Patron Data
General Information
- Description
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Includes directory, employment department and status, and student enrollment related information about patron populations for all UW System campuses.
- Purpose
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Supports library operations around access to resources and circulation.
- Quick Facts
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We manage patron data for all of UW System. There is on the order of 400,000 records.
The data are captured from UW-System IAA views and stored in several systems:
* patron process workflow
* Alma
* ILLiad
Business logic in the workflows assigns patrons to user groups, which imply Terms of Use for library resources, and sets expiration dates on user records and roles based on business rules related to employment and enrollment status.
Data Classifications
- Campus
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- Sensitive: Patron name, address, contact information, and campus ID.
- Library
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- Operational Supports library resource access and circulation operations.
- Personal Includes sensitive personal information.
Data Contacts
- Data Custodian
- Patron processing team at UW-Madison as part of the Library Systems and the Library Platforms and Applications groups in the GLS
- Data Steward
- Campus SIS and HR Data Stewards
- Data Producer/Supplier
- UW System IAA operators and managers through the UW-Madison Middleware group
Risk Assessment
| Score | Risk Type | Details | Evaluation Date |
|---|---|---|---|
| 4 | Library Impact | Patron data are critical to core library operations. | March 1, 2019 |
| 1 | Data | One might argue that we recover the entire data set every business day by pulling the complete dataset from the IAA data feeds. | March 1, 2019 |
| 1 | Institutional Knowledge | We do not retain historical data on past patrons. | March 1, 2019 |
Technical Details
- Specifications
- No Information
- Correctness
- No Information
- Representative Record
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The authoritative instances of the data are in the systems that feed patron data into IAA: SIS and HR.
We manage a copies of versions of the data on the patron processing machine for 30 days for the purposes of troubleshooting patron loads into Alma. Patron records are maintained in Alma for three years past their expiry date, at which point they are purged (assuming no open transactions).
- Dependencies
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Upstream: IAA views and processing to gather data from source SIS, HR, and special populations systems.
Access & Use
- Delivery Modalities
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The data are not delivered to users, although patrons may view a subset of the data for their Alma accounts through our Accounts application,
- Lifecycle
- No Information
- Disposition
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The data are stored in three places:
* patron processing LCB host and associated storage and backup systems (LCB hosts are secured through standard practices; the data are not encrypted.)
* Alma cloud services
* ILLiad cloud services
- Relevant Processes
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The data are obtained through weekday ETL processing from UW-System IAA data views.
Success of the full ETL process is needed to ensure that the data are correct. A failure of any part of the processing, e.g. an API call to set the patron role expiry data in Alma, will result in incorrect data.
- Constraints
- No Information