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UCOP - LAUC - Representatives to University Advisory Bodies - Library Privacy Liasons - Report for Spring Assembly 2005
May 12, 2005
To: Terry Huwe, LAUC President
Fr: Susana Hinojosa, UCB
Re: Library Privacy Liaisons report, 2004/05
As the LAUC representative to the Library Privacy Liaisons (LPL) here is my report for 2004/05. Information about LPL is readily available at the group's website (http://libraries.universityofcalifornia.edu/lpl/). which lists: charge, members, goals previous and current), current activities, and meeting minutes. A related LPL website "Your Privacy and the Library" (http://libraries.universityofcalifornia.edu/privacy/) contains general statement on protecting privacy and links to the privacy policies of each of the UC campuses plus other related privacy sites and information, such as the Melvyl Privacy Policy. Ongoing LPL responsibilities include keep these websites current, the need to monitor and keep current on privacy policies and legislation, and to continue to make recommendations on UC library staff and user education in this area.
Major activities in 2004 included privacy audits conducted at each of the UC Libraries, redesign of the above websites, and continued sharing of privacy related issues andconcerns across the libraries (check the LPL website for meeting minutes). The audit reports will not be shared nor the information placed on any website, but are to be seen as mainly valuable training for each library and pointing out areas where work has been accomplished or is still needed.
The current and primary LPL goal for 2005 is to conduct a review the University Records Management Disposition Schedules Manual (http://www.policies.uci.edu/adm/records/721-11a.html) and make recommendations to SOPAG. Connie Williams, Manager from Records Management Services Information Resources & Communication Services (UCOP) came to the LPL meeting of Oct. 25, 2004 to share information on work in progress on eliminating old forms and grouping like categories. The policies have not been reviewed since the early 1990s and all schedules are out of date. It was determined that the LPL focus should be on public records tied to patron information and on the parts of the schedule unique to libraries (library section of the schedule). General recommendations: discard all documents that are not needed operationally or legally; do not collect anything not needed; do not share information that you do not need to.
LAUC statewide has also maintained related information at it's "Privacy Laws & Related Information" webpages. I try to forward relevant information to LAUC as often as possible especially if an item might be included in these webpages. A review of these LAUC pages will be forwarded as will a recommendation for higher visibility for this information.
My term as LAUC representative to LPL is ending this Summer. Thank you for the opportunity to work on these very important privacy policies and issues.
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