Library board approves change letting local libraries decide whether to keep paper card applications

The Delaware County Library Board voted to approve an update to its countywide automation policy that removes a blanket requirement to retain paper library-card applications and instead gives each member library discretion over whether to destroy them after creating an electronic patron record.

Annie, the system administrator, told the board the policy committee conferred with the Office of Commonwealth Libraries and the county solicitor, and "there's no statute or regulation that requires retaining the actual applications themselves." She said the change is intended to reduce the risk of personal information being improperly stored and would take effect immediately if the board approved it.

During discussion, a board member asked whether information on the paper application is stored in the circulation/computer system. Annie responded, "Everything on the application gets put into the circulation system and is stored by the circulation system vendor who's responsible for all the mega security and backup and all of that." She also said patron records are purged after a period of inactivity, adding, "It is purged every 3 years once a card has been inactive."

A motion to approve the update as provided in the meeting packet was made and seconded; the motion carried by voice vote.

Board members and staff said local libraries will still be free to retain paper applications if they determine that is needed for local procedures. The action changes only the countywide requirement and does not direct individual libraries to destroy records.