Confidential Records Policy

106 N BROADWAY

BELGRADE, MT 59714

(406)388-4346

www.belgradelibrary.org


CONFIDENTIAL RECORDS POLICY

              

The Board of Trustees and staff of Belgrade Community Library respect the privacy of library patrons in accordance with the United States Constitution and the Constitution of the State of Montana.  Under MCA 22-1-1101 (Montana Library Records Confidentiality Act), patron library records, including those of minors, will not be revealed to anyone without written permission of the library patron, or under a court ordered subpoena, or under certain provisions contained in local, state, and federal law Any employee or volunteer who discloses information in violation of this policy commits an offense and may be subject to criminal prosecution. The intent of the law is not to withhold information, obstruct justice, or protect criminals, but to ensure that a citizen’s right to privacy is not violated.

 

MINORS

 If a parent or guardian of a minor (someone under 18 years of age) is named on the minor’s account and holds financial responsibility for the account, they may receive account information under the following conditions:

  1. The guardian is in possession of the library card for the minor’s account OR
  2. The guardian can verify their identity as the individual named on the account as outlined through staff procedures.

 Cardholders 12 years of age or older can remove a guardian from their account by presenting their own photo identification and proof of address and signing the “Assumption of Financial Responsibility by a Minor” form. 

 

MCA 22-1-1103 NONDISCLOSURE OF LIBRARY RECORD
See full MCA Library Records Confidentiality Act attachment.

  1. No person may release or disclose a library record or portion of a library record to any person except in response to:
  1. a written request of the person identified in that record, according to procedures and forms giving written consent as determined by the library; or 
  2. an order issued by a court of competent jurisdiction, upon a finding that the disclosure of such record is necessary because the merits of public disclosure clearly exceed the demand for individual privacy.
  1. A library is not prevented from publishing or making available to the public reasonable statistical reports regarding library registration and book circulation if those reports are presented so that no individual is identified therein. Library records may be disclosed to the extent necessary to return overdue or stolen materials or collect fines.


ELECTRONIC INFORMATION COLLECTED THROUGH THE PUBLIC CATALOG AND THE INTERNET

                Records linking patrons and library checkouts are retained for the purpose of inventory.  After checkout and return of materials, information linking patrons and items is automatically expunged, except for the purpose of fine and/or material collection.   Items requested as holds may still be linked to patrons’ accounts for some time.  Library staff can assist patrons with enabling checkout history, if desired, which will retain a record of checkouts linked to their account should they desire to be informed if they have already borrowed that specific item in the past.  The Library does not collect information from internet activity specifically linking patrons and activity.

 

OUTSIDE INTERNET LINKS TO OTHER WEBSITES

                Once linked to outside websites and pages, patrons should be aware that their activity falls outside this privacy statement.  Other sites may collect and use data linking patrons and activity.

 

 

RELATED DOCUMENTS:

Assumption of Financial Responsibility by a Minor

Confidential Records Disclosure Form

Montana Code Annotated Library Records Confidentiality Act



Approved by Board of Trustees: June 22, 2021
Reviewed by Library Staff: April 2021