[Libs-Or] Retaining patrons records with fees?

[FUQUA Ross * SLO]

Hi all,
A number of library folks responded to me directly (thanks again, y'all!), so I thought I'd provide a summary of what I heard from them concerning patrons with outstanding fees associated with their account. (I heard back from several public libraries and one community college library):


  *   About half of the libraries I heard from choose to retain these patron records in perpetuity (until the outstanding fine is addressed).
  *   The other half said they typically retain these patron records for a period of time, which ranged between 3 and 7 years, before purging the records.
  *   One public library mentioned that they retain patron records for a period of 5 years in hopes of resolving any charges directly, but said they do not pursue these patrons via a collections agency.
  *   Several libraries mentioned taking a flexible approach with each patron who wishes to resolve their outstanding fines, but who might not have the means.
  *   As a standard practice, for inactive patron records without fees associated (or with fees that are below a set dollar threshold), several libraries mentioned that they will retain these for a period of 3 years before purging. From everything I have heard, this is very standard among public libraries across Oregon and nationally, and is also how we advise libraries to approach counting their active patrons for the annual Public Library Statistical Report.
Thanks again to all who provided information on this!

Ross Fuqua (he/him)
Data & Digital Projects Consultant
State Library of Oregon

From: Libs-Or <libs-or-bounces at omls.oregon.gov> On Behalf Of FUQUA Ross * SLO via Libs-Or
Sent: Wednesday, November 29, 2023 3:08 PM
To: 'libs-or at omls.oregon.gov' <LIBS-OR at omls.oregon.gov>
Subject: [Libs-Or] Retaining patrons records with fees?

Hello all,

Informal survey: I am wondering how long libraries retain patron records for those that have been sent to collections for the recovery of fines/fees? I'm trying to determine if there is a standard time period out there for these situations.

If you'd prefer to reply off list, please reach out to me at my email below.
Thanks!

Ross Fuqua, MA, MLIS (he/him)
Data & Digital Projects Consultant
State Library of Oregon
ross.fuqua at slo.oregon.gov<mailto:ross.fuqua at slo.oregon.gov> | 971-375-3551
northwestdigitalheritage.org<http://northwestdigitalheritage.org/>
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