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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>&nbsp;</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.&nbsp; The only time a library may alter another library&#8217;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 &quot;a&quot; for &quot;verify address&quot; or &quot;z&quot; for &quot;verify email&quot; 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>&nbsp;</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.&nbsp; 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>&nbsp;</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'>&nbsp; &nbsp; &nbsp; &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</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'>&middot;<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </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'>&middot;<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </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'>&middot;<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </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'>&middot;<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </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'>&middot;<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </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'>&middot;<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span></span><![endif]><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>License Number &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</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'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</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: &nbsp;Collection of Patron&#8217;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. &nbsp;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 &quot;a&quot; for &quot;verify address&quot; or &quot;z&quot; for &quot;verify email&quot; 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. &nbsp;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>&nbsp;</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. &nbsp;A copy is sent to the patron's home library ILL/Circ contact &nbsp;found here<a href="http://www.google.com/url?q=http%3A%2F%2Fwww.maine.gov%2Finfonet%2Flibcontacts.shtml&amp;sa=D&amp;sntz=1&amp;usg=AFQjCNFkgG9aOs6hqAQ5V-8pbC3u1XJ9fw">&nbsp;&nbsp;</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&amp;sa=D&amp;sntz=1&amp;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&#8217;s home library needs to be kept until the patron returns the item or the 45 days are up. &nbsp;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&#8217;s library may add a Predefined charge under the add fines tab on their patron&#8217;s account &nbsp;&quot;ILL PAID: Title/author, date paid 00/00/00, Initials&quot;.</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&#8217;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. &nbsp;Do not &#8220;collect&#8221; 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>&nbsp;</o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p>&nbsp;</o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p>&nbsp;</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>&nbsp;</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>&nbsp;</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>&nbsp;</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&#8217;s from requesting? I thought that we were not supposed to touch another library&#8217;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&#8217;s records.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p>&nbsp;</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>&nbsp;</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>&nbsp;</o:p></p></div></body></html>