Duplicate user records

Procedure—Duplicate User Records in the Database
--Updated 2/2022, Karla Smith

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 Profile must be changed to REMOVE..
A note must be put in the record.
Example: Duplicate card. Do not use. See other Smith, John, BE ChrisK 10/2/2020.

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. NE NancyB 10/12/2019.

When patron decides which card to use, change the User Profile of the unused card to REMOVE and UN-Bar both cards. 

IF the user is NOT present when the duplicate is noticed and only one card is being used(ie, has no holds or checkouts):
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 Profile must be changed to REMOVE.This prevents the patron from using it again.
A note must be put in the record.
Example: Duplicate card. Do not use. See other Smith, John, BE ChrisK 10/2/2020.
If money is owed on the INACTIVE card, either waive/forgive them or re-create the bills on the active card and add a bill note. You can use the bill type of OLDFINE, or MISC. 

User profile of REMOVE
When the library has determined that a card will no longer be used, change the profile to REMOVE and make sure it is not barred, so that reports can be used to get the record out of the database.