The chart below provides a brief summary of what should considered for the patron file and what is optional. Why choose one certain elements? Consider the following:
How will your users will authenticate?
How will you update your patron information?
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 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:
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.” |
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. | |
Email address | Notify patrons when requested items become available or if fines owed. | Mandatory |
First Name | Core information | Mandatory |
Last Name | Core information | Mandatory |
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 | No |