use of electronic resources

Adopted by Spokane Public Library Board of Trustees on August 21, 1996; revised March 20, 2002; revised May 25, 2006.

1. GENERAL

1.1  Spokane Public Library provides various forms of electronic resources such as telephones, voicemail, fax machines, networked computers, e-mail, on-line services and access to the Internet and the World Wide Web.  The efficient use of these resources is encouraged as a means to enhance the ability of the user to perform job duties, to increase productivity and to provide opportunities for professional growth.  As with all other forms of library property, use is restricted to the purposes for which they are intended.

1.2  This policy is divided into the following sections:

SECTION 1 – GENERAL

SECTION 2 – STATEMENT OF POLICY

SECTION 3 – PUBLIC RECORDS RETENTION AND DISCLOSURE

SECTION 4 – RESPONSIBILITIES

2. STATEMENT OF POLICY

2.1 It is the policy of Spokane Public Library to offer various technologies in order to improve efficiency and enhance communication.  Use of these technologies must be consistent with Library policies, applicable laws, and the individual employee’s job responsibilities.

2.2 All electronic storage systems are the property of the library and the contents may be subject to public disclosure under state and federal law.  Therefore, the library reserves the right to review any electronic files and messages created and/or communicated by an employee without notice to the employee and without obtaining the employee’s permission.  The library also retains the right to set permissions and accessibility rights and to monitor usage of electronic media to the extent necessary to ensure that they are being used in compliance with the law and with library policy.  It is a violation of this policy for any employee to access any system or files that do not belong to them except for authorized purposes.

2.3 This policy applies to all electronic media accessed on library premises using library equipment, or via library-paid access methods, including but not limited to computer systems and peripherals, telephones, cellular phones, pagers, faxes, voice mail systems, e-mail systems, network resources, and Internet resources.

3. PUBLIC RECORDS RETENTION AND DISCLOSURE

3.1 Electronic records, including stored e-mail or voicemail messages, Internet use logs, documents and images, may be considered public records under Washington State’s Public Disclosure Act (RCW 42.17) and the law governing preservation and destruction of public records (RCW 40.14).  All public or law enforcement requests for library records must be referred to library administration.

3.2 Electronic records that contain significant information relating to the transaction of business by the library are generally considered public records subject to records retention requirements.  The library will maintain storage systems that are in compliance with the records management guidelines and retention schedules developed by the Washington Secretary of State Division of Archives and Records Management, and that facilitate access to information that is generated or transmitted electronically.

4. RESPONSIBILITIES

4.1 The Library Director and/or his/her designee will be responsible for developing administrative rules, practices and procedures that supplement and are consistent with this policy.

4.2 All employees are expected to comply with the spirit, intent, and terms of this policy.  Any willful violation of the terms of this policy or abuse of the privilege of library-facilitated access to electronic resources is subject to the full range of disciplinary action including termination.