[Wactclc-alma] [External] FW: [EXTERNAL*]-RE: Alma Purge Patrons procedure?
Guidry, Wade
WadeG at bigbend.edu
Wed Jul 24 14:14:50 PDT 2019
Oh, and just a tip regarding calculation of "# of days after" to purge...
Excel does nice calendar calculations. You can subtract one date from another to get the # of days between.
I just checked in Excel:
7/24/2019 - 7/30/2017 = 724
So, I'd just round down, and use 720.
Uses from the relevant user group whose purge date more than 720 days in the past, and who are not otherwise prevented from purge (because of owed fines or open transactions) would be purged.
Wade Guidry
WACTCLC
Library Consortium Services Manager
wade at bigbend.edu<mailto:wade at bigbend.edu>
http://www.wactclc.org<http://www.wactclc.org/>
509.760.4474
From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Guidry, Wade
Sent: Wednesday, July 24, 2019 2:01 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] [External] FW: [EXTERNAL*]-RE: Alma Purge Patrons procedure?
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You would use the update/notify users job only when you had users whose purge date you wanted to change before running the purge job.
For example, if you have a lot of users with their purge date set to a future date, but you wanted to purge them, you could do a change-all (using update / notify) on their purge date to set their purge date to some past date.
Since your target users have a purge date in the past, you don't need to do this.
To delete your users with a purge date of 7/30/2017 or earlier, all you need to do is run the purge users job with the 'purge days after' # set appropriately. You also have to select the relevant user type (always PUBLIC), and the user group to run the report against (students, staff, and so on). You will need to run the report once for each user group. (The report is designed in this way to prevent the accidental deletion of users unintentionally.)
I'd also recommend setting a waive amount. If you set it to 5, for example, anyone owing the library less than 5 dollars will have their fines waived so their record can be purged. If you don't do this, users owing any amount to the library will not be purged.
Note, the purge job will not purge anyone who still has open transactions (checked out book, lost book) on their record.
Wade Guidry
WACTCLC
Library Consortium Services Manager
wade at bigbend.edu<mailto:wade at bigbend.edu>
http://www.wactclc.org<http://www.wactclc.org/>
509.760.4474
From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Herman, Amy
Sent: Wednesday, July 24, 2019 12:58 PM
To: Stephanie Levesen <Stephanie.Levesen at skagit.edu<mailto:Stephanie.Levesen at skagit.edu>>; WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] [External] FW: [EXTERNAL*]-RE: Alma Purge Patrons procedure?
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Thanks Stephanie!
When I was reading about purging this morning, it looked to me like there were two ways to purge, one being the Purge User Records job that I was originally asking about, and the other is the Update/Notify Users job listed in the Colorado School of Mines blog post listed in Nina's documentation, which requires you to first create a set of records to run the job on. But that documentation also has you run the Purge Users Records Job at the end, too.
So I guess my question really is, can you JUST run the Purge User Records job by itself? Or MUST you first create the set of records and manipulate them? I'm confused (obviously!)...
Amy
Amy Herman
Library Faculty | Olympic College
1600 Chester Avenue | Bremerton, WA 98337
aherman at olympic.edu<mailto:aherman at olympic.edu> | 360-475-7256
[alma signature]
From: Stephanie Levesen <Stephanie.Levesen at skagit.edu<mailto:Stephanie.Levesen at skagit.edu>>
Sent: Wednesday, July 24, 2019 12:45 PM
To: Herman, Amy <aherman at olympic.edu<mailto:aherman at olympic.edu>>
Subject: [External] FW: [EXTERNAL*]-RE: Alma Purge Patrons procedure?
Hi Amy,
I asked about purging users a few weeks ago (towards the end of our Spring quarter) and below is the information Nina Pitts sent me before she retired about purging users. There's links/websites that have info on using the purge users job in Alma.
Hope this helps.
Stephanie
Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA 98273
360-416-7659
From: Nina Pitts <NPitts at pencol.edu<mailto:NPitts at pencol.edu>>
Sent: Thursday, June 27, 2019 2:38 PM
To: Stephanie Levesen <Stephanie.Levesen at skagit.edu<mailto:Stephanie.Levesen at skagit.edu>>
Subject: [EXTERNAL*]-RE: Alma Purge Patrons procedure?
Hi, Stephanie,
Here are some notes I made during our purge process, and some links to helpful resources.
Before embarking on the purge, I was a little concerned that I might inadvertently delete patrons who had lost items or other fines and fees, so I ran a report in Analytics to find them. The last time we really examined our list of patrons with long-lost items was when we prepared for Alma, so the purge was a good excuse to find them now. I ran a list of patrons and items using the following criteria:
1. primary identifier
2. last name
3. first name
4. barcode
5. call number
6. due date
7. title
8. fine fee type
9. active
10. status date
11. amount
Then, I examined each for errors, or reasons to forgive the fine, etc. I removed all the fines I was going to remove...and did them individually, not as a batch process. (That might be possible, but I don't know, and anyway, I wanted to examine each one.)
