Friday, April 28th, 2017
Minerva Circulation Round Table

Attending: Arlene Arris (Freeport Community Library), Allison Atkins (Kennebunk Free Library), Joanna Breen (Boothbay Harbor Memorial Library), Susan Brooke (Rumford Public Library), Nancy Brown (Norway Memorial Library), Frank Dehler (York Public), Meg Donaldson (Boothbay Harbor Memorial Library), Jennifer Dupree (Windham Public Library), Mark Ferrero (Skidompha), Lisa Gallant (York School Dept), Linda Kerecman (Hadley Parrot Health Science Library), Katie Lyons (Rice Public Library), Jackie McCann (McArthur Public Library), Laura Meservey (Rockport Public Library), Leslie Mortimer (Patten Free Library), Cassandra Pool (Old Town Public Library), Anne Romans (Witherle Memorial Library), Courtney Sparks (Lithgow Public Library), Katherine Webber (Lewiston Public Library), Joyce Wiebe (Orono Public Library), Mike Windsor (Scarborough Public Library), Cynthia Young (EMCC Library)

Technical Report (Lynn)

• Version 3.1 is delayed, sInfonet will move tversion 3.0 for now. Upgrades will 3.1 include:
  • Holdshelf architecture – should help with the oddities reported
  • Serials Checkin
    • some boxes are appearing out of order…reported by a couple libraries
    • Known issue and resolved in 3.0 /3.1
• Statistic Reports – currently we can only use Internet Explorer, older versions of Firefox, or Pale Moon. Upgrade will allow use of any browser.
• Urgent system notifications:
  • Check Twitter first as it is the most reliable/timely method for communicating issues. A Twitter account is not needed tview the feed which is found at https://twitter.com/MaineInfonet
  • As time and access allows, posts will be sent to the listserv
• School Libraries are in the process of shutting down for the summer:
  • MaineCat requesting has been shut off, Minerva will be shut off mid-May/early June.
  • When in doubt, send the item back to whichever school it came from.

Chair Report (James)

• The Collection Development Committee (CDC) has sent out an online survey for all libraries to complete in order for the group to get a clear understanding of how each library purchases materials. They request one response per library.
• Best Practices manual is still being worked on. The “how to” section has to be completely redone.
• James led another discussion of the problems and potential solutions regarding SMS text messaging.
  • Pros: Some use this service and love it; some libraries have loan rules that allow for auto renewal without patrons losing time; a modern service to offer patrons
  • Cons: Wording is confusing regarding renewals – all eligible items will renew rather than just the item coming due; there no is confirmation that items did in fact renew; patron confusion and frustration
  • Solutions:
    • Change the wording of the reminder to include “will renew everything eligible” and include renew link
    • Remove renew link and change wording t“please visit your library account to renew” and direct patrons to their library record
• Group consensus at Roundtable was to change to option 2 and put the accountability on patrons to manage their renewals
• James will put this information and recommendation out to the Minerva community for additional feedback

AGENDA

Purge Patron Records (Lynn)

It’s very important thave a clean patron database with primarily active accounts. Minerva standards currently require expired accounts without fines tbe purged every three years. Though it might seem like a good idea tretain older expired records for statistical purposes, it’s misleading and causes problems. Infonet can help by doing a global purge or small batches at a time.

One of the best methods for pulling a list together tpurge “old” patron records is tuse the following parameters. The purpose behind them is tmake sure patrons using the Download Library or Marvel Databases dnot get included. The circactive date is updated for the online resources, swhile the patrons aren’t coming intthe library they are still using library resources.

Some choose to use an amount of $5 to $10, while others use zero as the limiter. Please double check your consortium and library policies to make sure you are following the standard.

For detailed instructions, please visit the Maine Infonet Support Center at: maineinfonet.freshdesk.com/support/login (account required).

• Important reminders for purging records:
  • Work out any settle-up issues with other libraries as they arise
    Remember to look for download library patrons whmay not be actively using their cards in the library
  • Someone asked if Cloud Library could also add expiration date to the authentication process, thereby making patron purging easier. The Roundtable recommended that Infonet look into this.

Meeting Purpose

Infonet received feedback that indicated some libraries do not feel like Roundtable meetings are useful or worthwhile. Our bylaws require meetings to set policy and procedure, but ensuring that the meetings are productive and worthwhile is on us as a group. These are our meetings and are only as effective as the participation. Moving forward, members need to regularly submit questions, present ideas, and share issues – and libraries need to attend! Note future meetings (which are on the MSL calendar) on your personal calendars and come prepared.

Other/Questions

• What is the minimum $ owed for blocking cards? Check your loan rules and patron blocks in Sierra.
  • Admin/Parameters/Circulation/Loan Rules
  • Admin/Parameters/General/Patron Blocks
• How to determine how often an item is circulating
  • Search holds to look at item record
    • Total checkout and/or YTD Circ, LY Circ
  • Run a list with total checkout, YTD, etc. Remember to remove new items
    Reminder: the Support site has lots of information and tutorials on statistics, creating lists, etc.
• How to cancel an INN Reach hold that has expired
  • Go to patron account
  • Holds tab
    • Select item and cancel hold
• What is the difference between Web Management Reports and Circulation Activity Reports?
  • They pull the same information, but Web Management reports are preferred since it’s visually put together better and pares down the information a bit.