memo asked us to preserve the footage in question in expectation of the subpoena. They did not specify an area of the library or a time for the footage.

I would like to know what limitations and obligations we have in this civil matter with regard to patron privacy.

For public libraries that must comply with Freedom of Information Law (FOIL), how does FOIL impact our organization's use of social media? What sort of social media records can be FOIL-ed and what are some best practices for using social media in regards to FOIL?

Does a contractor have to comply with FOIL request if they are contracted to a county government?

We have a [person] requesting information about a Security Guard who is a Contract Employee (employed by another government entity). All I know is the Guard's 1st name- which is on no paperwork we have. I have already told the requestor that the Guard is employed by an outside company. We are [REDACTED] County government and contract through [REDACTED Other Public Agency] - What do we have to do legally?

How long should the library retain employee records, payroll records, sales and purchase records, mortgage and loan documents, and other records?