[OPEN-ILS-GENERAL] patron registration

Fri May 29 16:22:04 EDT 2015

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.

            >> You’re not missing out, Andrea. We haven’t received any money from our collection agency in years…. ☹

From: Open-ils-general [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of Andrea Buntz Neiman
Sent: Friday, May 29, 2015 12:04 PM
To: Evergreen Discussion Group
Subject: Re: [OPEN-ILS-GENERAL] patron registration

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<http://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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