It is the policy of the Akron-Summit County Public Library to adhere to the state's Public Records Act. Public records are to be open to the public at all reasonable times with exceptions only as provided for in the law. Any denial of public records in response to a valid request must be accompanied by an explanation, including legal authority, as outlined in the Ohio Revised Code.

Public Records

In accordance with the Ohio Revised Code and applicable judicial decisions, records are defined as any item that (i) contains information stored on a fixed medium (such as paper, electronic – including but not limited to email – and other formats); (ii) is created or received by, or sent under the jurisdiction of a public office and (iii) documents the organization, functions, policies, decisions, procedures, operations or other activities of the office. Public records are to be open to the public at all reasonable times with exceptions only as provided for in the law.

As required by Ohio law, records will be organized and maintained so that they are available for inspection and copying at all reasonable times during regular business hours. Copies will be made available within a reasonable period of time.

Records retention schedules will be updated as needed and will be available to the public upon request.

A poster describing the public records policy will be displayed at Main Library and each branch location.

Record Requests

Each request for public records should be evaluated for a response using the following guidelines.

Although no specific language is required to make a request, the requester must at least identify the records requested with sufficient clarity to allow the Library to identify, retrieve, and review the records. If it is not clear what records are being sought, the requester will be allowed to revise the request to clarify it. The Library will inform the requester of the manner in which records are maintained and accessed in the ordinary course of the Library's functions in order to assist the requester in clarifying the request.

The requester does not have to put a records request in writing, and does not have to provide his or her identity or the intended use of the requested public record.

Public records responsive to the request will be made available for inspection during regular business hours, with the exception of published holidays. Public records will be available for inspection promptly. Copies of public records will be made available within a reasonable period of time. "Prompt" and "reasonable" take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review of the records requested.

Each request will be evaluated for an estimated length of time required to gather the records. Any denial of public records requested will include an explanation, including legal authority. If portions of a record are public and portions are exempt, the exempt portions will be redacted and the rest released. The redaction should be plainly visible.

Costs for Public Records

Those seeking public records will be charged only the actual cost of making copies.

Upon request, the Library will transmit a copy of a public record to any person by United States mail or by any other means of delivery or transmission within a reasonable time after receiving the request for the copy.

The Library may require the requester to pay in advance for the cost of postage or other means of delivery and the costs incurred for supplies used in the mailing, delivery, or transmission. The Library may require a requester to pay in advance for the cost of providing a copy of the requested public record in accordance with the requester's choice of the medium in which the copy is duplicated.

Email

Email is to be treated in the same fashion as records in other formats and should follow the same retention schedules.

Custodian of Records

The Akron-Summit County Public Library designates the Director of the Library or his or her designee to be the custodian of the records.

Staff members answer reference requests for medical information just as they answer requests for information in other subject areas. But because these staff members are not medical professionals, they will not offer medical advice or an interpretation of medical information.  Interpretation is defined as the explanation of what is not immediately plain, explicit, or unmistakable.  Although staff members will be as helpful as possible in locating and providing requested medical information, patrons are responsible for assessing the information themselves and for choosing the information that seems appropriate to their situation.

Specifically, staff members will provide the following medical reference services.

1. Staff members will assist patrons by finding information about a disease or medical condition in books, websites, journals and pamphlets for the patrons to read.
2. Staff members will read a definition of a medical term or description of a disease or condition from an available source. The source will be cited and quoted verbatim. When the definition is difficult to understand, staff will define terms used in the definition or description, but will not give an interpretation of the term.
3. Staff members will read brief information about prescription drugs from drug dictionaries when the name of the drug is given. The source will be cited and quoted verbatim with no interpretation. Terms used in the text will be defined by using another available source. Staff will not identify a drug from a physical description offered by the patron. Staff members will read brief information about alternative therapies from the Natural Standard Database, the National Center for Complementary and Alternative Therapies (NCCAM) website, or other resources deemed acceptable using standard library methods to evaluate websites.
4. Staff members will advise patrons to consult a physician or other medical specialist when additional information is needed; however, they will not recommend a specific physician.
5. Staff members will refer patrons to other health resources in the Akron area and to local health associations when these resources seem most appropriate to answer the patrons’ needs.
6. Staff members will explain how to use the Library’s print and online reference aids. When these sources do not provide sufficient information, staff members will explain how to evaluate medical information found on websites that are found via a search engine. This assistance will be accompanied by explaining that different terminology may lead to different results.
7. Staff members will not advise on the suitability of a treatment found on any website.

Approved by the Board of Trustees - December 13, 2018.

The Akron-Summit County Public Library supports its patrons' rights to privacy and protects the confidentiality of patron information and library records in accordance with Ohio law. Patron information is defined as personally identifiable information about an individual who has used any library service or borrowed any library materials. A library record is defined as a record in any form that is maintained by the library and that contains any of the following types of information:

• information an individual is required to provide in order to be eligible to use library service or borrow materials;
• information that identifies an individual as having requested or obtained specific materials or materials on a particular subject;
• information that is provided by an individual to assist a library staff member to answer a specific question or provide information on a particular subject.

Information that does not identify any individual and that is retained for the purpose of studying or evaluating the use of a library and its materials and services is not considered confidential and is not subject to this policy.

In accordance with Ohio law (Ohio Revised Code 149.432), the Akron-Summit County Public Library does not release any library record or disclose any patron information except as follows:

• in the case of the records of a minor child when requested by that minor child's parent, guardian or custodian;
• pursuant to a subpoena, search warrant, or other court order, or upon request by a law enforcement officer who is investigating a matter involving public safety in exigent circumstances;
• at the written request or with the written consent of the individual who is the subject of the record or information;
• for library administrative purposes as defined by Ohio Revised Code § 149.432, including establishment or maintenance of a system to manage the library records or to assist in the transfer of library records from one records management system to another, compilation of statistical data on library use, and collection of fines and penalties.

Additionally, the library may release records that document improper use of the internet at the library so long as any patron information is removed from those records. As used in this context, patron information does not include information about the age or gender of an individual.

Approved by the Board of Trustees on December 9, 2010.

In accordance with Ohio Revised Code Section 149.411, the Board of Trustees of the Akron-Summit County Public Library hereby creates a Library Records Commission comprised of the Board members and the Clerk-Treasurer of the Board of Trustees. The Director of the Library who serves as the Custodian of the Records shall be an ex officio, non-voting member of the Library Records Commission. The records commission shall meet at least once every twelve months.

The commission shall review applications for one-time disposal of obsolete records and schedules of records retention and disposition submitted by any employee of the Library. The commission may dispose of records pursuant to the approved schedule. The commission at any time may review any schedule it has previously approved and for good cause may revise that schedule.

The commission shall be responsible for overseeing the Library's compliance with Ohio's Public Records Act.