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G2S Project Code: 2019-CA-83224
State: California
Fiscal Year: 2019

Grantee
PACIFIC LIBRARY PARTNERSHIP

Project Director
Director Name: Carol Frost
Director Phone: 650-349-5538
Director Email: frost@plpinfo.org

General Information
Title: Data Privacy Best Practices Training for Libraries
State Project Code: 40-8970
Start Date: 07/01/2019
End Date: 08/31/2020
Abstract: Pacific Library Partnership's (PLP) Data Privacy Best Practices Training for Libraries project developed California-specific training workshops and a resource toolkit for libraries on privacy-related topics surrounding library data privacy and digital safety. Three training modules were created and conducted for PLP member libraries: "Protecting Privacy in the Library Patron Data Lifecycle," "Operationalizing Library Privacy: Policies, Procedures, and Practices," and "Managing Library-Vendor Relationships with Privacy in Mind." Due to the COVID-19 pandemic, the last module was modified and converted into a webinar.

The toolkit covered a number of resources and issues spanning a wide range of privacy and security topics. The toolkit’s intended audience reach is broad, from administrators who want policy and contract guidance to front-line workers seeking practical advice about how to protect patron privacy in their daily work. The toolkit incorporates high level and detailed information about building and maintaining all aspects of a patron privacy program at the library. PLP members received a printed toolkit. The toolkit is also available on the PLP website.

A Basecamp community of PLP libraries was also created as a new network of privacy advocates and champions. This site allows members to ask questions about privacy practices and contribute to discussions around current library privacy topics. Members can share samples of policies, contract addendums, and privacy communications, creating a clearinghouse of resources and examples to address specific issues that other library privacy resource sites currently do not, such as the interpretation and compliance of state laws around library confidentiality and data privacy.
State Goal: Goal 1: Equitable Access

Budget Information

LSTA

MATCH-State

MATCH-Other

Total

$53,000.00

$0.00

$12,750.00

$65,750.00

Intent(s)
Improve library operations.
Library Infrastructure & Capacity
Continuing Education and Staff Development

Activities
Activity Details
Title: "Protecting Privacy in the Library Patron Data Lifecycle"
Narrative: The project presented training on Protecting Privacy in the Library Patron Data Lifecycle, along with related training materials and resources. Materials developed include: Slide Deck, Workshop Handout, Data Inventory Spreadsheet as well as several Privacy Impact Assessment (PIA) template files: Threshhold Analysis; Data Analysis; and Risk Assessment Report. Materials were distributed during the training and are available on the project Basecamp site as well as on the PLP website. All trainings and related materials were created and administered in conjunction with Becky Yoose of LDH Consulting, a nationally recognized library data privacy consultant.

Intent: Improve library operations.

Activity: Instruction
Mode: Presentation/performance
Format: In-person

Quantity
Presentation/performance length (minutes): 180
Number of presentations/performances administered: 2
Average number in attendance per session: 22

Partner Information

Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No

Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No

Activity Details
Title: "Operationalizing Library Privacy: Policies, Procedures, and Practice"
Narrative: The project presented training on Operationalizing Library Privacy: Policies, Procedures, and Practice for Pacific Library Partnership consortia members, along with training materials and resources. Materials included training slides and a workshop handout. They were distributed during the training and are available on the project Basecamp site as well as on the PLP website. All trainings and related materials were created and administered in conjunction with Becky Yoose of LDH Consulting, a nationally recognized library data privacy consultant.

Intent: Improve library operations.

Activity: Instruction
Mode: Presentation/performance
Format: In-person

Quantity
Presentation/performance length (minutes): 210
Number of presentations/performances administered: 2
Average number in attendance per session: 27

Partner Information

Activity Details
Title: "Library Privacy and Vendor Management I: A Privacy Oriented Overview of The Vendor Relationship Lifecycle"
Narrative: We presented a virtual training course, "Library Privacy and Vendor Management I: A Privacy Oriented Overview of The Vendor Relationship Lifecycle," for Pacific Library Partnership members, along with related training materials and resources. Related training materials and resources included a workshop slide deck and handout. Materials were distributed during the training and are available on the project Basecamp site as well as on the PLP website. All trainings and related materials were created and administered in conjunction with Becky Yoose of LDH Consulting, a nationally recognized library data privacy consultant.

Intent: Improve library operations.

Activity: Instruction
Mode: Presentation/performance
Format: Virtual

Quantity
Presentation/performance length (minutes): 90
Number of presentations/performances administered: 2
Average number in attendance per session: 15

Partner Information

Activity Details
Title: Library Privacy and Vendor Management II: Exploring Practical Strategies and Best Practices"
Narrative: The project presented training for Pacific Library Partnership members on "Library Privacy and Vendor Management II: Exploring Practical Strategies and Best Practices," along with distribution of related training materials and resources. Materials developed include: Training Slides, Workshop Handout, Annotated RFP examples, and Annotated Contract Addendum examples. Materials were distributed during the training and are available on the project Basecamp site as well as on the PLP website. All trainings and related materials were created and administered in conjunction with Becky Yoose of LDH Consulting, a nationally recognized library data privacy consultant.

Intent: Improve library operations.

Activity: Instruction
Mode: Presentation/performance
Format: Virtual

Quantity
Presentation/performance length (minutes): 90
Number of presentations/performances administered: 2
Average number in attendance per session: 15

Partner Information

Activity Details
Title: Data Privacy Best Practices Training Toolkit
Narrative: A "Data Privacy Best Practices Training Toolkit " was developed for this project. It includes practical checklists for library staff to work through in addressing privacy-related issues common at Pacific Library Partnership member libraries; materials from the trainings developed in this project; information, including resource lists regarding best practices in privacy practices and policy relevant to PLP libraries; and local, state, federal, and possibly international regulations around data privacy that affect PLP libraries or that PLP libraries should be aware of. The toolkit is accessible on the PLP website at https://www.plpinfo.org/dataprivacytoolkit/. The toolkit was created in conjunction with Becky Yoose of LDH Consulting, a nationally recognized library data privacy consultant.

