Patron Database
Minutes, Meeting May 15, 2000

Present: Peter Hoyt, Sara Spoonhower, Susan Currie(chair), Howard Raskin

We confirmed the following for our final patron file migration:

1. Carrel, ILL and Spec will migrate as Instituational name type instead of personal name type.

2. Expired patrons will migrate as expired (in the last migration, they moved as active but were really expired). Expired patrons are moved only because a book record is attached. NOTE: Voyager associates an expiration date with the patron record--not the
patron barcode as in NOTIS. We will migrate the latest expiration date from NOTIS (e.g. a record has 04/07/00 AND 04/07/2020, the 2020 date will migrate).

We confirmed that we'll want to be sure to get the logged error reports from the patron load to analyze any problems with the circulation load June 23.

We are NOT migrating expired patron records that have no books attached or ONLY fines attached. We are not migrating authorization/proxy records if no books are attached (even though they may be active).

Auth/Proxy records will move ONLY if books are attached. The NAME in the auth/proxy record will be the same as the faculty for whom the record was created to begin with--there is no way to move the names of the card holders. Names will be corrected once we're up in Voyager and records relinked. Auth/proxy cards will be expired as of June 26,2000. We will want faculty
to go to 101 Olin or Mann Circulation to get records updated. Peter is producing another auth card report prior to June 6.

Peter asked that we not update the NOTIS patron file after May 21st. We need May 22- June 5 to clean up any duplicate or other problem records.

Peter explained that Voyager reads the institution ID to match/update patron records--not the barcode number used to check things out. The Institution ID is used strictly for updating; the patron barcode is used strictly for circulation.

While there are many faculty and staff at Cornell whose charge ID (patron barcode in Voyager) is made up of their social security number, the SSN field in Voyager will be blank! Staff will not be able to search by SSN--only by institution ID which is the Employee ID produced by Peoplesoft. Searching can also be done by name and patron barcode (25510---------1). In records passed from the Registrar, the Voyager institutiuon ID is derived from the SSN of the patron.

International students who get dummy SSN's will be a problem since, based on the way Voyager updates records, these students will end up with two active records. We will need to think about forming a query to produce a report to identify students with matching names and barcodes but different institution ID's.

We were reminded that even though the summer students will have picture ID"s their records will not be moved into NOTIS and will not be tested for migration until June 27 in the million record database.