Confidentiality Policy

WHEREAS, the Aurora Public Library District, as a public agency, is required by law to make available all records of its affairs and the official acts of those who represent the Library in accordance with Indiana Code 5-14-3, a statute that mandates disclosure of all public records that are not specifically excepted,


SO THEREFORE, any person may inspect and copy the public records of the Aurora Public Library District during regular business hours. The Library may establish rules and procedures as may be necessary to protect the security of the public records in its custody, and may require that a staff member be present during any inspection of records by a member of the public,


WHEREAS, as provided for by law under Indiana Code 5-14-3-4(a) identifying the following public records are specifically excluded from disclosure to the public, and will not be open for inspection by members of the public at any time:


  1. Pursuant to the provisions of Indiana Code 5-14-3-4(b)(16), the Aurora Public Library District Board of Trustees do hereby exercise the discretion and do declare that all Library or archival records which can be used to identify any library patron are hereby declared to be confidential and shall not be disclosed to the public or any person (except as public access to the records is mandated by state or federal law or by court order) or in claims against library patrons for collection of fines, materials, and other expenses, in any other litigation wherein said records are material, or when said records are ordered to be disclosed by a civil, criminal or administrative court having jurisdiction over the same. Under Indiana law, minors are accorded the same confidentiality rights as adults.

  2. Pursuant to the provisions of Indiana Code 5-14-3-4(b)(16), the Aurora Public Library District Board of Trustees do hereby exercise the discretion and do declare that library records which are deposited with, or acquired by, a library upon a condition that the records be disclosed only: to qualified researchers; after the passing of a period of years that is specified in the documents under which the deposit or acquisition is made; or after the death of persons specified at the time of the acquisition or deposit, are hereby declared to be excepted from the public record disclosures requirement at the discretion of the Library,

  3. Pursuant to the provisions of Indiana Code 5-14-3, the Aurora Public Library District Board of Trustees do hereby exercise the discretion and do declare that library records relating to personnel files of library employees and files of applicants for employment, except of name, compensation, job title, job descriptions, dates of employment, are hereby declared to be excepted from the public record disclosures requirement at the discretion of the Library,

  4. Pursuant to the provisions of Indiana Code 5-14-3, the Aurora Public Library District Board of Trustees do hereby exercise the discretion and do declare that library records relating to administrative or technical information that would jeopardize a record keeping or security system are hereby declared to be excepted from the public record disclosures requirement at the discretion of the Library,

  5. Pursuant to the provisions of Indiana Code 5-14-3, the Aurora Public Library District Board of Trustees do hereby exercise the discretion and do declare that library records relating to computer programs, computer codes, computer filing systems, and other software that are owned by the Library or entrusted to it, are hereby declared to be excepted from the public record disclosures requirement at the discretion of the Library,

  6. Pursuant to the provisions of Indiana Code 5-14-3, the Aurora Public Library District Board of Trustees do hereby exercise the discretion and do declare that library records relating to records specifically prepared for discussion or developed during discussion in an executive session under Indiana Code 5-14-1.5-6, are hereby declared to be excepted from the public record disclosures requirement at the discretion of the Library,

  7. Pursuant to the provisions of Indiana Code 5-14-3, the Aurora Public Library District Board of Trustees do hereby exercise the discretion and do declare that library records relating to the identity of a donor of a gift made to the Library if the donor requires nondisclosure of his identity as a condition of making a gift; or after the gift is made, the donor, or the donor’s family, requests nondisclosure, are hereby declared to be excepted from the public record disclosures requirement at the discretion of the Library,

WHEREAS, Library staff members are not authorized to disclose such records to any third party, except as set forth herein, staff shall be required to contact the Library Director when such request is made, at which time the Library Director will consult with the library’s legal counsel prior to responding to any such noted request.


AND WHEREAS, the Aurora Public Library Board of Trustees wishes to protect the privacy and confidential records of its patrons,


BE IT THEREFORE RESOLVED, that library records which can be used to identify any library patron, library records deposited with the library, personnel file information, administrative and computer information, donor identify are excluded from the public record as detailed above.


Nothing in this policy shall, however, be deemed to require the disclosure of any other written or tangible materials or records or archives other than as expressly required by law; and nothing prohibits the library from using any of the aforementioned records for its own purposes and needs; and nothing herein shall be deemed to modify the Board of Trustees’ prior policies regarding the free access to information and library materials to the public in accordance with the philosophy of the Library other than those records expressly excluded herein.

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