The Sage Colleges Libraries are committed to respecting the privacy of all users in compliance with federal, state and local laws, including standards established by professional organizations. It is the intention of the Libraries of The Sage Colleges to protect the identities of their patrons and that the Libraries will not reveal information sources or services that their patrons consult. This policy applies to all resources regardless of their medium or means of delivery and to all services the Libraries provide.
The following is a list of services the Libraries provide to their patrons. Additionally, a statement is provided on how the Libraries strive to protect their users.
General Statement on Computer Use/Library Website/Internet Access
The Sage Colleges Libraries limit computer use and internet availability only to The Sage Colleges’ community. The Libraries’ policy designates one personal computer located in the Albany Library for public use and two personal computers in the Troy Library for public use. The Libraries reserve the right to make exceptions as appropriate.
When a patron visits the Libraries’ web page, the Libraries automatically collect and store the following information:
- The type of browser, its version and the operating system on which that browser is running
- The web page from which the user accessed the current web page
- The date and time of the user’s visit
- The pages that were visited and the amount of time spent at each page
None of the above-mentioned information is deemed to constitute personal information by the NYS Internet Privacy and Security Act. The information that is automatically collected is used to improve the Libraries’ web site’s content and to help the Libraries understand how users are interacting with their web site. This information is collected for statistical analysis and to determine what information is of most and least interest to our users. The information is not collected for commercial marketing purposes and the Libraries are not authorized to tell or otherwise disclose the information collected for commercial marketing purposes.
Information collected when a transaction is completed
The Libraries encourage, and frequently receive questions over the internet. The e-mail address and the contents of the message will be collected. The information collected is not limited to text characters and may include audio, video, and graphic information formats included in the message. The e-mail address and the information included in the body of the message will be used to respond to the patron, to address issues, to improve the library web page, or to forward the message to another office for appropriate action. Email addresses are not collected for commercial purposes and the Libraries are not authorized to sell or otherwise disclose e-mail addresses for commercial purposes.
When a patron completes a transaction such as an email or request form, the information is collected by the Libraries (including personal information volunteered by the patron in completing the transaction). The information may be used and disclosed by the Libraries for those purposes that may be reasonably ascertained from the nature and terms of the transaction in which the information was submitted.
The Libraries do not knowingly collect personal information from children under the age of 16 or create profiles of children under the age of 16. Users are cautioned, however, that the collection of personal information submitted in an e-mail will be treated as though it was submitted by an adult, and may, unless exempted from access by federal or state law, be subject to public access.
Disclosure of Information
The collection of information and the disclosure of that information follow the provisions set forth in the NYS Internet Security and Privacy Act. The Libraries will only collect personal information through or disclose personal information collected through the Libraries’ web site if the user has consented to the collection or disclosure of such personal information. The voluntary disclosure of personal information to the Libraries by the user constitutes consent to the collection and disclosure of the information by the Libraries for the purposes for which the user disclosed the information to the Libraries.
However, the Director of Libraries may collect or disclose personal information without consent if the collection or disclosure is: (1) necessary to perform the statutory duties of The Sage Colleges Libraries, or necessary for the Libraries to operate a program authorized by law, or authorized by state or federal statute or regulation; (2) made pursuant to a court order or by law; (3) for the purpose of validating the identity of the user; or (4) of information to be used solely for statistical purposes that is in a form that cannot be used to identify any particular person.
Further, the disclosure of information, including personal information, collected through this web site conforms to the provisions of the NYS Freedom of Information Law and the NYS Personal Privacy Protection Law.
The Libraries may disclose personal information to federal or state law enforcement authorities to enforce its rights against unauthorized access or attempted unauthorized access to the Libraries information technology assets.
Retention of Information Collected
Confidentiality and Integrity of Personal Information
The Sage Colleges Libraries are strongly committed to protecting personal information collected through this web site against unauthorized access, use or disclosure. Consequently, the Libraries limit employee access to personal information collected to only those employees who need access to the information in the performance of their official duties. Employees who have access to this information follow appropriate procedures in connection with any disclosures of personal information.