Intent: Improve library operations.

Activity: Content
Mode: Creation
Format: Combined physical & digital

Quantity
Number of items digitized: 1
Number of items digitized and available to the public: 0
Number of physical items: 1
Number of open-source applications/software/systems: 0
Number of proprietary applications/software/systems: 0
Number of learning resources (e.g. toolkits, guides): 1
Number of plans/frameworks: 0

Partner Information

Beneficiaries
Is the activity directed at the library workforce: Yes
For a targeted group or for the general population: General

Locale
Is the activity state-wide: No
Specific Locations: Yes
Name: PACIFIC LIBRARY PARTNERSHIP
Address: 32 W. 25th Avenue
City: San Mateo
State: CA
Zip: 94403-2273
Question 1: I am satisfied that the resource is meeting library needs.
Strongly Agree: 3
Agree: 2
Neither Agree nor Disagree: 3
Disagree: 0
Strongly Disagree: 0
Non-Response: 0
Question 2: Applying the resource will help improve library services to the public.
Strongly Agree: 2
Agree: 4
Neither Agree nor Disagree: 2
Disagree: 0
Strongly Disagree: 0
Non-Response: 0

Project Outcomes
Project Outcomes
List any important outcomes or findings not previously reported:
The COVID-19 pandemic impacted the project and required several major adjustments to the original project plan. The last in-person training, “Managing Library-Vendor Relationships with Privacy in Mind,” was cancelled due to the pandemic. As it became apparent that in-person trainings could not resume, the project team adapted the final training to a virtual format, and the training was broken into two separate webinars scheduled in May 2020: the first webinar introduced the vendor relationship lifecycle, and the second webinar delved into specific best practices in protecting patron privacy while working with vendors, including sample contracts, request for proposal templates, and vendor audits. Each webinar was 90 minutes long, with the first webinar being a mix of lecture and exercises, and the second webinar being an open discussion among training participants. The additional content created for this revised version of the original training was made available on the Basecamp platform to PLP members. Three of the sections in the toolkit directly tie back to the three main training areas developed as part of the project: the data lifecycle, operationalizing privacy at the library, and managing privacy with vendors. Other sections address other topics requested by PLP members, including specific patron privacy issues and considerations, public computing, and teaching privacy to patrons. At the end of the toolkit is an extensive resource section containing library privacy scholarship, professional standards, regulations, and a number of templates and examples libraries can use to develop their own contract addendums, privacy policies, and privacy workshops. The pandemic caused a two-month delay in delivering the vendor workshops, which then pushed the development of the toolkit back by a month and a half. The final draft of the toolkit was completed the first week of September 2020, leaving a short time for PLP members to review the draft and provide feedback. Although the COVID-19 pandemic had serious impacts for the project, the majority of feedback received from participants was positive, with over 80% of participants in the trainings reporting that applying what they learned will help improve library services to the public, and would help effect positive change in the library community. Several PLP member libraries also expressed that their libraries or jurisdictions recently experienced data breaches, and that addressing cybersecurity along with data privacy could be an important addition to the project. As a result, PLP applied for and was awarded a second year of funding to develop a train-the trainer component for the data privacy project, as well as to incorporate cybersecurity best practices and a related train-the-trainer module.
Please briefly describe the importance of these outcomes and findings for future program planning:
These outcomes and findings show that Data Privacy is still an area that is difficult for both staff and patrons to navigate. The Toolkit is a great resource to facilitate further programming and planning around the topic, and to help libraries improve their policies, procedures, and practices. Additionally, the Basecamp community will better allow libraries to share their experiences and related resources and content to work towards creating a community of practice in libraries.
Explain one or two of the most significant lessons learned for others wanting to adopt any facets of this project:
It is important to note that although the trainings were developed with the intent of being administered as live in-person trainings, they were easily modified into very successful virtual trainings. This could be useful to libraries seeking to adapt these trainings and tailor them to their own institutional needs for internal staff development. All of the training materials have been posted and made available on the PLP website at plpinfo.org/dataprivacytoolkit and are additionally available on the Basecamp community that was created as part of this project.
Do you anticipate continuing this project after the current reporting period ends:
Yes
Do you anticipate any change in level of effort in managing this project:
No
Explain:

Do you anticipate changing the types of activities and objectives addressed by the project:
Yes
Explain:
This project has been expanded and funded for a second year. Effort will increase relative to the addition of topics covered, including a focus on cybersecurity, and a train-the-trainer component..
Was an evaluation conducted for this project:
No
Was a final written evaluation report produced:
No
Can the final written evaluation report be shared publicly on the IMLS website:
No
Was the evaluation conducted by project staff (either SLAA or local library) or by a third-party evaluator:
Third-Party
What data collection tools were used for any report outcomes and outputs:
Did you collect any media for the data:
What types of methods were used to analyze collected data:
Other:
How were participants (or items) selected:
What type of research design did you use to compare the value for any reported output or outcome:

Exemplary: No
Exemplary NarrativeThe Data Privacy Best Practices Training for Libraries project could be considered exemplary due to the need for data privacy tools and resources in libraries as exemplified by the number of recent data breaches affecting several libraries throughout California and the nation. The toolkit model is one that can be easily replicated and adapted to a number of other projects and topics.

Project Tags: Data Privacy, Data Security