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<p class="MsoNormal"><span style="font-size:11.0pt">Not a dean/director here, but chiming in since I can probably best answer this for Olympic College. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">We “anonymize” completed loans once per week on Saturdays.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">We “purge” copies of patron letters (attached to the user record in Alma) that are not related to fines/fees after 14 days. Copies of letters related
to fines/fees are kept until the user record is purged. <o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
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<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:11.0pt">We usually purge expired library user records once per year in summer, retaining the previous 12 months’ expired user records. User records with outstanding
fines/fees are not purged. <o:p></o:p></span></li></ul>
<p class="MsoListParagraph"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">These periods are documented in our Patron Data Privacy Policy. I’m also curious what retention periods others use!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">I reviewed applicable regulations and retention schedules last year while drafting the privacy policy. Library Services records in WA are governed by the
<a href="https://www.sos.wa.gov/archives/RecordsManagement/RecordsRetentionSchedulesforStateGovernmentAgencies.aspx">
State Government General Records Retention Schedule</a> (SGGRRS) rather than the Community and Technical Colleges retention schedule. The SGGRRS (section 5.2, pg. 119) indicates that many library records, including “user/patron records” specifically, are “non-essential”
and need only be retained as long as “needed for agency business then destroy[ed].” Financial records related to fines/fees are an exception. But at our campus, library fines/fees are paid at the cashiering office, not the library, so we assume they are keeping
those financial transaction records per state financial record retention laws. I tried to confirm with student services last year about this but did not hear back. If we collected fines/fees in the library then I think we would handle things a bit differently.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt">Amy Herman</span></b><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Library Faculty | Olympic College<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">1600 Chester Avenue | Bremerton, WA 98337<o:p></o:p></span></p>
<p class="MsoNormal"><a href="mailto:aherman@olympic.edu"><span style="font-size:11.0pt;color:#467886">aherman@olympic.edu</span></a><span style="font-size:11.0pt"> | 360-475-7256<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt">Proudly serving my diverse community equitably and inclusively</span></i><o:p></o:p></p>
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<p class="MsoNormal"> <span style="font-size:11.0pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> LIBRARYDIR <librarydir-bounces@lists.ctc.edu>
<b>On Behalf Of </b>Claire Murata via LIBRARYDIR<br>
<b>Sent:</b> Wednesday, February 26, 2025 9:34 AM<br>
<b>To:</b> WACTC Library Directors <librarydir@lists.ctc.edu><br>
<b>Cc:</b> Claire Murata <claire.murata@edmonds.edu><br>
<b>Subject:</b> [EXTERNAL] - [LIBRARYDIR] Library users in Alma<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<div style="border:solid #030303 1.0pt;padding:1.0pt 1.0pt 1.0pt 1.0pt">
<p class="MsoNormal" style="mso-line-height-alt:10.0pt;background:#FFCC66"><span style="font-family:"Arial",sans-serif;color:black">CAUTION: This email came from a non-OC system or external source. Beware of phishing and social engineering!<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Hi all, <br clear="all">
<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">I hope everyone is surviving and thriving. <o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">How long do you keep library user info in Alma? Does it automatically line up with the college retention schedule? Thanks as always, Claire<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>Claire Murata, MLIS</b><br>
Associate Dean, Library and Learning Resources <o:p></o:p></p>
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<p class="MsoNormal">she/her<br>
Edmonds College<br>
20000 68th Ave. W., Lynnwood WA 98036 | <a href="http://edmonds.edu" target="_blank">
edmonds.edu</a><br>
<a href="mailto:claire.murata@edmonds.edu" target="_blank">claire.murata@edmonds.edu</a> | (425) 640-1522
<o:p></o:p></p>
<p><span style="color:black"><img border="0" width="155" height="37" style="width:1.6145in;height:.3854in" id="_x0000_i1025" src="https://employees.edmonds.edu/departments/marketing-and-public-information/brand-guidelines/images/ec-college-logo.png" alt="college logo"></span><span style="color:black"><o:p></o:p></span></p>
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