January 2024

Application

1. Use of Symphony, the Integrated Library System (ILS)
   1. Library staff must log in to Symphony, the ILS, as the location where they are currently working. 
      1. Staff at Lloyd Administration, Macadam, or Operations Center locations may not have location-specific logins and may use legacy logins created before these were separate buildings.
      2. Symphony Specialists and other testers may log in as different locations for testing purposes only.
      3. Login locations may also be determined automatically by Symphony.

   2. Library staff must log in with their own user ID and PIN. User IDs give permissions to do specific tasks and those permissions are only for individual use.

   3. Library staff must lock their computers or devices when they are unattended, including when teleworking.

   4. Library staff must log out of Symphony when they leave a shared computer. 

   5. Staff will clear or close Symphony screens that display patron information after the transaction is completed.

   6. Library staff may only use Symphony to perform authorized actions appropriate to their current job or task.

2. Use of Training Symphony
   1. Training Symphony access should be used for practice, testing, and training whenever possible.
   2. Staff must protect personal and title information when using Training Symphony and uphold all confidentiality policies and procedures. Staff should use designated training accounts whenever possible.
   3. Staff may log in as a different location on Training Symphony.
   4. Staff must ensure that Training Symphony is not confused with standard live Symphony. Only log in on a computer that will not be used for actual transactions and log off when testing or training is complete.
3. Test Symphony is used by Symphony Specialists and other designated staff to test functionality.

Policy

Library staff must use the Integrated Library System (ILS), Symphony appropriately to protect patron privacy, protect the integrity of library data, and ensure compliance with ethics laws and standards. This also includes all related systems and applications such as My MCL and the mobile staff app.  

• Library staff and volunteers will be given Symphony access appropriate to the job they are performing.
• Library staff will protect the integrity of Symphony by logging in and out appropriately, keeping User ID and PIN information private and secure, and performing only those actions that they are authorized to perform.
• Library staff and volunteers may not use their knowledge of Symphony to evade or violate policies, extend access, or avoid fees on their own, friends', family or household members' library accounts. See Staff use of personal library accounts.
• Library staff will follow:
  • Best practices for accessing library systems remotely.
  • The County Telework Policies and Privacy Guide, which includes using Virtual Private Network (VPN) for secure access, being aware of screens and conversations while teleworking, dealing with paper, and locking devices when unattended.
  • All confidentiality policies apply when using Symphony in libraries, during outreach, while teleworking, etc.

These applications are not all-inclusive. If you are unsure about what you may do while using Symphony, please ask your supervisor.

Staff access and use of Symphony may be reviewed by the Library Director’s office staff, Integrated Services staff, library managers, IT security officers, the County Auditor and/or the County Treasury Department.

Rationale

Library staff must act to ensure the security and accuracy of library data and transactions. Library staff must log in using their user ID and current location so that there is an accurate record of transactions. To avoid unauthorized access and actions, library staff must protect login information, and lock their computers or logout of Symphony when they are not present.