[Wactclc-alma] Letter retention in Alma

[Whittaker, Shellie]

Hi Dale,

What an astute observation regarding the value of anonymizing circ history if we’re keeping copies of the circulation notifications for a long period of time.  Good point.

I’ll answer your question #2:  Retention basically says “keep letters issued with the last X days.”  So, for example, keep the last 60 days worth.

When letter retention customization was indroduced to Alma, all instances were setup with a default of 365 days.

Once you customize the configuration of letter retention, the system will prune off all attachments that don’t meet (are older than) your retention criteria.

Shellie Whittaker
WACTC Library Consortium
shelliew at bigbend.edu<mailto:shelliew at bigbend.edu> | (360) 452-5264

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Dale Burke
Sent: Wednesday, April 18, 2018 11:53 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] Letter retention in Alma

Hello all,

I have just discovered that Edmonds has never set up anything in the Letter Retention area of Alma Configuration.

Our anonymization job is set to run; however this job only anonymizes what is in the patron's circulation history.  The same data is repeated throughout the "attachments" in a student's record.  Loan history, return history, courtesy notices, overdue notices, fines and fee notices, etc are all stored in the "attachments" on a student's record.  Setting the anonymization job doesn't remove any of the attachments.  I don't think running the anonymization job does any good if we don't also enable letter retention.

We have attachments in our system going back to July of 2016, when we migrated from Voyager.  If we wish to "anonymize" the attachments we have to enable "letter retention".

A couple of questions:

1) Have you enabled letter retention, and if so how long our you retaining "attachments"?  Does your letter retention period match your anonymization rules?

2) When I enable my letter retention, will it automatically delete all of the older "attachments" or does it only work from the date I set the "enabled", and if so What do I need to do to get rid of all of the older data?

Thanks!

Dale Burke
Technical Services Librarian
[https://docs.google.com/uc?export=download&id=0B16tUjXHMjfkeVd6QnJvakN3WEk&revid=0B16tUjXHMjfkUGVnOUFiNzF6RENiODhNdWZPRmtVb291Zk9JPQ]
20000 68th Ave. W
Lynnwood, WA  98036
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dburke at email.edcc.edu<mailto:dburke at email.edcc.edu>
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