To Request Public Access documents, a request form must be filled out. A copy of the request form is at Request Form.
Access to public records is governed by Indiana Code 5-14-3. The official policy of the State of Indiana and the Roanoke Public Library and its Board of Trustees is that all persons are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them as public officials and employees, subject to certain limitations.
In accordance with this policy, the records of the Roanoke Public Library are open to the public for inspection, copying, making notes, and reviewing with exception of classes of materials specified by law as confidential as set out herein. For a listing of the types of materials available to be inspected, see I.C. 5-14-3-3. Any person may inspect and copy the public records of the library during regular business hours of the Roanoke Public Library. Reasons for material not immediately available will be made in accordance with Public Access Laws and will be provided to the person who has made the request for information. Requests for information may be made in writing, by telephone, fax or in person. The name and telephone number of the person requesting information as well as the general nature of the information being sought is required for information to be provided. Any cost incurred in copying materials must be paid by the requestor at the time the request is made. Individuals may inspect, make notes, and review library documents without charge at the Library during regular hours of operation.
Materials declared confidential by state or federal statute as outlined in I.C. 5-14-3-4 are exempt from disclosure. In addition, the following public records are exempt from disclosure and will not be made available for public inspections:
- Those declared confidential by state statute and federal law.
- Those declared confidential by rule adopted by Roanoke Public Library Board of Trustees under specific authority to classify public records as confidential granted by statute.
- Confidential financial information of the library except for information that is filed with or received by the library pursuant to state statute including savings, checking accounts and ledger books. Budget disclosures and financial reports and documents will be provided upon request as required by the Indiana State Board of Accounts and the Access to Public Records Act.
- Application information of potential employees
- The work product of an attorney appointed by the Library and representing the Roanoke Public Library, Board of Trustees, the State or an individual of the Board or Library.
- Records that are intra-agency or interagency advisory or deliberative material, including material developed by private contractor under contract with the Roanoke Public Library or Board of Trustees, that are expressions of opinions or are of a speculative nature and communicated for the purpose of decision making.
- Diaries, journal, postal communications, faxes, or other personal note of Roanoke Public Library Board of Trustees or individual members.
- Personnel files of employees of the Roanoke Public Library except for dates of first and last employment of present or former employees of the Library. Affected past and present employees may have access to their own personnel file upon request.
- Information relating to the status of any formal charges against the employee.
- Information relating to disciplinary action in which formal action has been taken and that resulted in an employee being disciplined or discharged.
- Future or technical information that would jeopardize a record keeping or security system of the library.
- Records specifically prepared for discussion or developed during discussion in an executive session.
- Computer programs, codes, filing systems or other software that are owned by the Roanoke Public Library or entrusted to it.
- The identity of a donor of a gift made to the Roanoke Public Library if the donor requires non-disclosure of his identity as a condition of the gift, or after the gift is made, the donor, or a member of the donor’s family requests non-disclosure.
- Library or archival records which can be used to identify any library patron, or individual borrowing records, other records deposited or acquired by the library upon a condition that the records be disclosed only to qualified researchers. See “Confidentiality of Patron Records”. (see below)
- Any confidential information received by the Roanoke Public Library or its Trustees from another public agency.
Protection of confidential business information and the circulation records of individual patrons is vital to the interests and success of the Roanoke Public Library. The Library Director and/or library employees may be disciplined up to, or subject to termination of employment and possible legal action for knowingly, intentionally, or recklessly disclosing or failing to protect information classified as confidential by state statute and this policy.
Adopted by the Roanoke Public Library Board September 14, 2000. Reviewed May 12, 2003. Reviewed, changes made and adopted 4/10/06. Reviewed and updated May 10, 2007. Reviewed and updated 3/24/2026.
Confidentiality of Patron Records
Roanoke Public Library (RPL) is committed to protecting the confidentiality of its patrons and strives to uphold the highest standards of privacy regarding user records and interactions. However, RPL acknowledges its legal obligations, which may necessitate exception to this commitment. In accordance with any applicable federal or state laws, RPL may be required to disclose specific records under certain circumstances. RPL strives to balance patron privacy with legal compliance, ensuring transparency and trust in all aspects of its operation.