In addition, the Libraries have implemented procedures to safeguard the integrity of their information technology assets, including, but not limited to, authentication, authorization, monitoring, auditing, and encryption. These security procedures have been integrated into the design, implementation, and day-to-day operations of this web site as part of our continuing commitment to the security of electronic content as well as the electronic transmission of information.
For security purposes and to maintain the availability of the library web page for all users, the Libraries employ software to monitor traffic to identify unauthorized attempts to upload or change information or otherwise damage this web site.
Director of Libraries, The Sage Colleges, 65 First Street, Troy, NY 12180
The following definitions apply to, and appear in italics, in this policy:
personal information: For purposes of this policy, “personal information” means any information concerning a natural person which, because of name, number, symbol, mark, or other identifier, can be used to identify that natural person.
user: shall have the meaning set forth in subdivision 8 of section 202 of the Article II Internet Security and Privacy Act.
It is the policy of the Libraries that the privacy of all borrowers of library materials will be respected. The Libraries will not reveal the names of individual borrowers nor reveal what materials are, or have been, loaned to any individual.
User information is linked to charged-out materials and retained in the circulation system for a period of 90 days after each transaction has been closed. User records are retained in the circulation system for a period of 90 days after a patron has either graduated, discontinued studies or ceased employment at The Sage Colleges. Reports from these records will only be used for statistical purposes.
Collection Development and Resource Management
Purchase, transfer, and related collection management requests linked to individual users or groups of users (e.g. the Art Department) are deemed confidential reader information and are not shared outside the Libraries. Names of individual requesters are attached to internal records and shared among relevant staff to facilitate notification of the Libraries’ actions and follow-through.
Contracts and Licenses for Information Resources
Interlibrary Loan/Document Delivery
Requesters of materials via interlibrary loan and document delivery services will receive the same protection in terms of confidentiality of their requests. In some cases, information about requests is shared with other library staff for collection development purposes; however, identifiable information remains confidential within the libraries. Documentation of requests may be retained as necessary for the Libraries to comply with reporting, copyright or other regulations.
Library Surveys/Assessment Projects
All surveys involving human specimens will require approval from The Sage Colleges’ Internal Review Board prior to their issuance. Information and data obtained by the Libraries or its units through surveys (group or individual interviews or other means) in support of assessment of services, collections, facilities, resources, etc., or in support of research related to library and information services, are considered confidential and will not be shared except in aggregations, to protect the privacy of individual participants. Handwritten notes from the suggestion box will not be on display to the public since this may reveal the identity of an individual. The online suggestion box does record the email address and the source of the suggestion. If the user chooses to provide personal information embedded in the text, the personal information will not be shared with the public, nor will the identity of the individual be revealed through their email address. The Libraries’ annual report contains only statistical data that has no identifiable personal information.
All personnel records are housed in the Library Administrative Assistant’s Office located at the Troy Campus, 46 Ferry Street. The official personnel record is housed in the College’s Human Resources Dept., Plum Building. Personnel records are available to employees, immediate supervisors and upper level administrators. A letter requesting review of this information must be sent to the Director of Human Resources: Director of Human Resources, The Sage Colleges, Plum Building, 65 First Street, Troy, NY 12180
Reference and research consultation services are confidential and information about individuals using these services will not be shared outside the Libraries. Library staff will not reveal the identity of library users, the nature of their inquiries, nor the information or sources they consult. Data about reference or research consultations may be recorded for management or assessment purposes; however no data will be collected that may reveal the identity of the patron. Currently, the reference department collects only counts on reference and technical questions at various times per day.
Legislated Cited in this Document
ARTICLE II NYS INTERNET SECURITY AND PRIVACY ACT
ARTICLE 6 NYS FREEDOM OF INFORMATION LAW
ARTICLE 6-A NYS PERSONAL PRIVACY PROTECTION LAW
CHILDREN’S ONLINE PRIVACY PROTECTION ACT
Public Officers Law. Laws 1909, Chap. 51