CSC Subcommittee Meeting

May 12, 2015

Present: Jeff Kauffeld (MAD), Barbara Henderson (MID), Zach Ott (BAR), Deb McCabe (STP), Erica Kersten (PIN), Emily Harkins (WAU), Jo Clark (REE), Margie Navarre Saaf (MAD), Pearl Mosier (SUN), Cindy Weber (SCLS), Heidi Oliversen (SCLS), Recorder: Michelle Karls (SCLS).

  1. Call to Order at 9:35 am.
  2. Introduction of guests/visitors. C. Weber is joining this committee as a member of the ILS Team.
  3. Changes/Additions to the Agenda. H. Oliversen added Review updated reports page as 4b. Just as an FYI, not an agenda item, Madison Public Library is moving forward with their project in coordination with the Madison Metropolitan School district. The goalis to issue library cards toall kids in MMSD schools. They are going to hand out un-activated library cards and the kids must activate their card at a MAD public library. Non-MPL libraries may get patron with these cards and should follow their local library policy in regards to activating the cards or not. Margie will share the instructionswith all other SCLS libraries on the steps to take to activate the card.
  4. Requests to address the Committee. None.
  5. Approval of previous meeting minutes. The committee approved the March meeting minutes by consensus.
  6. Action Items.
  7. Patron data retention policy. Review the draft of a policy to address the retention of sensitive information in a patron’s record: “Patron data retention policy: Library staff shall not store the patron’s Driver’s License (full or truncated) or their Social Security number (full or truncated) in the patron’s digital record.” M. Navarre Saaf moved to recommend this policy to the ILS Committee for approval, P. Mosier seconded, motion carried.
  8. New Item Type – Seeds. This request came from MCF. They would like to be able to extend checkout periods for an entire summer. Library staff are currently using the REF item type and manually extending the loan period. They also have to remember to waive fines when the seeds are returned and would like automatic overdue notices to go out. SMB does this also. MID would like this as well. M. Navarre Saafmoved to “Add a new Item Type“SEEDS”; with no renewals, no holds allowed and a 6 month loan period for all patron categories. D. McCabe seconded, motion carried.Forward to the ILS Committee for approval.
  9. New Item Type – DVD, walk-in 14 day loan. This request came from MID. B. Hendersonmoved to “Add a new Item Type DVD walk-in 14 day loan. D. McCabe seconded, motion carried.Forward to the ILS Committee for approval.

  11. Discussion Items.
  12. Review of recommendations sent to the ILS Committee: April 8, 2015 meeting (link to minutes). Approved adding the new manual invoice type for “Rental Items” to the local invoices types; it has been added to the pull-down selection in that screen. Also approved the creation of three new item types “Book, Walk-in, Juvenile, 28 day loan (BKWIJ28), “Book, Walk-in, Juvenile, 14 day loan (BKWIJ24)” and “DVD, Walk-in, Juvenile, 7 day loan”. These codes have been added to the system.
  13. Update to Reports Index webpage. Some library staff, especially some new directors, havehad difficulty finding reports on the webpage. Having the dailies on the calendar and the monthlies elsewhere is also confusing. Cindy made some changes based on what SCLS staff had heard and sent the revision out to the Reports Committee for an initial review. She made changes based on the responses she received and has sent it out for review again. Some CSCS member expressed interest in reviewing the pages so we will forward the email and the link to them as well. The deadline for feedback is May 20th.
  14. Other updates: LTE staff have been doing some database cleanup. One project is cleaning up phone numbers in patron records. They are deleting phone numbers that are clearly errors, fixing areas codes, removing parentheses, etc. Another project was to change all the CITY STATE field names to all CAPS and then update all of the fields in our current patron database. There were numerous errors and misspellings in the City State that required clean-up. Discussion about whether to continue to require that all patron name and address information be input as all CAPS. The guideline “Data Entry format for patron records” was created to followUSPS formatting; should be updated to include info about commas for middle initials, etc. We can’t mandate how libraries input data but it is always emphasized during training.. Heidi will be modifying the instructions for clarity and consistency for library staff. Please talk to your staff for feedback and get back to Heidi.