2020-05-04 Patron Data Cleanup Group

Housekeeping

• Any additional topics to add?

• Temperature check / How’s it going?

• Reaffirm that members have access to team Slack channel, shared drive, Confluence. (See access instructions)

• Fill Roles

  • Co-Chair

  • Moderator(s)

  • Recorder(s) (Minutes)

  • Timekeeper(s)

  • Action Tracker

15 min

Greg

Slack channel - #patron-data

Shared Google drive

Start recording meetings? Probably used for people who are absent - only for this group.

Let’s not discuss PII on this call. Yep.

Co-chair: no fear! This group does need a co-chair - in a couple weeks we can make that decision. Share availability - share agenda-making, bounce ideas off. Buddy system!

Roles

• Co-Chair - ________

• Moderator(s) - Greg

• Recorder(s) (Minutes) - rotate every week by last name (5/11 Ross Anastos)

• Timekeeper(s)- Andy

• Action Tracker - Greg

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

Recording: YES

No PII on call.

Team Charter

• Objective - Review draft

• Roles - See housekeeping

• What are our expectations for working together?

15 min

Greg

Team Charter

Looks good - revisions on that page.

Do we need someone who can be “gatekeeper”? (Call out when things get too deep - make sure that everyone is on board with jargon, etc.) = Stephen at first!

Confluence Spaces Granted View Access in May

• The SILS Operation Leads are planning to open the Confluence spaces for “view” access by anyone in May.

• Why? So anyone at UC may easily track what’s happening with SILS and the decisions we are making. (The site will be viewable by the public too. There’s not an easy way to open it only to the UCs.)

• Question: Do we have any concerns or questions about Confluence being “viewable” by anyone?"

15 min

Greg

No concerns - Greg, Derek, Ryan, Marti, Andy, Stephen, Lai

Derek - May want to review meeting minutes outside of Confluence before making official, though

Andy - I agree with Derek that minutes should be reviewed first. Since our group is about patron data, I just want to make sure we are not putting anything out there that might be non-compliant with privacy policies.

Ross - no concerns; support review

Greg - waiting for LZ/CB for options on confluence to see what way of taking notes will work best for us.

Pending - waiting to brainstorm some ideas, and waiting for PMs to get back with options.

Identify Most Immediate Tasks

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

  • Why is this important? Harmonization vs. “getting your own house in order”

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

  • Patron field audit

    • What is migrating vs. what is not migrating?

    • Alma sites vs. non-Alma sites?

  • Patron field cleanup

  • Money owed audit and cleanup

    • Outstanding charges in Write-Off

    • Fines only vs. replacement bills?

  • Holds - Only holds on the pickup shelf will migrate

15 min

Greg

Alma Migration & Data Extraction Guides / Forms -https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials

Migration Considerations for Consortia - https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/010Alma_Migration_Considerations_for_Consortia

Questions for Up Stream (Google Doc)

What have folks been up to so far?

• Mostly bib and item data so far, just getting started on patron data

• Before we migrated we didn’t have a dedicated schedule to purge, so when we migrated we had more than twice as many patrons as we should have had.

  • It was worth getting those out, and then seeing what you’ve got.

  • What effect does that have on the migration timeline if you’re putting in old patron records.

• We are trying to get rid of as many patron records as possible to streamline.

What is migrating? - Looking at the migration mapping docs, and evaluating our own fields. What has been nice to have and keep, what’s been used because of workarounds, what is available in the new system.

Alma/Primo campuses - might not be easier because of harmonization this time around. It’s easier to clean up locally.

Yellow flag: sounds like a single patron database would be significantly more work than not. Is that something we really can do? What are the benefits of doing a single database anyway? What is the need?

See what other consortia have been doing: Peer Consortial Resources

Alma/Primo - show and tell? Dedicate some time to “what went wrong or what was great” to mentor “new” campuses.

• Greg shared in the team’s Google drive an anonymized copy of UCSD’s master patron data cleanup spreadsheet as an example

All - Locate and begin reviewing the migration form and data extraction documentation for your current ILS system

All - Begin creating your local patron data audit and cleanup document

All - (ONGOING) Add questions for up stream

@Greg Ferguson (ONGOING) will create Decision pages on IC Confluence page for PDCG questions that ICs need to review, discuss, and decide action for and report back responses to PDCG.

@Greg Ferguson (ONGOING) will post questions for Ex Libris on the Message Board in Basecamp and report back responses to PDCG.

Homework

All - (ONGOING) Identify topics for future meetings and share to team Slack channel

Parking Lot (Future Topics)

• Additional Circulation Data Topics to Think About

  • Regional resource sharing programs

    • How will those active loans be migrated into Alma?

• Patron record extraction exceptions?

  • Expired records? How recently expired?

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

  • Ex. at UCSD - Pronouns, proxy cards

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

  • How do we each manage that now?

60/60