Summer Reader - Database Maintenance

Rating: Unrated | Last Updated: Thu, Oct 13, 2011 at 7:21 AM

Be sure that all reports have been saved off that are needed from last year's programs.
Confirm that the "Bulk Deletion of Patron Records" setting in System Settings is set to "Yes". (NOTE: For Advanced Security users this step is not required.)
Go into setup for each of your programs.
- For active programs select Edit Program and then select the program.
- For inactive programs select Inactive Programs and then select the program.
Click on the "Delete All Program Records (Including Patrons)" button to remove all patrons from the program and to delete the patron from the db.
- Do this for each of your programs.
- Once you remove all patrons from the program you have the option to delete the program as well (the "Delete" button).

In most cases, this will remove 99% of the patron records if you do this for all of your programs. There are times when a patron has been deleted from a program but has not been deleted from the db so they are not attached to a program. These patrons will still be in the db. Go to 'System Maintenance-->Patron Information' and click on the "Delete All Unregistered Patrons" button. This will remove the rest unregistered of the patrons from the db. Click on the "Go" button to perform a blank search to make sure all records have been deleted.

In this scenario all patrons will register as new sign ups.

You have 1 or more programs currently running but you want to delete all data from all other programs and all those programs' patrons

Be sure that all reports have been saved off that are needed from last year's programs.
Confirm that the "Bulk Deletion of Patron Records" setting in System Settings is set to "Yes". (NOTE: For Advanced Security users this step is not required.)
Go into setup for each of your programs. (Only programs for which patrons should be removed.) DO NOT PERFORM THIS STEP FOR THE PROGRAMS THAT ARE CURRENTLY RUNNING!
- For active programs select Edit Program and then select the program.
- For inactive programs select Inactive Programs and then select the program.
Click on the "Delete All Program Records (Including Patrons)" button to remove all patrons from the program and delete the patron from the db. NOTE: If a patron is signed up for another program they will not be deleted.
- Do this for each of your programs where you want the patrons deleted.
- Once you remove all patrons from the program you have the option to delete the program as well (the "Delete" button).

In most cases, this will remove 99% of the patron records that you want removed if you do this for the programs for which patrons are to be removed. There are times when a patron has been deleted from a program but has not been deleted from the db so they are not attached to a program. These patrons will still be in the db. Go to 'System Maintenance-->Patron Information' and click on the "Delete All Unregistered Patrons" button. This will remove the rest of the unregistered patrons from the db. Click on the "List All Unregistered Patrons" button to perform a search to make sure there are not any unregistered patrons left. There will still be patrons in the db for the programs where you did not delete the patron record.

In this scenario all patrons will register as new sign ups unless they happen to be registered in one of the programs that is currently running. If they are in a program currently running and want to sign up for another program they would need to use the "Signed Up Before" button on the registration page. To ensure that this feature is available go to System Settings and set the 'Signed Up Before' Feature to Yes. If this option is not made available then only staff will be able to register them unless they register as a new individual with a different library card or user name.

You want to keep the patron information in the db and re-use one or more of your programs

There are two ways to accomplish this:

Remove the program data from the program and keep all the registered patrons in the program.
- Be sure that all reports have been saved off that are needed from last year's programs.
- Confirm that the "Bulk Deletion of Patron Records" setting in System Settings is set to "Yes". (NOTE: For Advanced Security users this step is not required.)
- Go into program setup and click on the "Delete All Program Records".
- In this scenario since the patrons were only removed from the program and not the db, patrons in the program do not have to sign up for the program and can simply log in as they did previously.
- Patrons new to Summer Reader register as new sign ups.

Make a copy of the program (including patrons).
- Since you are keeping the original program intact, you will still have reporting available to you for the program.
- Go into the program's setup and click on the "Copy Program" button, enter a name for the program in the text box. Be sure to check the "Include Patrons" check-box (this ensures that the patron's registration record is copied over with the program) and click on the "Save Copy" button.
- In this scenario, patrons in the program do not have to sign for the program and can simply log in as they did previously as well.
- Patrons new to Summer Reader register as new sign ups.

If you plan on using this scenario then it is a good idea to enable Email via Email Setup. Be sure to enable the "Login Info Email Enable” and make the "Email” field a required field in the program’s registration setup as well. This will allow users to use the "Forgot Your Login Info” button so they can receive an email from the application with their login information – rather than calling the library for this information or the user could choose to register with a new user name or library card.

You want to keep the patron information in the db and create a new program for this year

Since the patrons in last year's program are still in the db, those patrons will need to use the "Signed Up Before" button on the registration page. To ensure that this feature is available go to System Settings and set the 'Signed Up Before' Feature to Yes. If this option is not made available then only staff will be able to register them unless they register as a new individual with a different library card or user name.