(All Phases) Should expired patron records be migrated to Alma? (PDCG)

Legend: not started IN PROGRESS STALLED decided

Status	Decided
Description	Decide whether expired patron records, without any active circulation transactions (current checkouts, outstanding charges, etc.) dictating retention, should be migrated to the new user database(s).
Decision	Patron records expired for one year or more with no outstanding transactions (current checkouts, outstanding charges, etc.), are to be removed from the migration to new user databases via the automated process. Cleanup and migration decisions for patron records with outstanding fines and items will be handled locally.
Owning group	Fulfillment & ILL (SILS-FG-FULFILL-L@LISTSERV.UCOP.EDU)
Approver
Stakeholders	R/A = Fulfillment & ILL C = Patron Data I = ICs
Decision-making process	Fulfillment FG will make a recommendation, then pass to ICs (inform) and PDCG (next steps).
Due date	May 21, 2020 (orig requested May15th - PDCG meets Mondays)

Recommendation

The Fulfillment and ILL FG recommends that patron records expired for one year or more (per UCOP retention guidelines) with no outstanding transactions (current checkouts, outstanding charges, etc.), be removed from the migration to new user databases via the automated process. Over the next six months, campuses should move forward purging their databases as much as possible, making local decisions regarding cleanup and migration of those expired patrons with fines. Other UC campuses already on ALMA reported that they were able to successfully migrate relevant information related to expired patrons with outstanding fines without issue.

Background

While some UC campuses have implemented regular local batch deletion processes of expired patron records, some have not. The implication of this is that we would be potentially migrating many thousands, if not more, patron records that will never be used in the new Alma SILS organization, impacting the efficiency of the data migration process, and raising the question of patron data privacy.

Dependencies

This is dependent on the Single UC-wide patron record database or separate institutional patron databases? (PDCG) decision.

Questions to consider

If it is decided that expired patron records should not be migrated to Alma, how long should they have been expired to be excluded?
Is it possible for a campus to retain expired patron records in your current system, yet exclude them from their migration extract file?
If not every campus is able to retain expired patron records with outstanding fines in their current system, post migration, how successful were those types of migrations for the early UC adopters of ALMA?

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Notes	Status
Send out email to review decision information @Elizabeth Rodriguez (Unlicensed)	May 11, 2020		Done
Fulfillment and ILL FG meet to discuss and have a preliminary vote on decision	May 14, 2020	Many of the campuses reported purging expired records with some regularity. Average was 2 years expired without outstanding fines/items There was some concern about those expired patrons with outstanding loans or bills on their account. Early adopter campuses reported being able to migrate those accounts without issue.	Done
Final review and decision	May 21, 2020	Fist of 5 vote conducted on whether or not to migrate expired patron records, without any active circulation transactions to the new user databases. Unanimous support for not migrating any of these records expired for one year or more.	Done
Final decision passed back to ICs and Patron Data Group	May 21, 2020		Done