2020-06-01 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 - Lacey Grawe

  • 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

Lessons Learned Document

• Create a shared document of lessons learned (as it relates to patron data) by campuses that have already migrated to Alma

5 min

Greg

Lessons Learned (Alma Libraries)

• Homework from previous meeting was for Alma libraries to add to the shared document.

  • Only UCI has provided information at this time.

  • Reminder to other Alma libraries to please share any pertinent information.

Alma Administration Certification

• Discuss Alma Administration Certification

10 min

Greg

Alma Administration Certification

• The SILS Training & Outreach PM and groups are discussing the need of select project members to complete this certification process sooner rather than later.

• They produced a draft list, assigning prioritization to each SILS UC-wide group.

  • Patron Data was classified as “Recommended”

  • More details will be shared as final decisions are made, however given the specificity of our group’s charge, requiring us to be certified seems unlikely.

  • Ultimately, the question is how would having a certified team member(s) improve the work of our team.

• Lai, Derek, and Ryan are certified.

  • Process is long and you have a lot of videos to watch.

  • Handy to get an idea of how other units/department processes work in Alma.

• @Greg Ferguson will forward on that we have 3 members who are already certified.

Tasks & Deliverables

1. Confirm - Single UC-wide patron record database or separate institutional patron databases?

2. Confirm - Should we migrate expired patron records?

3. 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.

15 min

Greg

Ex Libris Migration Guides & Tutorials

1. Status - COMPLETED - Single UC-wide patron record database or separate institutional patron databases?

   1. 5/21/20 - The Fulfillment & ILL FG decided that the UCs should have separate institutional patron databases.

2. Status - COMPLETED - Should we migrate expired patron records?

   1. 5/21/20 - The Fulfillment & ILL FG decided that campuses should not migrate expired patron record if they have been expired for more than 1 year and currently have no items checked out or outstanding fines or bills.

3. 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. 5 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. Do we need to harmonize to have the same primary identifiers?

            1. @Greg Ferguson will pose this question to Ex Libris.

            2. @Lacey Grawe (Unlicensed) will follow up about method of UC users having access at non-home campuses in.

      2. What type of harmonization can we even consider?

All - 3a. Create local patron data audit and cleanup document and place anonymized “snapshot” copy in shared folder.

What Cannot Migrate to Alma?

• Discuss issue of the reality that some fields in current ILS patron records may not have a natural home in an Alma user record

20 minutes

Greg

• Millennium

  • Fixed-Fields

    • PCODEs

      • Affiliation (UCSD)

      • Delivery (UCSD)

      • Does not seem to be a direct PCODE3 mapping from Millennium to Alma.

  • Variable-Fields

    • Proxy (UCSD)

    • Pronouns (UCSD)

      • UCB going to be moving to using pronouns in the future as well.

      • To use the note field would mean wiping out all other library notes to get pronouns into records.

    • Using the Alma LIBRARY_NOTE field

    • Need to look at what fields don’t have a natural place to migrate.

      • If so, where can it migrate?

• Voyager?

• WMS?

  • Looking at the fields and how they transfer over.

  • Working on cleaning out users.

Homework

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

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

  • Regional resource sharing programs

    • How will those active loans be migrated into Alma?

  • What else do we have and where will it go?

    • Ex. at UCSD - Pronouns

  • Dual status campus affiliates (users that are both a current student and an employee)

    • How do we each manage that now?

• 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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