Removing user-database records, Deceased, Moved, etc.

Procedure—Updated 2/19/2024 by Karla Smith

The database records do not get removed immediately from the database. But they should be edited promptly if you know that the patron will no longer be using their card.

Deceased patrons:

1) CATALOG:   Log into the catalog as the patron and go to their Favorite Author Tab.  Click "Uncheck All" and then Submit at the bottom of the page.

2) WORKFLOWS:

• Add the word DECEASED and a comma before the last name of the user.
  Example: DECEASED, DOE, JOHN M
• Change the User Profile to REMOVE.   
• Do NOT set the patron record to BARRED.
• Remove all holds.
• Decide whether you plan to try to recover any material they have checkedout, or any $$ for outstanding bills.
  • If so, print out their list of checkouts/bills. Write their contact info on the printout. Follow up with them manually.
• Discharge their checkouts & Forgive or Waive their bills.  . 
• In the address, change the zip code to ????? and remove the Email Address & Phone Number. This will prevent notices from being sent.
• On the extended Info Tab, enter a note to indicate which library made the change and the date of the change:
  Example: OPL-Deceased. Do not use. --OS, MattS, 6/24/2020

Be sure to save the changes after making the edits.

Patrons who have moved, are inactive, have requested to be removed:

1) CATALOG:   Log into the catalog as the patron and go to their Favorite Author Tab.  Click "Uncheck All" and then Submit at the bottom of the page.

2) WORKFLOWS:

• Add the word REMOVE and a comma before the last name of the user.
• Example: REMOVE, DOE, JOHN M
• Change the User Profile to REMOVE.   
• Do NOT set the patron record to BARRED.
• Remove all holds.
• Decide whether you plan to try to recover any material they have checkedout, or any $$ for outstanding bills.
  • If so, print out their list of checkouts/bills. Write their contact info on the printout. Follow up with them manually.​
• Discharge their checkouts & Forgive/Waive their bills.
• On the extended Info Tab, enter a note to indicate which library made the change and the date of the change:
  • Example: OPL-Moved. Do not use. --OS, BeckyS, 6/24/2004

Be sure to save the changes after making the edits.

Periodically, reports are run to remove older, unused records from the database, including the ones for deceased patrons.

DENIED patrons:

"DENIED" means they are not allowed to have a card.  It is NOT the same as BARRED--which just means they are prevented from using some services.  Most common usage: a patron applies online for a card but are out of our service area.  You could do nothing and the card will eventually expire after 30 days and the patron will be removed.  However, in the meantime they can be using your online resources (to which their tax dollars don't contribute).  If this concerns you and if want to be able to distinguish these patrons from other patrons being removed, you can use DENIED.

Add the word DENIED and a comma before the last name of the user.

Example: DENIED, DOE, JOHN M

Change the User Profile to REMOVE.   
Do NOT set the patron record to BARRED.
Remove all holds.
On the extended Info Tab, enter a note to indicate which library made the change and the date of the change:

Example: OPL-Denied. Do not use. --OS, BeckyS, 6/24/2004

Be sure to save the changes after making the edits.