[OPEN-ILS-GENERAL] patron registration

[Andrea Buntz Neiman]

This is what we do, only 5 years as approved by our Board & reviewed by 
an attorney.  We shred monthly anything past that 5 year retention period.

I don't recall that I've ever had to pull an application, but I have on 
occasion reminded dispute-y patrons that they signed an agreement when 
they got their card.

As for online registrants, maybe some language like "by submitting this 
application, you agree to abide by all rules & policies (etc.)" could be 
added to the form in lieu of a signature.

Frankly I don't know if either way holds legal water since it's never 
come to that for us, but we also don't refer accounts to collections so 
we've never had to address it in a legal sense.

A.


Andrea Buntz Neiman, MLS
Librarian II, Public Services
Kent County Public Library
408 High Street
Chestertown, MD 21620
410-778-3636 x2115
www.kentcountylibrary.org

On 5/29/2015 3:53 PM, Rogan Hamby wrote:
> Retention in SC varies.  We're allowed to create those rules on a 
> county by county basis but we have to have a policy for them.  In our 
> case it's three years for agreements so they go into boxes labeled by 
> year and then periodically feed into recycling shredders.
>
> On Friday, May 29, 2015, Holly Brennan <haderhold at ci.homer.ak.us 
> <mailto:haderhold at ci.homer.ak.us>> wrote:
>
>     Excellent point, Elaine. I’ll do that (with fingers crossed).
>
>     *From:*Open-ils-general
>     [mailto:open-ils-general-bounces at list.georgialibraries.org
>     <javascript:_e(%7B%7D,'cvml','open-ils-general-bounces at list.georgialibraries.org');>]
>     *On Behalf Of *Hardy, Elaine
>     *Sent:* Friday, May 29, 2015 11:31 AM
>     *To:* Evergreen Discussion Group
>     *Subject:* Re: [OPEN-ILS-GENERAL] patron registration
>
>     Holly,
>
>     You may also want to check to see if your state has any laws,
>     rules, or regulations concerning retention of library/patron
>     records (if you have not already done so). Sometimes the regs are
>     OK with electronic versions and sometimes they are not.
>
>     /Elaine/
>
>     J. Elaine Hardy
>     PINES & Collaborative Projects Manager
>     Georgia Public Library Service
>     1800 Century Place, Ste 150
>     Atlanta, Ga. 30345-4304
>
>     404.235.7128
>     404.235.7201, fax
>     ehardy at georgialibraries.org
>     <javascript:_e(%7B%7D,'cvml','ehardy at georgialibraries.org');>
>     www.georgialibraries.org <http://www.georgialibraries.org>
>     www.georgialibraries.org/pines <http://www.georgialibraries.org/pines>
>
>     *From:*Open-ils-general
>     [mailto:open-ils-general-bounces at list.georgialibraries.org
>     <javascript:_e(%7B%7D,'cvml','open-ils-general-bounces at list.georgialibraries.org');>]
>     *On Behalf Of *Holly Brennan
>     *Sent:* Friday, May 29, 2015 2:57 PM
>     *To:* Evergreen Discussion Group
>     (open-ils-general at list.georgialibraries.org
>     <javascript:_e(%7B%7D,'cvml','open-ils-general at list.georgialibraries.org');>)
>     *Subject:* [OPEN-ILS-GENERAL] patron registration
>
>     I’ve set up everything needed for online patron registration, but
>     haven’t implemented yet. The stumper is how we deal with hard
>     copies of registrations.  We’ve always had a paper app with
>     signature and we file these in an old card catalog.
>
>     Do any of you NOT print registrations or keep _any_ hard copies of
>     patron info? Or do you have something simple with just an
>     agreement and signature that doesn’t have to include much about
>     the patron besides name?
>
>     I feel we might be holding onto paper for nothing. Reasons given
>     to keep it:
>
>     1)What if something tragic happens to our ILS? We’ll have paper to
>     backup patron info. (My thoughts: If it’s THAT tragic, the whole
>     building has likely been destroyed…. And also, we’re going to
>     manually reenter patron info for each and every person?!)
>
>     2)The patron’s signature is the true agreement. We can use it to
>     hold them responsible for lost items, fines, etc. (I can’t think
>     of a time, ever, that I’ve retrieved a paper app and pointed to a
>     signature in order to convince a patron to do something they
>     agreed to.)
>
>     My goal with this is to find a number of you who keep absolutely
>     nothing on paper. (And who don’t even have a super cool digital
>     signature contraption.)
>
>     Thanks!
>
>     -Holly
>
>     Holly Brennan
>
>     Library Technology Specialist
>
>     Homer Public Library, Alaska
>
>     hbrennan at cityofhomer-ak.gov
>     <javascript:_e(%7B%7D,'cvml','hbrennan at cityofhomer-ak.gov');>
>
>     907-235-3180 (main)
>
>     907-435-3154 (direct)
>
>
>
> -- 
>
> Rogan Hamby, MLS, CCNP, MIA
> Managers Headquarters Library and Reference Services,
> York County Library System
>
> “You can never get a cup of tea large enough or a book long enough to 
> suit me.”
> ― C.S. Lewis <http://www.goodreads.com/author/show/1069006.C_S_Lewis>
>

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