Legislatively Mandated Disclosures
Oklahoma law requires all State Agencies to disclose the following information on their public websites.
Statutes and Rules Governing and Affecting Agency
Statutes and Rules: Oklahoma Department of Libraries Oklahoma statutes and constitutional article, listed in citation order, and linked to the Oklahoma Supreme Court Network (OSCN).
Statutes and Rules: Archives and Records Oklahoma archives and records, listed in citation order, and linked to the Oklahoma Supreme Court Network (OSCN).
Use of Federal Funds by Agency
Oklahoma receives an annual State Grant under the Library Services and Technology Act through the federal Institute of Museum and Library Services (IMLS).
State Grants are awarded annually to State Libraries, but states are given two years to put the funds to work. To see how ODL has used its federal library funds, visit the IMLS awarded grants page. Key in “Oklahoma” in the search field and submit. Then select a federal fiscal year to see expenditures and subgrants for that period. (Note: During the pandemic years, ODL also received funding from the CARES Act and the American Recovery Plan Act. These funds were administered by IMLS. The pandemic acts also provided grant opportunities to Oklahoma museums and tribal cultural centers, which are normally outside the scope of ODL’s federal grant program.)
The Oklahoma Historical Records Advisory Board (OHRAB), administered by ODL, applies for the biennial State Board Programming Grant from the National Historical Publications and Records Commission (NHPRC). These grants fund projects in the state that promote access to historical records and primary sources to encourage a greater understanding of our democracy, history, and culture. View the most recent completed report (PDF)—covering OHRABs use of the two-year grant of $80,000.
Social Media Policy
The Oklahoma Department of Libraries follows the Office of Management and Enterprise Service’s Social Media and Networking Policy Standards developed for all state agencies.
Public Notice on Data Collection
State Agencies may collect personally identifiable data in the course of their duties, as supplied by employees, patrons, grantees, licensees, vendors, or other individuals doing business with or interacting with the agency. “Personally identifiable data” means information which can identify an individual including, but not limited to, name, birth date, place of birth, mother’s maiden name, biometric records, Social Security number, official state- or government-issued driver license or identification number, alien registration number, government passport number, employer or taxpayer identification number, or any other information that is linked or linkable to an individual, such as medical, educational, financial, or employment information. 74 O.S., § 3106.4. Personally identifiable data is stored securely in accordance with Oklahoma law, as well as the State of Oklahoma’s Information Security Policies, Procedures, and Guidelines, available at Policy, Standards & Publications (oklahoma.gov).
During the course of daily operations, personally identifiable data collected by the Oklahoma Department of Libraries is only shared with agency staff and relevant OMES divisions in the course of performing their regular duties, and with granting agencies as part of grant administration. See specific examples below. ODL is also subject to and complies with the Oklahoma Open Records Act, 51 O.S., §§ 24A.1 – 24A.33. In accordance with said law, some agency records must be made available for review and copying upon request. Where required or allowed by law, particular elements of personally identifiable data will be redacted before making the records available. ODL will also share personally identifiable data in response to a properly issued court order or subpoena.
Collection of Personally Identifiable Information
Public bodies are required to list any personally identifiable data collected, how the data is stored, and with whom the public body shares this data. (PDF of HB 2618 from 2019 legislative session.)
ODL Personnel Information
Data collected on ODL personnel includes name, social security number, address, phone number, birthday, email address, copy of driver’s license, copy of birth certificate, copy of passport, education transcript, dependent name, dependent social security number, dependent address, dependent phone number and dependent birthday. Beyond the information in the employees’ Human Resources files, the information is stored in the PeopleSoft HR/payroll application and is also stored and used by the Employee Benefits Council, the Oklahoma Public Employees Retirement System, the Employees Group Insurance Division of OMES, and the U.S. Citizenship and Immigration Services’ E-verify system.
Information asked of employees for badge/building access, which is stored in the Oklahoma State Capitol database, is: driver’s license number; year, make, model, and tag number of employee’s vehicle; gender, height, weight, hair color, and eye color. ODL also maintains this information in paper format.
ODL Library Card Holders
Individuals who hold library cards for use of the Oklahoma Department of Libraries’ collections are state employees. Card registration information collected, which is stored on the library’s circulation system, includes the individual’s name, the name of the state agency that employs the individual, the agency’s address, the individual’s personal address, the individual’s work and personal phone numbers, and the individual’s work and personal e-mail addresses. Card numbers—and only card numbers—are provided to OverDrive so that ODL customers can borrow digital content.
Library Card Registration Data can only be shared outside the agency in response to an Oklahoma Open Records request. No records are kept of documents checked out or electronic information accessed by individuals in compliance with the state’s library confidentiality laws.
Customers can make appointments via an appointment form, phone call or email message to access resources in our Oklahoma collections, Government Information divisions, Law and Legislative Reference collection, and State Archives. Individuals may also make appointments with other divisions in the office areas of the Allen Wright Memorial Library. Appointments are recorded on a digital calendar. Personal information collected includes individual names, email addresses, phone number and in some instances, reason for visit. Information is retained at least until the visit has been completed, and then it is deleted.
Vendor and Grantee Data
While OMES maintains the state vendor database, ODL does have personally identifiable data in paper and electronic (e-mail) form. The information housed at ODL is eligible for destruction after six months, and is usually deleted/destroyed after one year. For vendors doing business under their name—and individuals awarded business through a personal services contract—this personally identifiable information includes name, address, phone number, e-mail, and social security number. Individuals who receive continuing education grants or travel reimbursements are added to the vendor database in order to receive funds, and their information is treated in the same manner as other vendors.
Email Distribution Lists
ODL maintains a number of topical email distribution lists (such as lists for board meeting notifications), and visitors to the agency’s website have the option to subscribe to some of these lists in order to receive communications about particular services. Messages sent from ODL to the subscribers do not reveal any personal email addresses. The addresses are stored on GovDelivery servers.
Literacy Tracker Data
Literacy Tracker is a service developed by ODL and Oklahoma Interactive to help adult literacy tutors and providers measure the progress of their students. Information collected includes student names, addresses, phone numbers, and email addresses (if applicable); and the names, addresses, phone numbers and email addresses of literacy tutors.
Memorandums of Understanding or Agreement
- MOU with Oklahoma State University (PDF)
- MOU with Department of Commerce (PDF)
- MOU with Oklahoma Literacy Coalition (PDF)
- MOU with Oklahoma Archivists Association (PDF)
- MOU with Oklahoma Society for Technology in Education (PDF)
- MOU with Mountain Plains Museums Association (PDF)
- MOU with Oklahoma Museums Association (PDF) and Amendment (PDF)
- MOU with Friends of Libraries in Oklahoma (PDF)
- MOU with Hunger Free Oklahoma (PDF)
- MOU with Oklahoma State Regents for Higher Education (PDF)