Community Information Policy

1. Purpose

To establish a process for collecting, maintaining, and sharing up to date information about local groups and services so can help our patrons. This policy explains how we gather, maintain and store that information. We also promise to treat every patron’s privacy with care.

2. Scope

This policy applies to all library branches, outreach events, staff, volunteers, and any thirdparty vendors who assist with data collection or sharing. This covers the creation, storage, and presentation of resource listings, whether displayed on noticeboards, website, included in printed materials, or supplied verbally by staff. The policy does not cover library programs that are not intended to connect patrons with external services.

3. Definitions

Community resource information - Details about services, programs, or contacts offered by local governments, charities, schools, health centres, churches, clubs, museums, etc.

Current information - Data that we have checked and know is correct within the last six months, or sooner if we hear about a change.

Patron confidentiality - Keeping any personal details a visitor shares with us private, as required by privacy laws.

Sensitive referral - Helping someone find a service that deals with personal matters (like health or legal help) in a caring and private way.

Unbiased access - Showing information without favouring any one group or business.

4. Policy

The Library will collect and maintain information on services provided by local agencies and organizations that may be of value to those using the Library. This information may include, but is not limited to:

• a. Municipal and regional services
• b. Community groups
• c. Educational organizations
• d. Health and social service organizations
• e. Religious, recreational and cultural institutions

We will give everyone equal, easy access. Anyone can look at the directory, pick up a printed copy, see it on a notice-board, or ask a staff member. We will not accept money or other benefits that could make us favour one provider over another.

All librarians and volunteers will learn about the listed services so they can point patrons in the right direction, especially when the matter is personal or delicate. We’ll discuss external resources in a training session at least once a year.

If a patron tells us personal information while we’re helping them, we will not keep that information or tell anyone. Staff must follow the library’s privacy rules.

5. Responsibilities

• Board of Directors - Approves the policy and future amendments.
• CEO - Provides staff and tools needed to keep the directory running, and promotes fair service.
• Branch Services Coordinator - Makes sure the directory is available in all branches, checks it every few months, and handles any problems.
• Community Liaison - (a staff member) Acts as the main contact for groups that want to add or change their listing, and keeps a log of all requests.
• Library Staff & Volunteers - Collect information from local groups, enter it into the system, and help patrons find what they need while keeping their privacy safe.
• Patrons - Tell us if something on the list is wrong or missing.

6. Compliance and Consequences

• Monitoring – The Community Liaison creates a short report each month showing how many new listings we added, how many were updated, and any mistakes found.
• If a staff member does not protect privacy or shows bias –
• 1. The item is noted and discussed with the employee’s supervisor.
• 2. The employee must take a short refresher course on privacy and fairness.
• 3. Repeating the mistake can lead to formal discipline according to HR policy, up to and including termination for repeated offenses.
• If an outside group gives false information – We will send a warning, give them 30 days to fix it, and then remove them from the directory if they do not comply.
• All actions are recorded in a Compliance Log kept on SharePoint for at least three years.

7. Communication

• The policy is posted on the library website, in the SharePoint policy manual, and at the circulation desk.
• All staff, board members, volunteers and contractors receive the policy via the internal Rise system.
• Patrons interested in booking the room may review a copy of the policy on the website or request a paper copy in-branch.

8. Anticipated Review Date:

The policy is reviewed every three years. The next scheduled review is October 2028.

9. References and Related Statements of Policy

Library Notice boards