2020-06-22 Patron Data Cleanup Group

Housekeeping

• Add any new topics to the agenda

• Take a temperature check / How is it going?

• Confirm Minutes Recorder for this meeting - Marti Kallal

  • In the event that the designated Recorder or Timekeeper is not in attendance, then an alternate volunteer will be requested for that given meeting

5 min

Greg

Shared Google drive

Tasks & Deliverables

1. From Governance Charge -

• A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration.

• A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.

5 min

Greg

Ex Libris Migration Guides & Tutorials

1. From Governance Charge -

   1. A list of patron data cleanup activities and assignments that need to be accomplished prior to the initial data migration.

      1. All but 2 campuses have provided copies of their documents; reminder to the remaining campuses to upload an anonymized copy as soon as possible.

   2. A list of patron data issues which require harmonization decisions, to be made available to the Implementation Coordinators group.

      1. Question: Now that the decision has been made regarding separate institutional patron databases, should we consider any harmonization?

         1. At the June 1st meeting, the group wondered how direct borrowing will work in the consortia (e.g., a UCSD student goes to UCB to borrow a book directly) and if this dictated any harmonization.

         2. From 6/8 Minutes, Greg Ferguson ​inquired with Ex Libris if harmonization of any user fields was necessary and confirmed that there was none. Per Ex Libris, “Fulfillment network doesn't require any form of patron data field harmonization among the consortia members to work. How it works is that the user records from the home institution would be shared/copied to the item owning institution as linked accounts. The primary identifier in the linked accounts is an Alma system-generated number. Member institutions can choose which fields in the user records they want to share with other institutions. Please see the below document for more details.

            https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/040Configuring_User_Management/110Linking_Users_in_Collaborative_Networks

• All - 1a. Create local patron data audit and cleanup document and place anonymized “snapshot” copy in shared folder.
• Greg Ferguson will check with Ex Libris for additional details on the need to harmonize patron type identification.

Dual Status Patrons

• Discuss how each campus manage them now and how best to migrate these patrons to Alma

20 min

Greg

• Example, at UCSD, if a person is both an enrolled student and a current employee (based on pay title) of the University, we download two patron records for them, one student and one staff or faculty.

• Does Alma allow for an individual to have more than one user account? If not, how are existing Alma campuses managing this? Which status takes precedence?

• What do campuses, like UCSD, need to address prior to migration if only single user records are allowed in Alma?

PCODE Revisit

• Reaffirm understanding related to migrating PCODE field data from Millennium

15 min

Andy

• Will PMESSAGE migrate into Alma?

  • there is no direct translatable field into alma

  • could map to a letter in a note field

  • there is a way to make it a pop-up

• Would still like to be able to use PCODE 2 & 3 - do these migrate?

  • there is way to extract these codes into alma - you can extract the codes using the export tools - you’ll just get a number that will be imported into alma. you’ll need to do manually mapping in alma - there will most likely be overhead in determining how to make the pcode-mapping useful in alma

• Greg Ferguson will let Andres Panado (Unlicensed) know what he learns from Ex Libris about migrating his codes.

Homework

• Document what we need to be working on and questions we may have

Team decision to hold our Patron Data meetings bi-weekly. We’ll leave the meeting on the calendar and cancel as-needed.

All - (ONGOING) Add questions for up stream

Alma Sites

• Share any lessons learned on document to help with future agenda topics

Parking Lot

• Capture important topics for future discussion

• Additional Circulation Data Topics to Think About

• Alma/Primo Sites - Show and Tell

  • Dedicate some time to “what went wrong or what was great” to mentor “new” campuses.

• From Governance Charge

  • A register of post-migration quality control tests and results from each campus implementation team. Due late 2021.

    1. To be discussed at a later date

  • A final report of any ongoing post-migration data issues. Due late 2021.

    1. To be discussed at a later date

Total

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