CAC Meeting 11/4/2008
Agenda
1) Faculty Records
2) continuation of security guard
Minutes
Faculty Records
We have reviewed faculty records in Acorn. Faculty records have an expiration date of “never” and are not routinely examined for currency. There is a concern about having outdated records in Workflows, which contain SSNs for faculty no longer employed by Vanderbilt. There is also a concern that many current faculty have records that are not properly populated with the VUNetID in the WebAuth ID field. Without this field being populated properly, faculty would not be able to login to Acorn with VUNetID and e-password. The goal of the review is to identify records which are no longer current, and to properly update those records which are current.
1) Recommendation One There are 2079 records with a faculty profile but with no SSN in the ID field and no VUNetID. Of those 2079 records, 1886 records have had no activity after January 1, 2001. CAC recommends that these 1886 records be purged, and the remaining 193 faculty records (2079 – 1886) be reviewed for currency. If any of the 1886 records have reserve records attached, they will not be purged.
2) Recommendation Two There are 2587 records with a faculty profile and with an SSN in the ID field and with a VUNetID in the WebAuthID field. Of those 2587 records, there are 2349 records that have been validated with a current HR feed or with a current ITS VUNetID. There are 238 faculty records (2587 – 2349) with information unvalidated from either HR or ITS. CAC recommends that those 238 records be reviewed for currency.
3) Recommendation Three There are 988 records with a faculty profile that have an SSN in the ID field but no VUNetID in the WebAuthID field. None of these 988 records match a current HR record or an ITS record. CAC recommends that these 988 records be reviewed for currency.
In order to expedite review of the records, a file was prepared to compare the 238 records from Recommendation Two and the 988 records from Recommendation Three with the records in CS Gold. The 193 records from Recommendation One could not be compared with records in CSGold, because these 193 records contain neither an SSN nor a VUNetID. LITS prepared a file, and the Card Office ran a report of the 1226 records (238 records from Recommendation Two + 988 records from Recommendation Three) against the CS Gold database.
Of these 1226 records, 929 records were found in CS Gold with an inactive status, meaning that, according to the Card Office, the person has no current affiliation with Vanderbilt University. CAC recommends that these 929 records be globally changed by LITS so that the expiration date be changed from never to 11/02/2008. In addition to adding an expiration date, the records will be edited to include the following in the comments fields: Inactive according to CS Gold, date of edit. Some of these 929 records have fines attached to them. Rather than purging the records now, setting an expiration date allows regular data retention times to be set into motion. The data retention times are as follows:
From the May 13, 2004, CAG Minutes: Expired Patron records If there are no outstanding bills or fines and no paid bills for "item cost" or lost books purge record if it has been expired for at least 2 years Expired Patron records with paid bills for item cost or lost book purge record after 7 years This leaves 193 records from Recommendation One to be reviewed for currency, as well as 297 records left over from Recommendations Two and Three (1226 total records – 929 inactive records) to be reviewed.. These records should be reviewed by the owning library. Some of the remaining records are listed as current in the CS Gold database, but most are not. It is up to the owning library to determine status. Is the person known to you? Known to the Department? Is the person in the Global Address Book (preferred over PeopleFinder; employees may opt out of public display in PeopleFinder, but may not opt out of the Global Address Book). Tao You will supply each library with a list of names that are to be reviewed. Please indicate which records are no longer current. If they are no longer current, the record will be changed to have an expiration date (instead of an expiration date of “never”) so that normal data retention guidelines (see above) are set into motion. Tao will also provide a list of those faculty records that are inactive in CS Gold, for informational purposes.
Security Guard
There is money in the OUL budget to continue the night-time security guard program into the spring semester. CAC recommends that the guard continue.
There were scheduling and communication issues during October break. In order to precisely communicate the schedules of the libraries for the upcoming Thanksgiving and December break to Allied Barton, please review the schedule at http://staffweb.library.vanderbilt.edu/CIRCDOC/security/ScheduleDuties.doc. If there are any difficulties with the scehdule as proposed in this document, please communicate them ASAP to Tracy and Sue.