Access to Public Records
By Indiana law, all records relating to library patrons and their use of library materials and services are strictly confidential. Library staff are not authorized to disclose such records except with proper legal identification or by order or subpoena as may be authorized by legal officials.
Access to public records is governed by Indiana Code 5-14-3. The official policy of the State is: “all persons are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them as public officials and employees,” subject to certain limitations.
The Bristol Public Library records are open to the public for inspection with the exception of those materials specified by law as confidential. (I.C. 5-14-3-3) Any person may inspect and copy the public records of the library during the regular business hours of the library and by following the Bristol Public Library Public Records Policy. Requests during the evenings or weekends will be deferred until the following business day. Copies will be charged at the regular rate. If copies are requested to be sent via mail, the requestor must pay for postage.
Materials declared confidential by state or federal statute as outlined in I.C. 5-14-3-4 are exempt from disclosure. In addition, the following public records are exempt from disclosure and will not be made available for public inspection:
- Personnel Files of the library employees and files of applicants for employment, except for:
a. The individual’s name, compensation, education, description, job title, training background, previous work experience, dates of first and last employment of present or former officers or employees of the library.
b. Information regarding disciplinary actions in which final action has been taken and which resulted in the disciplining or discharging of an employee.
All personnel information is available to the affected employee or his/her appointed representative. General personnel information on all employees or groups of unnamed employees may be disclosed.
- Any administrative or technical information which could jeopardize a record-keeping or security system.
- Computer programs, codes, filing systems, and other software owned by the library.
- Records prepared specifically for discussion, or created during discussion at any legally called executive session.
- The identity of a donor of a gift made to the library if the donor requires anonymity as a condition of making the gift.
- Any library records which can be used to identify any library patron.
Reviewed by the Bristol Public Library Board of Trustees on March 28, 2024