Access Services Voyager Committee
Patron File Subcommittee Meeting, November 29, 1999

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

Peter brough a report of the pseudo-patron records for review. Susan noted that with the project to update records for the Olin graduate permanent reserve collections, many of the reserve pseudo-patron records will be expired and will not need to migrate. Knowing how many active charges there are for each record is something that would be good to know for knowing how much cleanup there is. Susan and Sara will take a look at some of the records to see what the extent of use is for some of the old missing and lost cards. If there are numerous cards with items charged, we may need to contact units for moving to item conditions so that there aren't active charges to migrate. The more records we can expire that have no active charges, the less we have to migrate into Voyager.

One major question we still have is whether or not records have to have an ID # entered by librry staff for records that aren't created by using the SIF. Unlike records we get from the Registrar and HR, which come with a ID # (different from the charge ID--called a patron barcode in Voyager), records created in Olin 101 and Mann circulation have not had a unique number so we need to determine if this is required in Voyager. We know that there has to be one unique number in order to have the records from Registrar and HR load through the SIF into Voyager.

We need clarification on exactly how the proxy borrower process works in 99.1. Susan will send the 99.1 release notes section on proxy borrowers to everyone and if it doesn't answer our questions,we'll send a message to Endeavor for clarification. Also, how do charges for current authorization cards migrate? We assume that the charges will migrate to the originating faculty member but need to make sure.

We also need to ask if there is a way to track the origin of patron records (RE, PE or CU). Right now, in our NOTIS file, we can tell if faculty and staff records are from Human Resources by the code PE or if they were created by library staff (code CU). Will we need to have a facult patron group for both PE and CU or can one faculty group be used for both. The same question applies to student records also.

We asked Peter for a SAS report from the patron accounting file to help with evaluation of what needs to be cleaned up there. We asked for OPEN accounting records for staff, faculty and othr patron categories:

1. Overdue fines
2. Book replacement cost
3. Book replacement fines
4. Open recall fines

Once we get these reports, we can determine what needs to be closed and notify library staff. Susan will find out what the limit for the CU Collections is on accepting bills.

One thing we will need to do in a full committee meeting is draft a list of the "item status" situations we want. Voyger comes with the following standard item statuses:

In process
Lost (system applied)
Lost (library applied)
Missing
At bindery
Charged
Renewed
Overdue
On hold
In transit
In transit discharged
In transit on hold
Recall request
Hold Request
Discharged
Not charged
Claims returned
Damaged
Withdrawn

Susan will organize a full committee meeting soon for a review of item statuses, item types, discussion of the first patron file migration, reports and security. We would like to have a patron file migration in December just to see how the SIF works and we will also want to test our interfaces with the SIF.

The next subcommittee meeting is scheduled for Monday, December 6 at 10:00 am. in Olin 603.

Susan Currie
Head, Access Services Division
Olin/Kroch/Uris Libraries
101 Olin Library

(607) 255-5069
sac5@cornell.edu
fax: 607-255-2493