Data Protection Management in University Libraries in the UK

Abstract

The paper, based on British Library funded research, examines a range of issues relating to data protection management in UK university library and information services. A general description of data protection legislation in the UK is followed by a brief overview of the aspects which involve personal data in libraries. The result of an impact survey of UK university libraries ranging in size are reported in detail and discussed. Institutional experiences are noted, including the penetration of information technology (IT) into library activities, together with the organisation of data protection responsibilities and practice. Almost all institutions are registered under the Data Protection Act 1984 and many have someone specially designated to oversee data protection. There is extensive use of IT in the libraries surveyed, particularly for cataloguing, ordering and circulation, although far fewer have automated reference logs and personnel records. A small number of libraries disclose details of book borrowings. Very few individuals have exercised their right of access to data, and having to pay a fee for doing so does not appear to be a disincentive. Data protection awareness and training issues are examined both subjectively and objectively. Data protection is included at induction training in just under half the responding libraries and at fewer as an ongoing activity. Specialist conferences and seminars do not feature highly. A majority of respondents claim adequate knowledge of data protection for themselves and their staff, though some report it as poor. A checklist of relevant sources illustrates respondents’ reading on the subject and reveals that a significant minority have not consulted anything. Respondents’ perceptions about the legislation and its future development are noted. The vast majority believe that data protection legislation has made no difference to the way that they manage. The legislation is regarded as being evenly balanced between data users and individuals by almost half the respondents, and an equal proportion see it as favouring individuals. Disappointingly few have views on improving and modifying the current legislation. The results are assessed in a concluding commentary which highlights areas of interest and concern, and makes some comparisons with an earlier study in a related area. Given the overall outcome of the survey, the importance of raising awareness and nurturing good practice is stated.