c) The routine is communicated to any staff which may be involved in handing out equipment

While @AxelPettersson_WMSE is the most likely to handle these occasionally someone else is involved who might be unfamiliar with this fairly uncommon procedure.

The routine should refer to https://se.wikimedia.org/wiki/Integritetspolicy/Registerförteckning_och_rensningsrutiner#Utlåningsregister

@AxelPettersson_WMSE
Can you take a look at this one this week? Even with the change to a "members-only" there will still be plenty of cases where the person isn't known by office staff.

A first step would be to simply write down the steps you go through. After this we can look over if anything needs to be clarified before publishing/communicating it.