1

Patron Data Management and Library Systems: A Vendor Perspective

ALA Conference

Summer, 2004

2

Definitions

Privacy: “…isolated from the view of others”

Manage Access: “Supervise the right to make use of”

3

Policy Decisions

Collect And Secure

Protect Through Ignorance (having no knowledge of)

KeepAllInfo

CollectAnd

Secure

ProtectThrough

Ignorance

KeepNoInfo

Our Focus

4

Privacy Protection Program

Affirmatively Eliminate Orphaned DataCentralize Selective Data Repository Secure Access to DataEvaluate Backup ProceduresDevelop Written Policy

Lets See What This Means…

5

Types of Data (Managed Access)

Personal InformationContentActivityTransactional

6

Personal Data

Bar Code (or other unique identifier)PIN / PasswordOptional:

– Name– Date of Birth– Status / Access Type– Fines / Fees Owed

A Unique Identifier is Required to Manage Access

CIPA Compliance

7

Content Data

Keystroke Recordings (Auto Saves)

Saved DocumentsDocument NamesBrowser Utilities (Favorites, History, Bookmarks)

CookiesWeb DestinationsProfiles

Content Data is Not Required to Manage Access

8

Activity Data

Device IdentificationDate & Time StampElapsed TimePrint Documentation

Activity Data is Not Required to Manage Access*

Daily Time Enforcement

9

Transactional Data

PaymentsExpendituresAccount BalanceBank Records

Transactional Data is Not Required to Manage Access*

COD Payment

10

2 Alternative Approaches

Statistical– No Data Relationship

– Entries Not Readable By Man or Machine

– Entry Counts Allow Limited Analysis

– Summary-Only, No User Reconciliation

Detail– Relational Data

– Some Entries Readable By Machine

– Entry Details Allow Ad Hoc Analysis

– Summary, Detail & User Reconciliation

11

Different Potential Results

Statistical:– Aggregate Activity and Transaction Counts – No Uniqueness Reporting– By Name:

• Current Account Balance• Current Account Balance, Last Access Date

Detail:– Separable Activity and Transaction Counts

– Uniqueness Reporting

– By Name: per above, plus• Activity and Transactional Reconciliation by and combination of:

• Date / Time / Device / Print Document Header

12

Conclusion

Privacy & Access Management are Compatible

Careful Construction of Database is KeyContent Need Never be RecordedEvaluate Date, Time Stamp & Device ID

– Staff Burden vs. Supported Services– Patron Reconciliation