LINC Policy Council Minutes (not approved)
February 16, 2011

Members Present:

Deb Lissak, Jacob Roskovensky, Miranda Shake, Beverly Voss, Beth Kent, Marsha Grove, Deb Sherrick

Members Absent:

Susan McKinney, Holly Thompson, Diane Griswell

Others Present:

Pat Boze

Miranda Shake, Chair, called the meeting to order at 9:35. The minutes of the 11/17/2010 meeting were discussed. Jacob indicated a change to second bullet in minutes ("borrowers can be purged if they have a lost item") should have "and claimed return" at the end. The minutes were then approved.

Additional discussion then began on the previous meeting's discussion of the borrower purge criteria. Discussion centered mainly on whether to delete if lost and claimed returned and allow deletions for other library's fines. The existing policy, with motion from Miranda, second by Bev, was approved as follows:
Borrower Record Maintainence
Background: In order to maintain clean borrower files, which optimizes response time on LINC, Lincoln Trail staff will annually run utility programs that delete:
  1. Resolved borrower blocks that have resided in the borrower's history file for over twelve months.
  2. Borrower records that have been expired for 2 years not been used or modified in the last four years, have no holds, have no items checked out, have one or more lost or claimed return items, and owe less than $5.00 $10.00 (regardless of where the fine or lost amount is owed). Before the deletion, libraries will can be provided with a report of borrower records that are scheduled for deletion.
  3. Individual libraries can elect to purge their borrowers using their own criteria. This purge can include borrower fines from $10.00 to $25.00 (either their own and/or other libraries fines) as a separate request from the normal yearly purge process.

Another item from the previous meeting was a discussion on increasing the length of circ history (retaining patron information for a longer period). Issues of patron confidentiality mean this data isn't kept forever, but the current 7 days is not enough to track damaged items. The members asked if there could be a test of this for a month. Pat will announce the test in LINC update and change the setting to a 21 day period, then we will reassess.

Another agenda item was a discussion of security levels. Historically, receipt printer settings have been available for Level 4 circulation only. With the increase in receipt printers, this functionality needs to be accessed by Level 3 circulation. Also, there was another request to allow item status updates at Level 2 circulation. Deb L moved, second by Deb S, to allow this change. The motion carried.

Pat reported briefly on the LINC regional meetings that have been held, as well as a quick update on the southern system automation group's activities.

The next meeting is scheduled for May 11, 9:30 - 11:00. The meeting was adjourned at 11:12.