Deadline – Update Patron Records by end of day September 16, 2018
Public libraries have been subscribed to the three reports listed below and should have received them via email. If you have not yet received your cleanup reports please open a ticket by sending an email to help@swanlibraries.net or logging into the Help Desk.
Academic and Special libraries were not subscribed to the Wrong City report as their libraries are not limited to a coverage area but have been subscribed to the other two reports. If you have not yet received your cleanup reports please open a ticket by sending an email to help@swanlibraries.net or logging into the Help Desk.
It is vital all libraries complete their cleanup reports for our quarterly billing to work correctly, bills will not be assessed properly if the patron records are not correct. We will begin running the Custom Long overdue Report (CLR) for all items that have already been reimbursed on September 17. Please make sure you have updated all patron records listed in the Wrong User Profile and Wrong Library reports by that date.
Patron records must have accurate entries to ensure our Quarterly Billing and Custom Long overdue Report (CLR) for Reciprocal Borrowing and Interlibrary Loan transactions work correctly. In order to achieve this, we will be sending out Patron Cleanup reports on the 15th of every month. Each library will be receiving 3 separate reports to their generic email address. Instructions for processing these reports are as follows:
Patron Cleanup – Wrong City
This report will produce a list of user records that have your Library and one of your User Profiles; but the City Address field is not in your service area. Some of them may just be mis-spelled and this is your opportunity to fix them. Others may have been updated with the NCOA database update. We have included the notes in the report to easily see if this is the case. These patrons still belong to you, no changes are necessary unless you'd like to bar or remove them. If you would like SWAN to remove them, please let us know and we will be happy to do so.
Patron Cleanup – Wrong User Profile
This report will produce a list of user records that have your Library but do not have one of your User Profiles. If they are your patron, please update the User Profile. If they are not your patron, please contact the new library to have them update the record. If they have a CHICAGO_P or NONSWAN_RB user profile, please update their library to ILL_LIBS.
Patron Cleanup – Wrong Library
This report will produce a list of user records that have one of your User Profiles but do not have your Library. If they are your patron, please update the library. If they are not your patron, please contact the new library to have them update the record.
We would like to thank all of you for your hard work and diligence in keeping a clean database!