[Michlib-l] Library General Email Box Policy

[Barbara Beaton]

At times, we have patrons who are unable to access their email from a desktop computer (forgotten password, usually; recovery process likely too complicated or time consuming) and they need to send a scanned document to someone.  We have, in the past, assisted them in scanning docs to pdf files and then library staff emailed them from the library’s general email account.  Recently, we were asked to email medical forms/records and staff were uncomfortable interacting with patron medical documents.  An alternative would be to fax such documents but that can become expensive for multi-page items.


So, we’re looking at alternative methods for handling such situations that serve our patrons, but also don’t leave us open to any liabilities or other concerns.


We’ve discovered that an Office Max about 10 miles away will scan and email documents so we can refer patrons​ there, but we’re wondering the following:


  1.  How do you handle situations in which a patron cannot access their email in order to send (or receive) documents from a third party?

  2.  What (if any) issues have you encountered in either sending/receiving documents in this way?

  3.  If you don’t offer this service, what alternatives do you offer?

  4.  Do you have any policy statements that describe how you handle such situations (e.g. emailing or NOT emailing specific types of documents (legal, medical, employment, etc.)?  If so, would you please share?


Please reply offline and we’ll be happy to compile information to share with anyone who requests it.


Thanks in advance!


Barbara



Barbara Beaton

Assistant Director/Reference Librarian

Milan Public Library

Milan, MI 48160

734-439-1240

www.milanlibrary.org<http://www.milanlibrary.org>

she/her
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