In the config menu > user management > patron charges > reason for waiving, I created a new reason to waive fines (I called this one "database maintenance," but you could also call it "review for replacement" or the reason of your choice). Then I waived the fines, checked in the items, withdrew them, and deleted the bibs.
You may not need to evaluate your fines and fees like that, but for us, it was really worthwhile. And then I could remove those expired and "forgiven" patrons in the purge.
So, the purge itself: here's the best advice I've seen, and what I used. https://developers.exlibrisgroup.com/blog/Patron-Purge-in-Alma/. I printed out Laura Guy's instructions and followed them pretty much to the letter, with one exception; in the Delete User Policy (you'll see the path in her instructions), I chose "Keep statistics and remove primary ID". That could be a new choice that perhaps wasn't available when she wrote her instructions. It doesn't show as an option on her screenshot.
After you've read through her blog, the Purging Users<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/030User_Management/030Purging_Users> document from Ex Libris makes more sense, and can be used as a step-by-step.
The only point where I panicked was when I reviewed the job to see how it was doing. It took a long time to run, and it appeared that it was reviewing every patron record in the database. I was struck with fear that it was deleting them all, and wondered if I should abort the job and cut my losses. LOL, fortunately, I convinced myself I had followed the instructions and should let it run. And, whew, it did what it was supposed to do.
So, go for it! I know your job will go well, and there are wonderful folks to help if you need more ideas along the way. I will be heading off campus to retirement in about 15 minutes, with regrets that I won't be working with you any more, but fond memories of all those web conferences and online conversations.
Best of luck, and take good care!
Nina
From: Stephanie Levesen [mailto:Stephanie.Levesen at skagit.edu]
Sent: Tuesday, June 18, 2019 12:13 PM
To: Nina Pitts <NPitts at pencol.edu<mailto:NPitts at pencol.edu>>
Subject: RE: Alma Purge Patrons procedure?
Hi Nina,
Thanks! Thursday or Friday is great. No rush. We're finishing up the quarter now and then on break for a week. This is the summer project me and my counterpart at the Whidbey Campus, Kim Mitchell, will be tackling as one of the many projects we're working on, so whenever you have a chance to get to it, no biggie.
And thanks so much for your help! It's greatly appreciated.
Have a great Tuesday!
Stephanie
Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA 98273
360-416-7659
From: Nina Pitts <NPitts at pencol.edu<mailto:NPitts at pencol.edu>>
Sent: Tuesday, June 18, 2019 12:09 PM
To: Stephanie Levesen <Stephanie.Levesen at skagit.edu<mailto:Stephanie.Levesen at skagit.edu>>
Subject: RE: Alma Purge Patrons procedure?
Hi, Stephanie,
I've seen your name on our calls - nice to "meet" you! I did actually write up some notes while I did the purge process, and I'll be happy to share them with you. They're in kind of rough form right now, so if you give me a day or two, I ought to be able to get them prettied up and sent out tomorrow or Thursday. Would that be soon enough?
You're right to take the purge seriously, but don't worry too much. Things need to be done carefully, but everything went very well for us, and I'm sure it will for you, too.
Say hi to Elena for me, and I'll get back to you asap!
Nina
Nina Pitts, Library Supervisor
Peninsula College Library / Media Center
1502 E. Lauridsen Blvd.
Port Angeles, WA 98363
(360) 417-6274
From: Stephanie Levesen [mailto:Stephanie.Levesen at skagit.edu]
Sent: Tuesday, June 18, 2019 10:41 AM
To: Nina Pitts <NPitts at pencol.edu<mailto:NPitts at pencol.edu>>
Cc: Elena Bianco <Elena.Bianco at skagit.edu<mailto:Elena.Bianco at skagit.edu>>; Kim Mitchell <Kim.Mitchell at skagit.edu<mailto:Kim.Mitchell at skagit.edu>>
Subject: Alma Purge Patrons procedure?
WARNING: This email originated outside of Peninsula College. DO NOT CLICK links or attachments unless you recognize the sender and know the content is safe.
Hi Nina,
My name is Stephanie Levesen and I work at the Skagit Valley College library. Elena Bianco, our technical services librarian, sent me your name because on the last Tuesday Alma call, purging patrons was talked about. Elena said that you'd done the process before.
I was wondering if you'd had any procedures written up about the Alma Purge Patrons process that you went off of after you did the procedure or if you just used the documentation you were able to find on the knowledge base and through the Ex Libris Developer website.
I've read through the documentation and am still wary of doing the purge. Before I did it, I wanted to see someone's tried and true method, otherwise, I'll just fly by the seat of my pants as I work through the documentation found on the websites.
Thanks for any help with this.
Sincerely,
Stephanie Levesen
Periodicals/ILLs/Circulation
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA 98273
360-416-7659
This email is not from a Skagit Valley College email address. As such, the SVC IT Department cannot ensure its safety. Please use proper judgement and caution when opening attachments, clicking on links, or responding to this email..
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