Policy Corner: Technology Use

Originally published December 10, 2025

Library Developments Blog  |  Library Development and Networking Division

Texas State Library and Archives Commission

As we turn an eye to technology use policies, let us return to the land of imagination and visit the Gotham Public Library, a small rural Texas library that recently upgraded its computer area with new public workstations, expanded Wi-Fi access, and a makerspace laptop cart funded through a community grant from the Madame Selina Kyle Foundation. Because the library had never adopted a formal technology use policy, Director Barbara Gordon, staffer Richard Grayson, and the library’s volunteers relied on informal practices and individual judgment to guide patron behavior. One afternoon, a patron began streaming loud video tutorials for making Smylex on a public computer and refused to use headphones, insisting there was no rule against it; later, another patron downloaded unlicensed batarang-making software onto a makerspace laptop, crashing the device and disabling the entire cart. With no clear expectations to point to, workers struggled to explain what was and wasn’t allowed, complaints from other patrons increased, and the inconsistent environment highlighted the library’s limited authority to enforce standards. These challenges ultimately prompted Director Gordon to collaborate with key stakeholders to draft a formal policy.

Because technology use policies are about more than managing devices—they’re one of the strongest tools a library has for shaping a safe, mission-driven digital environment for all patrons—revisiting yours helps ensure that the library’s tech offerings remain both innovative and grounded in your community’s needs. And right now, it matters more than ever: in April, the Texas State Library and Archives Commission (TSLAC) approved updated accreditation criteria for Texas public libraries. These new minimum standards, outlined in the Texas Administrative Code, officially went into effect September 1, 2025, and will first be used for accreditation with the 2026 Annual Report. Among the revisions is a new requirement that every library have written policies for circulation, collection development, technology use, and information security and privacy. Libraries will certify these policies in the 2027 Annual Report, with a deadline of July 31, 2027, to meet the new minimums. So, as you look at your technology use policy, here are some questions and resources to help make sure it’s both accreditation-ready and community-centered.

Questions to Consider While Revising or Creating a Technology Use Policy:

• What is the library’s mission statement, and how is it reflected in the policy?
• If the library’s mission emphasizes equal access to information for all, how does the policy’s treatment of technology use regarding availability, accommodations for patrons with disabilities, extended sessions when no one is waiting, and requirements for paid membership to access basic digital services support that?
• If the library’s mission statement mentions promoting digital inclusion, how does the policy address provisions for device lending, mobile hotspots, basic tech help, multilingual instructions, and alternatives for those without email or formal identification?

• How will you manage the technology use?
• Who can use the technology (residency, age, institution affiliation, patrons, guests, staff, volunteers)? And, what types of materials can they borrow ((public computers, Wi-Fi, makerspace equipment, printers/scanners, chargers, etc.)?
• What constitutes acceptable and prohibited use: permitted activities (research, communication, schoolwork, creativity, legal business); respect for others (noise level, privacy, not viewing or displaying harmful or disruptive content); illegal, unsafe, or disruptive activities?
• How will users access the technology: sign-in or authentication requirements (library card, guest pass, etc.); time limits; priority of use (e.g., job search, education, research)?
• How is patron privacy protected, and what are the limits of privacy when using public networks or devices (patron responsibility for personal data protection, what information the library collects and how it is used, limitations to privacy such as legal compliance and public network risks)?
• What are the rules for user responsibilities and care of equipment (proper care of equipment, reporting issues, respect for copyright and licensing agreements)?
• How will internet filters be used and the process for reviewjng or unblocking where legally permitted?
• What are the consequences for policy violations, including the enforcement steps (warnings, suspension, loss of privileges)?
• How is the library’s limitation of liability for data loss, device damage, or service interruptions addressed (i.e. can’t guarantee uninterrupted or error-free access to the networks and equipment, library technology and network use is at the patrons own risk)?

• Are you working with an attorney?
• Only an attorney can provide legal advice. This could be a City or County Attorney, an attorney on retainer, or an attorney on the board.
• If you’re not currently working with an attorney, have you contacted other libraries in your area to see if there is someone they’d recommend?

General Suggestions for Library Policies:

• Use plain language: aim for a clear and concise summary that can be understood by any community member, even those that have never been to the library.

• Separate policy from procedure: a policy explains what the rules are, while a procedure explains how staff and patrons carry them out in practice. For example, a circulation policy might explain how materials can be borrowed, renewed, and returned, while balancing access for patrons with the library’s responsibility to protect and preserve the collection. Whereas, a circulation procedure might provide step-by-step instructions, workflows, and system-specific notes about issuing cards, renewing material, checking in items, etc. Keeping policies and procedures separate will ensure that each document can be updated easily.

• Review regularly: reviewing all policies on a regular schedule will help ensure they’re up to date and useful for patrons. It might be helpful to question: Is it a simple change in wording or is it broken? Could your grandmother understand the policy? Does your policy reflect the actual practice? Has the policy kept up with the times? Is there still a viable reason to have the policy? Finally, incorporating legal review by an attorney (a City Attorney, County Attorney, board member, etc.) is highly recommended.

• Have policies approved by the library's governing authority: this adds legitimacy to library policies, and helps the governing authority understand how the library operates.

Trainings and Resources Related to Library Policies:

Writing Support

• Write for your audience - plainlanguage.gov website
• Clear & to the Point: The Importance of using Plain Language in your Communications - TSLAC, Literacy Advance of Houston webinar
• Jargon-Free Libraries: Using the Language of Our Patrons - Colorado State Library webinar

Policy Basics

• Library 101: Policies - North Dakota State Library short video
• Determining Whether a Document is a Policy, Procedure, or Guideline - University of Wisconsin Madison
• Notes on Library Policy - Vermont Department of Libraries
• Developing and Writing Library Policies and Procedures - By Stephen Henson of BE&K Engineering. Includes an excellent list of additional sources.

Example Policies

• Guidelines on Public Internet Access in Libraries - International Federation of Library Associations and Institutions
• Library Technology and Internet Access Policy - Seguin Public Library
• Technology Use Policy | St. Louis Public Library
• Acceptable Use of Internet & Public Computers | Austin Public Library
• Computer and Internet Use Policy | Avondale Library
• Acceptable Use of the Internet and Library Public Computers | Multnomah County Library
• Library Policies: Technology Plan - Central Kansas Library System
• Public Library Sample Policies - Colorado Department of EducationPublic Library Director Toolkit - North Dakota State Library

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If you’d like a thought partner or assistance finding additional Texas-specific examples while developing your library’s technology use policy, we’re here to help. Contact the Library Development and Networking team at ld@tsl.texas.gov