2020-05-18 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 - Lai Arakawa

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

• Share co-chair update

• Affirm Vacations/Out document

5 min

Greg

Shared Google drive

• Stephen Gurnick has agreed to be our group’s co-chair. Thanks Stephen!!!

• The PM’s recently moved each team’s Vacations/Out page from Confluence to a document in the Google shared folders

  • At your earliest convenience, please enter any set or possible vacation dates into the document

  • Memorial Day, May 25th - No meeting next week

    • Next meeting will be June 1st

Patron Data Q&A with Ex Libris

• Confirm if meeting is wanted

5 min

Greg

• Ex Libris is scheduling Q&A sessions with individual SILS groups.

• Questions must be presented to them in writing ahead of time

• We could use our Questions for Up Stream document to collect questions and then discuss for prioritization and submission

No need to schedule Q&A with Ex Libris at this time.

Guidelines for Minutes

• Review and finalize document

10 min

Greg

• Link to document in Outcome column

Everyone has agreed to the Guidelines

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.

10 min

Greg

Ex Libris Migration Guides & Tutorials

1. Status -

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

      1. Still awaiting decision from Fulfillment & ILL FG; due date is May 21st

      2. Decision page within the IC Confluence space

      3. have not received any feedback from the group yet

2. Status - Should we migrate expired patron records?

   1. Still awaiting decision from Fulfillment & ILL FG; due date is May 21st

   2. Decision page within the IC Confluence space

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. Created a “Local Campus Data Cleanup Documents” folder in Patron Data Google share.

      2. UCSD and UCI have provided documents thus far; others should as well, following structure/format of their choosing.

         1. Sites already on Alma should obviously have much less data cleanup.

      3. UCI also provided a copy of a Patron Data report from their 2018 migration to Alma that documents decisions and actions they completed, in addition to lessons learned.

         1. UCSD will be creating a similar document; should we all for final documentation/report?

         2. other formating requirements that we may need to think about

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

      1. Still tabled until there is resolution on question of single versus separate patron record databases.

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

Patron (User) Barcodes in Alma

• Better understand the use and possible limitations of the patron barcode field in Alma

  • Can a user record in Alma have more than one barcode?

    • If so, any known issues related to it?

  • Can we migrate more than one patron barcode?

  • Should campuses be auditing patron barcodes and cleaning them up ahead of time?

20 min

• Some UC campuses, who are not already on Alma have multiple barcodes in some of their patron records.

• Proxy Cards having their own barcodes

• Extraction - how should we clean up to not flood the barcode field?

• Can you only transfer only one barcode through migration?

• Formatting - Can patron barcodes be alpha numeric?

• Through SIS, are certain fields designated for protection?

Homework

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

• Create a patron data Lessons Learned document with collected input from all of the Alma sites?

  • If Alma sites can share lessons learned on documentation, it would help for future agenda topics

    • For discussion at next meeting?

All - (ONGOING) Add questions for up stream

Parking Lot

• Capture important topics for future discussion

• Additional Circulation Data Topics to Think About

  • What current ILS fields do not migrate to Alma?

    • Ex. Proxy cards? Millennium Pcodes?

  • 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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