As a public agency, Allen County Public Library (ACPL), under Indiana's Access to Public Records Act (APRA), Indiana Code IC 5-14-3, is generally required to make its records available to the public upon request. Following APRA, ACPL recognizes that certain records are or may be considered confidential or exempt from disclosure.

Exceptions to Disclosure

ACPL will not disclose certain records to the public, including, but not limited to, the following:

1. Personnel files of employees and applicants, except for:

   1. The name, compensation, job title, business address, business telephone number, job descriptions, education and training background, previous work experience, or dates of first and last employment of present or former officers or employees of the library.

   2. Information relating to the status of any formal charges against the employee; and

   3. The factual basis for disciplinary actions in which final action has been taken and that resulted in the employee being disciplined or discharged. General personnel information for individual employees and groups of employees without individual names may not be excluded from disclosure.

2. Administrative or technical information, if it could jeopardize a record-keeping or security system

3. Computer programs, codes, and software that are owned by the library or entrusted to it.

4. Information specifically created for or developed during legally called executive sessions under IC 5 -14-1.5-6.1.

5. The identity of a donor of a gift to the library may be kept confidential if the donor requests anonymity as a condition of making the gift

6. Library patron records that could identify a library patron o See also ACPL’s Confidentiality of Patron Records Policy Page 1 of 2

7. Archival records deposited with or acquired by ACPL upon a condition that the records be disclosed only to qualified researchers, after the passing of a period of years specified in the documents under which the deposit or acquisition is made, or after the death of persons specified at the time of the acquisition or deposit.

8. Records relating to negotiations between ACPL and any industrial, research, or commercial prospects.

Requesting Records

Any person may inspect the public records of ACPL during regular business hours. ACPL has established rules and procedures necessary to protect the security of the public records in its custody and may require that a staff member be present during any inspection of records by a member of the public.

Individuals may request to inspect or copy public records owned by ACPL using the following process:

• Submit an initial written request to ACPL’s Executive Director via email, US postal mail, or delivery to ACPL administrative offices.

• Once the initial written request is received by ACPL, ACPL’s legal counsel will review and send the requestor a “Request to Inspect or Copy a Public Record” form for the requester to complete and submit. This form will be distributed only by ACPL’s legal counsel.

• The formal process of review will begin upon receipt of the completed “Request to Inspect or Copy a Public Record” form.

• In general, ACPL shall respond to requests by acknowledging receipt within 24 hours if the request is delivered personally or by phone, or within seven (7) days if delivered by mail or fax.

ACPL will only charge fees for a response as allowed by APRA and/or ACPL policy.