Duplicate user records

Procedure—Duplicate User Records in the Database

Users are to have only one library card for regular use.

The only exceptions are:

  • Children with divorced or separated parents whose parent(s) have requested separate cards.
  • Teacher cards

The library that discovers the duplicate-record problem is responsible for handling the records so the problem can get fixed.
When staff notice that there is more than one record for the user in the database, one of the records needs to be marked as a duplicate. How this is done depends on whether or not the user is present.

IF the user is present when the duplicate is noticed:
The user must decide which card he/she will keep. The other card or cards becomes the duplicate(s).
All fines must be paid off on the duplicate card(s), or manually added to the record the patron will be using.
The duplicate record must be edited to add the word DUPLICATE and the library’s initials and a comma before the user’s last name
Example: DUPLICATE NPL, SMITH, JOHN
The duplicate record’s status must be set to BARRED.
A note must be put in the record.
Example: Duplicate card. Do not use. See other Smith, John, 8/27/2012.

IF the user is NOT present when the duplicate is noticed and BOTH cards are being used:
Bar both cards.
Put a note in both cards.
Example: Duplicate card. Do not use. See other Smith, John, 8/27/2012.

IF the user is NOT present when the duplicate is noticed and only one card is being used:
Bar the card not being used and change the user profile to REMOVE.
Put a note in the record that is being used.
If money is owed on the INACTIVE card, put a note on the active card. If the amount owed is above the library’s block limit, bar the active card.

User profile of REMOVE
When the library has determined which card will no longer be used, change the profile to REMOVE so that reports can be used to get the record out of the database.