Present; Peter Hoyt, Howard Raskin, Sara Spoonhower, Susan Currie

Peter printed a list of all the current department codes used in our NOTIS patron file--there were over 1,000! Joel Zumoff provided a URL to a UHR webpage which lists the full department name. Susan will send this to everyone. We discussed whether or not we should try to migrate this information. It has been very useful in following up on where a patron is located when the Peoplesoft address has proven inadequate. However, since we plan to use e-mail addresses, we may not need the dept. code. Also, in Voyager, we will only have 3 characters. If we do have to use the dept. code, could it go into one of the address fields on the temporary address section and would this work for us? We may want to test this in the next patron file migration.

Peter asked about the status of the list of duplicate records. Susan, Sara and Howard will each take a section of the report, review each pair of duplicate records. We have already made the decision to exclude extramural records when they are associated with a PE record. So we simply need to note this example in the report. We are most concerned about finding instances of PE and RE (a staff record and a graduate record as an example). These may be situations where a patron's status changes often enough to confuse things.

Since we will EXCLUDE extramural records when they are attached to a PE record, staff at circulation desks need to know NOT to type in exmu ID numbers. Susan will post a note to circadmin-l. However, if when we migrate there is an exmu record with active charges, it will be migrated. We agreed it's better to err on the side of bringing everything over rather than leave them out-especially if there are active charges.

Peter also briefly described possible other ways to extract HR data without the extract of PeopleSoft that we've been using.

We discussed e-mail notifications. We have turned this off for the first test of notices so we can see what printed notices look like but we will want to do some testing in the next data load. We have a question of how e-mail that has a standard @cornell.edu address gets to patrons who are on a separate mail network such as in the Law School. The publicity committee may need to get the word out to the public who are in this situation. The e-mail that is used in the patron file is the one assigned by CIT and is in the ph directory.

The next patron file migration is scheduled for the end of March. Peter will include an e-mail configuration to use the @cornell.edu address.

We discussed the relationship between patron barcodes in Voyager. There is room for up to 3 barcodes. This could be used for the situation of the PE and RE records for the same person if the institution ID is the same.

We also talked about organizing a meeting with representatives from the Registrar's office to talk about the recent NOTIS patron file problems as well as the implementation of Voyager. Susan will check into this and organize a meeting soon.

The next meeting is Monday, March 13 at 10:00 AM in Olin 603. We will review the status of the duplicate record report. We also need to review and revise our list of patron groups. We know we need to add a PRIV for the statutory privilege cards and a group name for the undergraduate records created by CUL (summer session, extramural, etc.)