VIII. PATRON RECORDS

A. Patron Database

Each semester (fall, spring, summer), the patron database for the system libraries is updated on a weekly basis by the Systems Office.

Patron records with registration (extract dates) more than one year old -- and without other exceptions--are batch deleted after the final patron database update each semester.

Patron records without valid registration dates and with exceptions are manually blocked from borrowing and reported to the libraries for follow-up. Patron records more than ten years old will remain in the database indefinitely for archival purposes, but will not be included in the regular cleanup except once a year in the Fall. It is the obligation of each of the University of Maine System libraries to delete or otherwise eliminate these out-of-date records.

Senior Blocks: Manual blocks are placed on records of graduated seniors after the first patron load of the fall and spring semester. To avoid blocking records of CANED students at the FK and PI campuses, PCODE3= 78 was established.

Duplicate patron records may be retained in the database for students who are registered for classes at more then one campus and who require access to licensed databases. The patron's home campus record is the primary record and is to be used for general borrowing. The secondary record(s) is to be used for database access and must have a status of "u" placed in the manual block field. This record is not to be used for general borrowing. These duplicate records must be deleted at the end of each semester. [See Appendix A. for further details on Multi-Campus Users.]

B. Authentication Database

A duplicate patron file used for authenticating access to restricted online databases is updated weekly, on Mondays and Wednesdays, by the System Office. The System Office will also accommodate patrons by performing manual updates to the authentication database under special circumstances. Courtesy patrons are excluded from this database.