I endorse what Steve has said, but would ask whether you really need all
this information. Do you issue readers' tickets or accept those issued by
others? If so, presumably you have the details already and all you need to
be able to do is know who is/was in the building each day. If you don't
issue or use readers' tickets then I can understand your wanting contact
details but you should ensure that they are not accessible to third parties
nor used for other incompatible purposes without consent.
Susan Healy
PRO
> ----------
> From: BAILEY, Steve[SMTP:[log in to unmask]]
> Reply To: BAILEY, Steve
> Sent: 21 August 2001 13:50
> To: [log in to unmask]
> Subject: FW: Data protection and visitors' books
>
> Joanna,
>
> As ever with DP it is important to take a realistic and sensible approach
> to
> this issue. There is nothing wrong with asking people to fill out their
> details in a visitors book so long as certain points are borne in mind.
>
> Firstly that it is clear in the book that there is an element of choice as
> to what the visitor is asked to divulge and in what detail. This gives
> visitors the chance simply to write 'Cheltenham' as their address (or
> nothing at all) rather than '1 Archive Street, Cheltenham, GL1 1AA'.
>
> Secondly that the book is not kept on open access all of the time for
> people
> to be able to browse through at will, instead that it is kept behind the
> reception desk and only made available when required for each new visitor
> to
> sign.
>
> Thirdly that you don't use the data from the book for any other purpose
> other than anonymous statistical purposes (ie that you don't use the names
> and details in the book as a distribution list to advertise a new
> publication). If you intend to do anything else with the data you must
> let
> visitors know this before they sign (and give them a chance to say no).
>
> Hope this helps
>
> Steve Bailey
> Team Leader - Archives & Records Management (and DP Officer!)
> Cheltenham & Gloucester College
>
> -----Original Message-----
> From: Terry, Joanna (Record Office)
> [mailto:[log in to unmask]]
> Sent: 21 August 2001 13:09
> To: [log in to unmask]
> Subject: Data protection and visitors' books
>
>
> Following on from the query about data protection and taking details for
> phone enquiries. I have a query about recording personal details in
> visitors' books used in most record offices. We are still asking visitors
> to
> record their name, address, reason for visit and signature. However since
> we
> have opened our new building in partnership with the library, staff within
> the library have queried whether we are still able to record this
> information.
>
> Have other offices encountered problems? Have they modified their
> signing-in
> procedure in the light of DP?
>
> Any response would be helpful.
>
> Joanna Terry
> Assistant Archivist
> Worcestershire Library & History Centre
> Trinity Street
> Worcester
> WR1 2PW
> [log in to unmask]
> http://www.worcestershire.gov.uk/records
>
>
>
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