Transcript אחזקת מערכת תדפיסים (Course

Make Big Brother Work for You:
Mining Patron Data for Enhanced
Library Services
Yosef Branse
Younes and Soraya Nazarian Library
University of Haifa
IGeLU Conference
September 2014
University of Haifa
Faculties: Humanities, Social Sciences,
Education, Science and Science Education,
Law, Social Welfare and Health Sciences
As of 2013-2014 academic year,
approximately:
- 17,700 fulltime degree students
- 2470 academic staff
- 830 administrative staff
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IGeLU Conference, September
2011
Younes and Soraya
Nazarian Library
 central library, single acquisitions budget, open stacks
 65 staff positions
 approximately 2 million items: monographs,
periodicals, audio-visual materials, electronic texts and
journals, archival collections, digitization projects, etc.
 Ex Libris products in use: Aleph v. 20, SFX v. 4, bX, Metalib
v. 4, Primo v. 3, Primo Central, Digitool v. 3
 tradition of in-house support and development – Library
Information Systems Department
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IGeLU Conference, September
2011
Summary of systems
Presentation of patron data during reference
consultation
 Storage of reference session data for statistics
 Follow up on patron satisfaction with reference
service
Access to required course readings
 Management of access privileges to
online systems
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IGeLU Conference, September
2011
Summary of systems - 2
 Display of user’s library notices in student
and staff portals
 Creation of mailing lists for distribution to
specified groups (by degree, department,
etc.)
 Automatic insertion of personal data in
online forms
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IGeLU Conference, September
2011
A stable yet evolving system
1985– Pre-Aleph; in-house software
c. 1990 – Aleph 2
c. 1995 – Aleph 300
2003-2004 – Aleph 500 – major conversion
2014 –Aleph 22
2015-16 - Alma ?
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IGeLU Conference, September
2011
Software infrastructure
L inux operating system
A pache Web server
M ySQL database
P erl script language
O racle database, PL/SQL packages
P hp script language
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IGeLU Conference, September
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The Library as information
producer and consumer
Cataloging: MARC records (consumer);
Local data fields (producer)
Value-added services based on information
from outside sources
Close cooperation with University’s MIS
department for receipt of latest patron data
and export of Library data to other
University systems, for mutual benefit
Library FTP directory
Sources of data from
University’s SAP System
Personal data – academic
and administrative staff
Personal data - students
Current courses and
student course registration
Reader data entered by
Library staff
Paying readers
Patrons from other Israeli universities
Proxies (lecturers’ assistants authorized to
perform transactions on their behalf)
Update of Aleph reader data
Daily run of service p_file_20 (upload of
patron data via xml file)
Relevant Aleph tables
(Library HAI50)
 z303 – Global Patron Information
 z304 – Patron’s address(es)
 z305 – Patron’s local information
 local library tables
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IGeLU Conference, September
2011
Selected data from
user tables z303, z304, z305
 z303_rec_key, z304_rec_key, z305_rec_key
(ID number)
 z303_name
 z303_title
 z304_address, z304_zip
 z304_email_address
 z304_telephone (up to 4 entries)
 z305_bor_type, z305_bor_status
 z305_expiry_date
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IGeLU Conference, September
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Compact reader-data view
What we know about
(nearly) every patron
 Name
 ID number
 Expiration date of library privileges
 Home address (street, city, ZIP code)
 Telephone number (up to four)
 Email address
 Borrower status and type
 Departmental affiliation(s)
 Courses
 Attendance at library orientation sessions
Borrower statuses
Students
Administrative staff
Library staff
Academic staff
Teaching assistants
Inter-Library Loan
No borrowing rights
Miscellaneous categories
Borrower types
Students: BA, MA, Ph.D., foreign students,
academic preparatory course, external
studies, etc.
Staff members: tenured, non-tenured,
adjunct faculty, unpaid leave, sabbatical,
retirees, field instructors, etc.
