Circulation Services Subcommittee Minutes
July 11, 2023 at 9:30 am
Zoom session
Action Items:
The Circulation Services Subcommittee recommends creating the Patron Reading Retention Policy and sending it to the ILS Committee for final approval.
Present: Zach Ott (BAR), Jeff Kauffeld (MAD), Margie Navarre-Saaf (MAD), Emily Harkins (WAU), Kelly Heasty (MCF), Erica Kersten (PIN), Eddie Glade (STP), Tanya Bolchen (MID), Autumn Baumann (POR), Jennifer Foster (FCH), Alyssa Moura (REE)
Absent: Steev Baker (SUN), Ronda Evenson (VER), Alice Johnson (MOO)
Excused: Robin Behringer (STO)
Recorder: Michelle Karls (SCLS)
SCLS Staff Present: Heidi Oliveresen, Cindy Weber
1. Call to Order at 9:32 am
a. Introduction of guests/visitors
i. Jeff Pond MRO as a guest.
b. Changes/Additions to the Agenda
i. H. Oliversen added TalkingTech update under Discussion (4d).
c. Requests to address the Committee
i. None.
2. Approval of previous meeting minutes: May 9, 2023
a. Motion: M. Navarre Saaf moved approval of the May meeting minutes. J. Kauffeld seconded.
b. Discussion: none.
c. Vote: motion approved.
3. Action Items
a. None.
4. Discussion
a. Bibliovation keyboard shortcuts – is it possible to create keyboard shortcuts to select specific buttons on a screen as the “active” button? So we don’t have to use the mouse?
i. Discussion: Are any libraries present today enabled keyboard shortcuts in your libraries? REE has touchscreens so they haven’t had to do the shortcuts. A. Moura will ask where they bought them in case other libraries are interested in purchasing touchscreens. No libraries present have implemented the keyboard shortcuts yet. H. Oliversen is working on an email for LibLime to ask them if they had any technical recommendations for creating shortcuts. We had an internal development ticket, “CIRC - make Confirm button in Transfer pop-up an active selection button”, but this was no longer necessary after changes were made to the Check-in screen; staff were no longer required to confirm an item in transit to the owning library. Libraries would like the ability to make other buttons active selection buttons so that they only have to click the Enter key and not use the mouse. C. Weber explained why this hasn’t worked in Firefox in the past. J. Kauffeld mentioned they do have hotkeys for navigating within Bibliovation (click "B" to go to the home page and other examples) so he would assume they could do something. This would be a development request that we would have to pay for unless we can find an alternative option. Heidi will ask Craig if REE purchased their touchscreens through SCLS and, if so, what model and costs.
1. FOLLOW-UP: REE did purchase their touchscreens through SCLS and the current model, Dell P2418HT Touch screen, is now priced at $239.44. But this model is EOL in November 2023 as Dell is coming out with a newer model. If the P2418HT is purchased by libraries, it will come with a 3-year warranty so it will be replaced if it stops working while under warranty.
b. Options for entering unlinked Guarantor information in Juvenile record
i. Discussion: When library staff enter an unlinked name (person does not have a library account) in the Guarantor fields in a Juvenile record, any edits to the Juvenile record will clear the name in the Guarantor fields. The Patron Group functionality seems to be commandeering these fields. Instead of putting this “unlinked Guarantor/Guardian/Parent/Caretaker in these fields, a recommendation is to put this information in the Alternative/Alternate Contact fields. REE prefers to use the guarantor fields when possible and would like this to be fixed to retain the guarantor’s names whether it is a linked or unlinked name. But they do like the method of putting a guarantor's information in the alternative section if they do not have an account. Some libraries reported that they put unlinked parental/guarantor information in the Alternative/Alternate contact fields already. H. Oliversen will modify the relevant Parts in Section V of the Circulation manual and send it to the subcommittee for review and revisions.
c. Create ILS Policy from information in Circulation Manual
i. Patron Reading History.
If the patron has not enabled their Reading history, the following will occur:
· Their name is anonymized from Item Checkout History 30 days after the return date or after the item is checked out again.
· Entries in their Reading Record will be cleared 30 days after the return date or after the item is checked out again, whichever comes first.
o Their history will only display currently checked-out items and items that were returned within the last 30 days.
If the patron has enabled their Reading History, record will be retained in perpetuity, or until the patron disables their Reading History.
· If a BIB record is deleted, the title and item information is removed from the patron's Reading History.
ii. Discussion: This would be an information retention policy. Patron privacy is occurring already but we don’t list it as a policy. H. Oliversen drafted a policy based on what we have stated in the Circulation manual. The group reviewed it and made changes.
FINAL version: Patron Reading History retention policy.
Reading History default is set to disabled for all patron records.
If the patron has not enabled their Reading History, the following will occur:
· Their name is anonymized from Item Checkout History 30 days after the return date or after the item is checked out again.
· Entries in their Reading History are cleared 30 days after the item’s return date or after the item is checked out again, whichever comes first.
o Their Reading history will only display currently checked-out items, Lost items connected to the record, and items that were returned within the last 30 days.
If the patron has enabled their Reading History, entries are retained in perpetuity unless the patron disables their Reading History or the bibliographic record is deleted.
If a patron subsequently disables their Reading History, all entries are cleared. There is no recovery mechanism.
iii. Motion: M. Navarre Saaf recommended creating the Patron Reading Retention Policy and sending it to the ILS Committee for final approval. E. Kersten seconded.
iv. Discussion: none.
v. Vote: motion carried.
d. TalkingTech update
i. Discussion: C. Weber reported that despite our continued asking, we do not yet have a date from AT&T for the telephone lines installation. Text message notices go out through the network, so they aren’t affected by the lack of phone lines. There are several variations on how we are getting notices to patrons in the meantime. C. Weber is creating calling lists so libraries can call their patrons if desired. Some libraries are printing their own notices. MAD offered to print notices for other libraries which is a great help. Any accounts with an email in the account will be getting email notices. We are encouraging patrons to pick a different method of notice delivery if they are able to (namely email). We will let libraries know as soon as we have a date estimate for when the phone lines will be fixed.
5. Plan for Next meeting: September 12, 2023 at 9:30 am Zoom session
6. Adjournment at 11:12 am
For more information about the Circulation Services Subcommittee, contact Heidi Oliversen.
SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.
Circulation Services Subcommittee/Minutes/07-2023