LIBRARY COMMISSION AGENDA PACKET 02012024

Page 2 of 3 DISCUSSION The following library policies need review for currency and to provide information and clarity for community members, as identified by staff and the Library Commission Policy Subcommittee in prior cycles: 1) Donations Policy (Attachment 2, 2004) and 2) Confidentiality of Library Records Policy (Attachment 3, 1999). The Policy Subcommittee had also identified additional library policies for review: 1) Exhibit Space Policy, 2) Bulletin Board Policy, and 3) Volunteer Policy, however it was determined that these are administrative policies approved by the City Manager and relate to City business. City staff will evaluate these policies for currency and relevance and will make revisions as needed. Staff Recommendation of a Privacy Policy Priority in 2024 Staff is recommending the Library Commission approve prioritizing the development of a Privacy Policy in 2024, which would utilize designated funding for a consultant that specializes in developing privacy policies. The Confidentiality of Library Records Policy was created over twenty years ago, prior to technological developments and data privacy considerations. In consultation with library professionals in Alameda County, staff determined that a consultant with library privacy policy expertise would provide the best product and service for the community. Privacy policies are important tools for public libraries that outline their commitment to protect the rights of library users and ensure compliance with state privacy laws. Administering an updated and comprehensive policy to address how library user information is used and protected is core to the function of the library. The American Library Association (ALA) has affirmed on its website (Attachment 4), the importance of libraries providing a privacy policy and what it should include: “The Library Bill of Rights, Article VII, affirms the long-standing commitment of library workers to protect the privacy rights of users, regardless of the format or medium of information in use. All libraries — not just those that are publicly funded — should have in place privacy policies and procedures to ensure that confidential information in all formats is protected. A privacy policy communicates the library’s commitment to protecting user information and helps prevent liability and public relations problems. Library workers should consult with their legal counsel to develop policies that limit the degree to which personally identifiable information is monitored, collected, retained, disclosed, and distributed.” With the approval of the Library Commission, staff will begin the process to identify a library privacy consultant in February 2024 and schedule a privacy policy workshop with commissioners and staff by April 2024.