Present: Peter Hoyt, Sara Spoonhower, Howard Raskin, Susan Currie, Joel Zumoff

Susan, Sara and Howard attended a meeting on Friday to learn about the Summer Session Office's plan to use encoded mag stripe, picture ID cards this summer. The summer session Registrar, Cathy Pace, organized the meeting with CU units that depend on ID cards and on-line feeds from the Registrar's office. Picture ID cards will be issued to Summer College (AP students--about 800), Summer Honors students and matriculating 3, 6, 8 week session students. Records will also be in the Registrar's database so we will need to talk with technical staff in the Registrar's office closer to the summer to determine the dates we want records to come into our system. The summer session staff did not have much lead time to get this into place. No special programs, conferences, CAU or Intensive English Program participants will get these ID cards although the IEP will be included next year. The track on the mag stripe will be the same that we use now for student ID's. Since the issuing of these new ID cards will occur at the same time we are bringing up Voyager, we may have a day or two where the students have ID cards but are not in our system yet. Since this is an entirely new on-line feed for us, we agreed it would be a good idea to load these records into the test patron file to identify any problems before loading them into the real patron file. We'll also need to get examples to show staff in the units. The Summer College students will definitely have pictures on their ID cards but there may be other summer session cards this year that do not have pictures. They will have an official Cornell logo and an encoded ID. Although we may have a bit of a rocky time in late June with both this change and Voyager, this change is a very positive one for CUL Peter has the name of the technical staff for the Registrar and will contact him about the process for summer session records. We might also decide not to run the patron record expiration program in Voyager for a while we put the new records into the test system. This way, we won't expire CU students over the summer.

With the next patron file migration scheduled for mid April, we reviewed several reports produced by Peter. Decisions based on our review of these reports will be in effect for the final migration of the patron file as well.

Duplicate Records:
Of the 630 duplicate patron records, by excluding extramural records associated with a PE record, we reduced the number of duplicates to 16. We will review these 16 for actual records to migrate. Although small in number, if any library materials are checked out to any of the duplicate ID numbers, we have to migrate that data. If there is a n inactive subrecord with no materials charged to it, we will not migrate it.

We reviewed a report of patron records missing names and decided for this migration to have the first and last name repeated since most of these records are for internal library operations. There are a number of real patron records with no addresses associated either because they are restricted or are not available for some other reason. For this migration, we'll simply add the text, "no address available". We'll have to deal with both these situations before June.

We also discussed authorization cards again at length. We will have to migrate each CUFAC authorization subrecord as a separate record. Since the charge ID is what is in the active item file, this should allow migration of circulation data with no problem (we hope). What this means, however, is that if, for example, a faculty member has 3 authorization cards, moving them as separate records intoVoyger will look like the faculty member has 4 different records. We'll print a report of the auth cards that have materials charged to them and will drop those that don't to cut down on migration. After the patron file is up, we'll have to find each CUFAC record and link it to the proper/real faculty record. We'll change the name to the auth card holder. We'll also be contacting faculty to let them know of the changes to the auth card process and that we'll be linking the actual student record to theirs as a proxy patron. We'll expire the old auth cards but we have to keep them for bringing the system up. Susan, Howard and Sara will work out a procedure for this.