Confidentiality of Library Patron Files

Title: Confidentiality of Library Patron Files
Policy Owner: University Libraries, Director’s Office and Administrative Services
Applies to: Faculty, Staff, Students, Others
Campus Applicability:
Effective Date: March 18, 2014
For More Information, Contact University Libraries, Director’s Office and Administrative Services
Contact Information: (860) 486-2518
Official Website:


The identity of library patrons and the information contained in individual circulation system patron records, including the items checked out to patrons are confidential as mandated by State of Connecticut Public Act #76-421.

Such information is maintained in library system files in order to enable Circulation Services to conduct its normal business:

  • Maintenance of information on the location/availability of library materials
  • Compilation of general usage statistics in respect to both collections and services
  • Mailing of notices, resolution of problems, collection of fines and bills for replacement
  • Determination of patron eligibility to borrow library materials

Individual patron records are accessed by name and/or a non-social security number identifier.

Access to an individual’s record is available to:

  • The individual patron represented in the record
  • Library staff in the performance of their assigned responsibilities.

Access to individual records by any other party, including other library staff that have “no need to know,” other University staff, other state or federal employees, or other library patrons, is prohibited. Library staff is not authorized to provide any information concerning an individual’s use of collections or services to anyone other than the patron or to other library staff who need such information in the performance of their assigned duties.

In unusual circumstance, the Circulation Reserve Information Services team leader (or a designated staff member) may act as an intermediary between the borrower and requestor of an item. The identity of both borrower and requestor is preserved at all times.

Requests for exceptions to this policy must be made to the Vice Provost for University Libraries. Such requests must be in writing and must state the specific purpose for which information is being requested. Exceptions to the policy will not normally be made but may be considered in extreme circumstances.

Access Services is committed to the protection of the right to privacy of all library patrons and the prevention of harassment by other borrowers.

Revised 3/18/2014