Patron Record Review - Record Purge

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Added by Dawne Tortorella (04/30/2021 - 09:17) , last updated by Steven Schlewitt (05/05/2021 - 17:10)

----------Update at 5:00PM on 5/5----------

Have questions about the upcoming patron record purge? Join us at one of the upcoming Q&A / office hour sessions via GoToMeeting to have your questions answered!

You can find the registration and event information on L2:

 

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During 2020, the annual patron record purge process was postponed due to COVID restrictions. This process will take place in May 2021 and be applied consistently across all SWAN public libraries. Beginning in July 2021, the annual patron record purge process will be replaced with weekly operational processing.

What does my library need to do?

Run all reports listed in the BLUEcloud Analytics > SWAN Reports > Patron Record Purge folder to identify records that will be removed following the criteria below. We've included patron details in these reports to make your review easier.

  1. BADADDRES or MAILRETD Status Last Activity Date Before 1-1-2018
  2. BARRED Status Last Activity Date Before 1-1-2018 With Notes
  3. Last Activity Date Before 1-1-2018 With Bills
  4. OK Status Last Activity Date Before 1-1-2018

Timeline and responsibilities

Date Action Responsible
by May 1, 2021 Provide instructions and access to reports for review. SWAN
by May 15, 2021 Review patron records to be purged. Update patron records if necessary to retain inactive patron records. Library
May 22, 2021 Pay bills with SWANPURGE payment type, based on criteria. SWAN
May 29, 2021 Remove inactive patron records. SWAN

What criteria is used for removal of inactive accounts?

Patron records will be purged based on the following parameters:

  • Last Activity Date prior to 1/1/2018 (3+ years of inactivity)
  • Patron records flagged in the 2018 NCOA that have not been verified/updated

Removal of bills for long-inactive patrons

Patron records cannot be purged from the system if any bills remain outstanding on the patron record. The following criteria will be used to clear bills and facilitate removal of inactive accounts.

  • Last Activity Date (LAD) before 1/1/2018 and bills <= $10.00
  • Last Activity Date (LAD) before 1/1/2011 and bills <= $200.00
  • Last Activity Date (LAD) before 1/1/2011 and Status = COLLECTION; collection status update will be synchronized with Unique, if set.