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[DRAFT] <br /> <br />7 | P a g e <br /> <br />email or text message through the online catalog, depending on the preferences they <br />provide for their account. These preferences can be changed at any time by notifying <br />library staff. <br />Library Reserves <br />Library materials on hold for pickup are shelved in a public area, except for LINK+ items <br />on loan from other libraries. Each item on hold contains a slip with the name of the <br />member who reserved the item. Members may contact the Library if they prefer to have <br />items placed on hold in a staff area at Member Services for privacy reasons. <br />Collection Agency Accounts <br />When a library account with past-due items remains unresolved for over 60 days, it may <br />be referred to a collection agency that manages lost or damaged material fees on behalf <br />of the City. <br />The City provides the collection agency with only the minimum personal data required to <br />seek payment. This includes the library member’s name, address, phone number, email <br />address, and the replacement cost for lost or damaged materials. <br />Youth Account Permissions <br />If a library member is younger than 14, a parent or legal guardian is the account owner <br />and has access to their account and library record. <br />When a member turns 14, the youth member becomes the account owner. At that point, <br />the parent or legal guardian has limited access to account information, such as <br />information required for billing purposes, unless their child provides permission to share <br />the full library account information with their parent or legal guardian. <br />Library Member Accounts and Retention <br />Library staff annually reviews expired or inactive member accounts and eCards to <br />determine eligibility for deletion: <br />• Paper library card applications are shredded once the information is inputted by <br />staff into the Integrated Library System (ILS) software system <br />• Library members are asked to renew their accounts every four years <br />• Library accounts are deleted annually at the end of the calendar year if they have <br />expired for over four years, provided no outstanding balances or unreturned <br />materials exist <br />• eCards, valid for 30 days, are deleted after one year if they remain inactive <br />• The checkout history of each library item in the collection, which is connected to <br />library member accounts in the ILS, is retained for one year before being <br />automatically removed <br />• Library accounts retain payment histories with the titles of the items billed and <br />paid indefinitely. <br />Page 19 of 34