A brief review of Mandatory and select Non-Mandatory Fields that might be considered for your patron file. Why choose one certain elements? Consider the following:
How do you provide library access students and staff? Opt in? Or automatic to all students and staff?
How will your users will authenticate?
How will you update your patron information file?
How, and from where, do you want your users to access the library?
How you wish to notify your users when resources become available?
Mandatory fields can be configured. For more context go to the Overview of User Management and Ex Libris Knowledge Center, Managing Users.
Note: It was confirmed by Andrea Bainbridge (EXL) by email that a library Barcode, can be specified as primary ID. As long as the college student information system recognizes the barcode value as the primary ID, there should be no issues with the SIS integration. (And, there is no need to submit two fields with a duplicate value, or map the barcode field to more than one other Alma field.)
Patron File - Mandatory and Non-Mandatory Fields - Use Cases:
Mandatory patron fields include Primary ID, First Name, Last Name & Email address. The SIS Match Identifier provides a mechanism for updating the patron file from the student and HR systems. Users with external authentication such as LDAP, SSO can use the library’s resources from off campus. With additional configuration, Community Users have the option of using a social login. Email, phone and address provide options for notifications, although libraries may need to consider institutional privacy rules. Statistical categories offer potential to enhance analytics. Expiry and purge dates allow for patron file clean up.
Element | Use Cases | Mandatory? |
|---|---|---|
Primary ID | Mandatory for physical circulation: loans, bookings, holds, reserves, fines, fees, blocks. | Mandatory. Choose an ID that is unique within your institution. According to Users in Alma: “All users in Alma have a primary identifier, which is part of the core user information. They may also have additional identifiers (for example, a student ID, barcode, and so forth.” |
Email address | Notify patrons when requested items become available or if fines owed. | Mandatory |
First Name | Core information | Mandatory |
Last Name | Core information | Mandatory |
SIS match identifier | Necessary for synchronization with SIS; keeps your patron file up-to-date Export fines/fees/blocks to Bursar system; | This 3rd party integration allows Alma to retrieve relevant user information from the SIS, such as user names, passwords, and user identifiers. |
Example: LDAP, Single sign on. Provides access to electronic resources via Primo VE from both on and off campus; User may use Primo VE to create bookings/holds/requests, etc., patrons store search results, history & favourites. | Must exist for all relevant users. | |
Phone number | SMS notification | Subject to institutional privacy rules. |
Address | Print mail notification | Subject to institutional privacy rules. |
Statistical categories (e.g., department, school, program) | Analytics: such as programs/departments can be mapped in Alma; Managing User Statistics allows reports to be filtered by users, by user group, category, and so forth. | No |
Expiry date | Tagging records for patron file clean-up. | No |
Purge date | The date on which the user will be purged. See Purging Users. | No |
Provide alternate login for users, e.g., community users who are not included in your SIS integration. | No |