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OLA SuperConference 2017 - When Things Get Personal: Privacy and Access in Online Community History

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Speakers: Irene Robillard, Cindy Preece, David Bott, Melissa Redden

Clarington Public Library, St Catharines Public Library, Wilfrid Laurier University, the Federated Women's Institute of Ontario

https://ourdigitalworld.net/2017/01/25/well-be-at-the-ola-super-conference/

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OLA SuperConference 2017 - When Things Get Personal: Privacy and Access in Online Community History

  1. 1. When Things Get Personal: Privacy and Access in Online Community History OLA Superconference 2017
  2. 2. Digitizing and making local history collections available online brings to light personal information that was never intended to be shared and distributed so broadly.
  3. 3. 1: What collections are publicly accessible online?
  4. 4. Federated Women’s Institute of Ontario Virtual Archives
  5. 5. Federated Women’s Institute of Ontario Virtual Archives ● Launched March 31, 2016 ● Thanks to Government of Canada’s Documentary Heritage Communities Program ● Just the beginning ● Original documents are spread across Ontario ● Originals remain within their communities, as intended ● Researchers can access them electronically in one place
  6. 6. Federated Women’s Institute of Ontario Tweedsmuir Community History Collections ● Documents the history of a community ● Numerous awards for preserving local history ● Officially started in 1947 - named after Lord Tweedsmuir ● Estimate 1,300 collections across Ontario ● From a simple scrapbook to an elaborate series of volumes ● Many created before there were privacy concerns ● Most still under copyright as closed < 50 years ago
  7. 7. Federated Women’s Institute of Ontario Other Items Accessible Online ● Home & Country Newsletters ○ Complete series, from 1933 to present, fully searchable ● Minutes and Record Books ○ Includes the minutes of the first WI branch in the world ● Other - Various other scrapbooks or published books on WI History ● NEW - Community halls, buildings, and monuments ○ Using user contribution facility for a WI 120 project ○ Submit photos and information on the structures created by the WI in their communities through the years across Ontario
  8. 8. St. Catharines Public Library Birth, Marriage, Death Index Historic Images
  9. 9. Clarington Public Library
  10. 10. Wilfrid Laurier University Special Collections Insert i
  11. 11. 2: Deciding what to make available online: ethical and legal issues
  12. 12. Federated Women’s Institute of Ontario ● Tweedsmuir Community History Collections ○ Proactive - Each book reviewed for privacy issues before releasing to public ○ Pages with private information not available to public ■ Minimal concerns found ■ Privacy sheet created for each collection - internal ● Home & Country Newsletters ○ No privacy concerns as always accessible to public ● Minutes and Record Books ○ less than 50 years old remain private due to membership lists ● Other - reviewed for privacy or copyright concerns
  13. 13. Federated Women’s Institute of Ontario What is considered private 1. Contact Information of a living person. 2. Birth or marriage dates of a living person. 3. Biography of a living person or one who died within last 30 years 4. Membership list < 50 years old. 5. Photograph created after 1948 and either a copyright or privacy concern. 6. Any other item the reviewer feels should not be provided to the public. NOT CONCERNED IF NEWSPAPER CLIPPINGS
  14. 14. St. Catharines Public Library ● Birth, Marriage and Death Index ○ Not the complete notice - just names, dates, locations, publication, page, etc. ○ 1830s through 1930 and 2005 through present day ○ 59,000 records ● Historic Images Collection ○ Rare photos, images, post cards from our Special Collections department ○ 1,100 images
  15. 15. Clarington Public Library
  16. 16. Wilfrid Laurier University Special Collections
  17. 17. 3: Dealing with the public: policies and ongoing management
  18. 18. Federated Women’s Institute of Ontario ● Complaints from Public ○ None received to date ○ Plan to remove item if a complaint received ● Bottleneck in Review ○ So far, 57 books available but many more waiting to be reviewed ○ Members seem to be unwilling to be the person to make decisions ● Tweedsmuirs ○ Guidelines have been updated to try and not put private items in the Tweedsmuirs to start with
  19. 19. Federated Women’s Institute of Ontario Ongoing Management ● Need to set up a schedule to review privacy reports and release items into public as go past privacy date ● Working with libraries, archives, museums, etc. that wish to make accessible Tweedsmuirs and other books in their collections ● Minutes and other record books < 50 years old ○ Do you digitize these now for preservation reasons while you are doing the rest? ■ If yes, where do you store them? Some won’t be accessible for 40+ years. ■ If no, then need to return to location to do them at a later time and could be lost over time
  20. 20. St. Catharines Public Library ● No formal policy ● We will remove upon written request ● Only a few requests to date (approx. half dozen) ● Have encountered issues with items being deleted from our site, but not from OurOntario site
  21. 21. Clarington Public Library
  22. 22. Wilfrid Laurier University Special Collections
  23. 23. Audience questions
  24. 24. Further discussion Community forum: http://help.vitatoolkit.ca/about.asp?ID=4#!/personal- information Not all information wants to be free, ethical considerations for digitization (talk by Tara Robertson): http://tararobertson.ca/wp- content/uploads/2016/08/code4libNYS.pdf
  25. 25. Thank you! • http://collections.fwio.on.ca/search • http://bmd.stcatharines.library.on.ca/en/searc h • http://vitacollections.ca/claringtonnews/searc h • http://images.ourontario.ca/Laurier/search

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