2020-06-08 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 - Stephen Gurnick

  • 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.

  • UCI, UCSC, UCR, UCD provided information at this time.

    • Reminder - other campuses - if you have items to share regarding migration please do.

  • Confirmation - Do other UCs that already migrated to Alma have lessons learned information to share in the documents provided by UCI?

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. @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

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

            1. @Greg Ferguson confirmed that we do not need to have the same primary identifier.

            2. For different patron types (e.g. faculty, staff, students, etc.), there may be a need to review how these are identified to determine if harmonization in this regard is needed - specifically for the purpose of patrons using services at another campus.

               1. Lacey provided this video from Ex Libris with containing details on this: https://knowledge.exlibrisgroup.com/@api/deki/files/61065/Fulfillment_-_Central_User_Management.mp4?revision=1

All - 1a. Create local patron data audit and cleanup document and place anonymized “snapshot” copy in shared folder.

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

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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