Download - OLA SuperConference 2017 - When Things Get Personal: Privacy and Access in Online Community History
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When Things Get Personal: Privacy and Access in Online
Community History
OLA Superconference 2017
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Digitizing and making local history collections available online brings to light personal information that was never intended to be shared and
distributed so broadly.
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1:What collections are publicly accessible online?
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Federated Women’s Institute of Ontario Virtual Archives
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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
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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
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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
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St. Catharines Public Library
Birth, Marriage, Death Index Historic Images
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Clarington Public Library
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Wilfrid Laurier University Special Collections
Insert i
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2:Deciding what to make available online: ethical and legal issues
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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
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Federated Women’s Institute of OntarioWhat 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
years4. 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
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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
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Clarington Public Library
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Wilfrid Laurier University Special Collections
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3:Dealing with the public: policies and ongoing management
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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
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Federated Women’s Institute of OntarioOngoing 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
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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
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Clarington Public Library
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Wilfrid Laurier University Special Collections
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Audience questions
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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
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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