Public Library of Cincinnati and Hamilton County
Record Retention
Library card applications are filed in Circulation Services at the Main Library. Applications for cards which have been expired for five years or longer are discarded. Permission cards for minors shall be kept on file until the minor has reached 18 years of age.
Records of overdues, fines not paid, lost and paids, and other charges against the library card accounts of Library users will remain in the circulation system for 5 years.
Patron file records, records of fines and other charges and onloan/overdue records are not disclosed to any third party except pursuant to such process, order or subpoena as may be authorized under the authority of and pursuant to federal, state or local law relating to civil, criminal or administrative discovery procedures or legislative investigatory power. Library patrons may obtain information on materials on loan, overdue materials or accumulated fines at the Circulation Services desk of the Main Library or at any Branch by presenting their Library card or other authorized valid identification or by verifying their name, address, birth date and/or Social Security number. Parents or legal guardians for borrowers under the age of eighteen may obtain access to a minor's information by presenting the minor's card and valid identification, or by verifying the minor's name, address, birth date and/or Social Security number. Dial CINCH users of Library services must provide their Library card numbers and their Personal identification Number (PIN) assigned by the Library.
Determination of Cases to be Referred to Collections Agency / Hamilton County Prosecuting Attorney
Patrons receive two official notices of overdue materials and/or outstanding fines/fees. If materials are not returned or fines/fees not paid within 90 days of the due date, the Library may notify its designated collection agency or the office of the Hamilton County Prosecuting Attorney to begin measures to retrieve materials and/or payments.
Approved by the Board of Library Trustees, May 20, 1996.
Effective September 1, 1996.
Revised June 9, 1997.
Policies are reviewed on a regular basis and are subject to change.
