[Wactclc-alma] Another patron purge question

Thu Jul 29 08:30:35 PDT 2021

Thank you, Wade.
I will work with IT to get that added to the patron load, but then also run an update job for our current purge needs.  We have over 99k users in the system – I do not believe a purge job has ever been run.

-Melinda

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Guidry, Wade
Sent: Wednesday, July 28, 2021 2:21 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Another patron purge question

Melinda,

You can use the “Update/Notify Users” job to add (or change) purge dates to a set of Alma user records any time, so you don’t need to wait to get the patron extract script modified.

Just create a set of users you want to update, run the “Update / Notify Users” job on it, and specify the purge date you want for those users.

Just ask for more pointers if that’s not enough of an explain 😊

Meanwhile, yes you should have the user extract script modified to add a purge date to all users. The exact format is below, with the purge_date field immediately after the expiry_date field, which is probably already in the script. So, only that second line would need to be added to the script output

<expiry_date>2020-12-31Z</expiry_date>
<purge_date>2025-12-31Z</purge_date>

You can only purge users from Alma whose purge dates occur in the past. So, keep that in mind when deciding how you want to request the purge date be set.

For example, if you want to purge users immediately after each quarter, then set a purge date to the end of the current quarter.

And worth noting, *the purge date is only relevant when you run the purge patrons job*. Alma will never automatically purge users, regardless of what that date is set to. The purge_date only has meaning in relation to the use of the purge patrons job.

Again, ask for additional pointers if you need them.

Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org<https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7Cmelinda.martin%40scc.spokane.edu%7Cd8b5d192186a423a4f5c08d9520dbc56%7C4dedfefa6bd04442a06c98aed0b4b8da%7C1%7C0%7C637631041216710214%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=e42RuvbwgD14vE5pa4SwNKBWl48khiaO3f9iYJbbNtc%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Martin, Melinda
Sent: Wednesday, July 28, 2021 10:42 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Another patron purge question

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Hi All,
While investigating our Alma Patron Records, it seems our import job does not assign a Purge Date – which makes it impossible to run the pre-existing Purge job.

Is this something I need to get IT to reconfigure in our Patron Load?  If so, what also needs to occur in Alma to populate that field?

Thanks for any guidance.
-Melinda

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Herman, Amy
Sent: Friday, July 23, 2021 2:12 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] [EXTERNAL] - Re: patron purge question

Thanks!

Amy Herman
Library Faculty | Olympic College
1600 Chester Avenue | Bremerton, WA 98337
aherman at olympic.edu<mailto:aherman at olympic.edu>

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From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Friday, July 23, 2021 9:39 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [EXTERNAL] - Re: [Wactclc-alma] patron purge question

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Amy,

Now that we’re on ctcLink, I’m purging expired patron records that don’t have loans or fines every quarter.  But I’m doing this is part because of our complicated situation of having 3 colleges.

We’ve run into situations several times over the years where HR and student services staff at one college forgot to check for existing records and accidentally created duplicate (or triplicate) records for the same individual.  Even though they eventually cleaned these records up in the SMS and PPMS systems, the duplicates patron records remained in the library system because there was no way for the SMS and PPMS systems to communicate to Voyager or Alma when multiple records were merged.

We also copy contact information into Alma as part of the daily patron load and I felt like it was a security risk to have this data in Alma for years and years when people didn’t have materials checked out or owe us money.

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Herman, Amy
Sent: Tuesday, July 20, 2021 11:35
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] patron purge question

I can’t make the meetings this summer because I’m staffing our in-person hours at 10am on Tuesdays and Thursdays.  But I have a quick question… How far back do you keep your patron records (without fines or fees) before you purge them using the “Purge User Records” function?  A few months or quarters?  1 year? 3 years?

Thanks!

Amy Herman
Library Faculty | Olympic College
1600 Chester Avenue | Bremerton, WA 98337
aherman at olympic.edu<mailto:aherman at olympic.edu> | 360-475-7256

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