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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><span style='font-family:"Book Antiqua","serif"'>Hello all,<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif"'>Because I have received several complaints regarding libraries placing messages on the accounts of patrons from other Minerva libraries I thought it might be time to send a reminder. The only time a library may alter another library’s patron record is to collect for a billed item after payment has been received or </span><span style='font-family:"Book Antiqua","serif"'>to add either "a" for "verify address" or "z" for "verify email" to the PMESSAGE field. In instances where a postal address is found to be undeliverable, the library should add the text: (UND) to the beginning of the first address line within the patron account <span style='color:black'>in order to flag the address as undeliverable the next time a notice is generated for the account.<o:p></o:p></span></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif"'>Below is the adopted<span style='color:#1F497D'> </span>Patron Record Policy and the section on handling billed items from the settle up procedure. Both policies can be found in the best practices manual located here: <a href="http://tinyurl.com/839hvj3">http://tinyurl.com/839hvj3</a><o:p></o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><b><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Patron Records<o:p></o:p></span></b></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><a name=h.zaqvei4prwej></a><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Creating a Patron Record<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'> </span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Primary Fields:</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:4.5pt;text-indent:45.0pt;mso-list:l1 level1 lfo2'><![if !supportLists]><span style='font-size:10.0pt;font-family:Symbol;color:black'><span style='mso-list:Ignore'>·<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Full name, with middle initial, if applicable</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:4.5pt;text-indent:45.0pt;mso-list:l1 level1 lfo2'><![if !supportLists]><span style='font-size:10.0pt;font-family:Symbol;color:black'><span style='mso-list:Ignore'>·<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Phone Number, with area code</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:4.5pt;text-indent:45.0pt;mso-list:l1 level1 lfo2'><![if !supportLists]><span style='font-size:10.0pt;font-family:Symbol;color:black'><span style='mso-list:Ignore'>·<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Email address</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:4.5pt;text-indent:45.0pt;mso-list:l1 level1 lfo2'><![if !supportLists]><span style='font-size:10.0pt;font-family:Symbol;color:black'><span style='mso-list:Ignore'>·<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Current mailing address</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Secondary Fields:</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:4.5pt;text-indent:45.0pt;mso-list:l0 level1 lfo4'><![if !supportLists]><span style='font-size:10.0pt;font-family:Symbol;color:black'><span style='mso-list:Ignore'>·<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Birth date</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;margin-left:4.5pt;text-indent:45.0pt;mso-list:l0 level1 lfo4'><![if !supportLists]><span style='font-size:10.0pt;font-family:Symbol;color:black'><span style='mso-list:Ignore'>·<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>License Number </span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'> </span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Prohibited: Collection of Patron’s Social Security Number</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>All Patron records must expire after one year. Inactive patron records should be purged from the system after five years, with the exception of patrons with billed items on their record.</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>The only time a library may alter another library's patron's record is to add either "a" for "verify address" or "z" for "verify email" to the PMESSAGE field. In instances where a postal address is found to be undeliverable, the library should add the text: (UND) to the beginning of the first address line within the patron account in order to flag the address as undeliverable the next time a notice is generated for the account.</span><span style='font-size:11.5pt;font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>*Libraries are strongly encouraged to explore Minerva for a preexisting account before entering a patron. The handling of this information is to be decided at a local level.