Dear All
Currently we routinely destroy archive user cards which contain all our users' personal contact details 2 years after last usage. We also maintain a spreadsheet of all the details on our document call slips- which would have the name of the archive user- for statistical purposes. In fact they can also come in useful if an issue arises with a document (missing pages or such like) for which the last user may be able to provide useful information. We don't have the staff time to check each page of each document before it goes out to the reader nor again when it is returned.
Unless we have retained the personal contact details of that user for another reason (ie they are a friend of the library or they subscribe to our newsletter etc) we would be unable to contact them if they last used us more than 2 years ago.
My question: would we therefore be justified in permanently retaining all archive users' contact details since the original purpose for acquiring this information hasn't altered?
Advice would be greatly appreciated.
Thanks,
Howard,
Archivist
Wiener Library
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