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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