<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><b><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Billed ILL items<o:p></o:p></span></b></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Patrons receive overdue (email only) notices at 5 and 10 days overdue; at 20 days overdue they are sent a bill. A copy is sent to the patron's home library ILL/Circ contact found here<a href="http://www.google.com/url?q=http%3A%2F%2Fwww.maine.gov%2Finfonet%2Flibcontacts.shtml&sa=D&sntz=1&usg=AFQjCNFkgG9aOs6hqAQ5V-8pbC3u1XJ9fw"> </a></span><u><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:#000099'><a href="http://www.google.com/url?q=http%3A%2F%2Fwww.maine.gov%2Finfonet%2Flibcontacts.shtml&sa=D&sntz=1&usg=AFQjCNFkgG9aOs6hqAQ5V-8pbC3u1XJ9fw"><font color="red"><b>MailScanner has detected a possible fraud attempt from "www.google.com" claiming to be</b></font> http://www.maine.gov/infonet/libcontacts.shtml</a></span></u><span style='font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>This bill when received at the patron’s home library needs to be kept until the patron returns the item or the 45 days are up. At 45 days overdue, the borrowing library is responsible for payment of the item.</span><span style='font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>The delinquent patron’s library may add a Predefined charge under the add fines tab on their patron’s account "ILL PAID: Title/author, date paid 00/00/00, Initials".</span><span style='font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>This will enable the patron's library to manually track payments made on behalf of their patron after the item has been deleted or replaced by the owning library.</span><span style='font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>Your Patrons will see a double charge on their record until the owning library receives payment for their billed item and removes the replacement charge from your Patron’s record.</span><span style='font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><b><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>REMEMBER--The status of another library's item should not be changed without contacting the owning library first. Do not “collect” the charge on an item that does not belong to you!</span></b><span style='font-family:"Arial","sans-serif";color:black'><o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><div><p class=MsoNormal><i><span style='font-family:"Bookman Old Style","serif";color:#1F497D'>Cyndi Burne<o:p></o:p></span></i></p><p class=MsoNormal><i><span style='font-family:"Bookman Old Style","serif";color:#1F497D'>Assistant Director<o:p></o:p></span></i></p><p class=MsoNormal><i><span style='font-family:"Bookman Old Style","serif";color:#1F497D'>Topsham Public Library<o:p></o:p></span></i></p><p class=MsoNormal><i><span style='font-family:"Bookman Old Style","serif";color:#1F497D'>25 Foreside Road<o:p></o:p></span></i></p><p class=MsoNormal><i><span style='font-family:"Bookman Old Style","serif";color:#1F497D'>Topsham ME, 04086<o:p></o:p></span></i></p><p class=MsoNormal><i><span style='font-family:"Bookman Old Style","serif";color:#1F497D'>207 725-1727<o:p></o:p></span></i></p><p class=MsoNormal><i><span style='font-family:"Bookman Old Style","serif";color:#1F497D'><a href="mailto:cyndi@topshamlibrary.org">cyndi@topshamlibrary.org</a><o:p></o:p></span></i></p></div><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><div><div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span></b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'> Frost, Judith G. [<a href="mailto:jfrost@cmcc.edu">mailto:jfrost@cmcc.edu</a>] <br><b>Sent:</b> Tuesday, April 30, 2013 9:44 AM<br><b>To:</b> <a href="mailto:cyndi@topshamlibrary.org">cyndi@topshamlibrary.org</a><br><b>Cc:</b> Moreno, Judith; Frechette, Valerie; Feagin, James<br><b>Subject:</b> Messages on non-patron records<o:p></o:p></span></p></div></div><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Hi Cyndie,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>We have been seeing messages on our patron records that we have not put on them. It would appear that other libraries have been modifying our patron records. Before sending out a message to the several discussion lists, I thought I should check with you. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Is it permissible for another library to add message notes to patrons that belong to another library as well as block that patron’s from requesting? I thought that we were not supposed to touch another library’s patron record. If that is misinformation, please let me know. If that is correct, I would like to do some reminding that we should not be modifying other patron’s records.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Thanks,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Judy<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>Judith G. Frost<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>Director of Library Services<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>Central Maine Community College Library<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>1250 Turner St.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>Auburn, ME 04210<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>t. 207-755-5266<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>f. 207-755-5495<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:8.0pt'>email: <a href="mailto:jfrost@cmcc.edu">jfrost@cmcc.edu</a><o:p></o:p></span></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>