Borrowers from other institutions
Paying readers
Library privileges
Patron’s status and type determine nature
of privileges granted, such as:
Borrowing books, periodicals, audio-visual
materials
Number of items that may be borrowed
Loan duration
Access to online databases
Reference services
Patron helpdesk session
Additional information displayed
when relevant
Item requested by patron has arrived and
can be retrieved from Circulation desk
No email address recorded – patron is
advised to notify relevant parties
Attendance at Library orientation sessions
Followup questionnaire
Summary of Responses,
9.2013 – 8.2014
1995 letters sent ; 237 responses (11.9%)
Not at all
Somewhat
A great deal
Helpfulness of
session
4
20
213
Use of
material
obtained
6
33
198
Selected respondents’ comments
on reference service
“courteous, professional service…endless
patience…quick, thorough, efficient…assisted
me in searching and learning how to
search…wonderful people…thanks to them I
now know how to manage in the Library…”
“The staff help because they want to, not just
because it’s their job”
“The service I received during the past three
years was simply excellent. Period.”
“Keep up the good work!”
Access to required course readings
Data regarding current courses, student
course registration and assigned readings is
the basis for an interface by which student
can efficiently access digital offprints,
electronic texts, video and other materials.
Flow of data from sources
to Aleph tables
HAI01/
z00
SAP
Course data
HAI30/
z00, z13
HAI50/
z108
SAP
Course registration
HAI50/
z107
Management of access privileges
to online systems
Authentication – “who are you?”
Authorization – “what resources are you
allowed to access?”
SSO (Single-Sign On) – when users need to
access multiple resources:
- avoids repeated authentication
- manages authorization
Library resources accessible via SSO
Aleph (reader card)
Digitool
Primo
Online databases
Course readings
“Kushiya” – online examination system
Daily automatic update of patron
privileges
Detect new users and those whose rights
have expired
Record, in a text file, user’s ID number and
codes denoting the services to which they
are entitled (as indicated by borrower status
and type)
Update a local database table with these
details, triggering an update of the central
SSO database – including deletion of records
for ineligible patrons
Authorization management
In practice, nearly all users have access to
all resources. Usual exceptions are
restrictions on access to online databases
for users from outside the University.
Authorization management enables
flexibility in dealing with new resources,
changes in patron status, etc., regardless of
the source of patron data (SAP or internal)
Display of user’s library notices in
student and staff portals
Loan can’t be renewed due to hold placed by
other reader
Non-renewable loan due tomorrow
Please return overdue item(s)
Please settle outstanding fine owed to
Library
Library privileges will expire soon
Item requested has been returned and can
be borrowed at the Circulation desk
Update of portal notices
Twice a day, a file is prepared containing
patron ID numbers with numerical codes
denoting type of notice
File is used to update an Oracle table
Data in table triggers insertion of relevant
notice text in designated location of
patron’s personal space in student/staff
portal
Library notices in staff portal
Library notices in student portal
Creation of mailing lists for
distribution to specified groups
Irregular email announcements of lectures,
training sessions, service interruptions,
vacation schedules, etc.
Some announcements are relevant for
specific groups: all lecturers; Ph.D. students;
students and lecturers of a specific faculty or
department, etc.
Relevant email addresses can be retrieved
based on borrower status or type, and
academic affiliation
“Include me out!!”
Nearly every mass mailing results in at
least one angry response from someone
who is no longer affiliated with the
University or just doesn’t want to receive
notices from the Library
Entry of user’s ID number in online form
adds their address to a stoplist to prevent
their inclusion in subsequent mailing lists
Automatic insertion of personal
data in online forms
Library forms for academic staff
Request for monograph acquisition
Request for periodicals acquisition
Personal details (ID number, name,
borrower status and type, phone) are sent
as hidden values in form
Patron data sent to script as
hidden form elements
Food for thought:
ethical considerations
 Databases retain information on
potentially sensitive material, such as
research topics, book loans, courses
attended
 Employees with access to databases must
sign “Commitment to Maintain
Confidentiality”
 Data stored in Library databases is for
internal use only
Obligatory declaration for IT
workers with access to databases
“I commit myself to: … avoid accessing or
using any data without permission of the
user or a relevant University authority…
to relate with strict confidentiality to data of
any sort and refrain from disseminating it in
any form…
to take all acceptable precautions to
preserve confidentiality of the data …”
Questions?
Thank you!
Yosef Branse
Younes and Soraya Nazarian Library
University of Haifa
Information Systems Dept.
[email protected]
972-4-8240288
972-52-8666430
http://aleph.haifa.ac.il/www/public/staff/yb/Igelu_2014.ppsx
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IGeLU Conference, September
2011