All patron records are confidential and may only be disclosed to:
- RPL staff performing job duties
- Cardholders upon proof of identity
- Parents or guardians of minor children
- Any party pursuant to an appropriate court order, subpoena, or other required disclosure
Certain library records are specifically excluded from disclosure to the public in compliance with provisions of the Access of Public Records Act, Ind. Code. 5-14-3-1, et. seq. RPL will comply with all applicable federal and state laws when determining its obligations to disclose library records.
See also RPL’s Public Access Policy for additional information.
Personal Identifying Information
RPL collects personal information for the purposes of operating the library and delivering requested services. RPL does not sell, share or trade patron personal identifiable information or library account information with any other entity except those working under contract or as required by law. RPL does not send mailings to patrons on behalf of other organizations not directly affiliated with RPL.
Adopted by the Roanoke Public Library Board on March 24. 2026
PATRON PRIVACY STATEMENT
Our Commitment to Patron
The Roanoke Public Library is committed to protecting the privacy and confidentiality of patron records. The library will not sell, share, or trade our patrons’ names, personal identifiable information, or library account information with any other entity except those working under contract or as required by law. Nor will we send mailings to our patrons on behalf of other organizations not directly affiliated with the Roanoke Public Library.
Information Collected
The library strives to collect the least amount of personally identifiable information from patrons. We keep your information as long as required by Indiana State Law. The library does not engage in practices that might place personally identifiable information on public view without patron consent.
It is the standard library practice to collect the following information:
- Information required to register for a library card such as name, address, telephone number, email address, birthdate, driver’s license number.
- Records of items currently checked-out, requested, interlibrary loans, fines/fees owed, payments made
- Sign-up information for library programs
The library uses WordPress Jetpack to collect data about the use of our website to make improvements to the website and track trends. Data collected includes:
- Browser type
- Device type
- Engagement information (sessions, session duration, pageviews)
- Geography (internet service provider location, language)
- Network service provider
- Operating system
- Referrals (web address patron coming from)
Any personally identifiable information given to the library in email messages, web forms, in-person or telephone reference, or other communications is used only for the purpose for which it was originally collected.
Access to Patron Information
All patron records are confidential and may only be disclosed to:
- Library staff performing job duties
- Cardholders upon proof of identity
- Parents or guardians of minor children (limited access)
- Under court order or subpoena
If the library cardholder is under the age of 18, the parents or legal guardians may only be given information associated with materials that have accrued fines and/or fees. (See Circulation Policy).
Library patrons may access their personally identifiable information and are responsible for keeping it accurate and up-to-date. This can be done online or in person. Proof of identity is required to update information in person and a password is required to update information online.
The Roanoke Public Library may use your information and library usage history to:
- Develop reports based on aggregate data
- Send you information about upcoming events and programs based on your borrowing history and past event/program attendance.
Items place on hold for library patrons are shelved with patron’s name for pick-up behind the circulation desk.
Third-Party Vendors
The library enters into agreements with third-party vendors to provide online services, digital collections, streaming media content and more. Because third-party vendors have their own privacy policies and confidentiality practices, your interactions with their systems will be governed by their individual privacy policies.
Surveillance
The library uses digital video surveillance inside the library. Digital video is available for 7 days. Video is only available to view by authorized persons.
Enforcement
Library patrons who have questions, concerns, or complaints regarding the library’s handling of their privacy and confidentiality rights should request to speak to the library director. The library will respond in a timely manner and may conduct an investigation or review of practices and procedures.
Library records are not made available to any agency to state, federal or local government without a subpoena, warrant, court order or other legal document requiring the library to do so. All staff have been trained to refer any law enforcement requests to library director.
The library takes seriously its obligation to protect the privacy of every patron. The commitment to patrons’ privacy mage appear to cause inconvenience on occasion. However, this is a small price to pay for the assurance that an individual’s reading preferences and use of the library will remain exclusively a person’s business.
Adopted by the Roanoke Public Library Board on March 24. 2026