make big brother work for you: mining patron data for enhanced library services yosef branse younes...
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Make Big Brother Work for You:Mining Patron Data for Enhanced
Library Services Yosef Branse
Younes and Soraya Nazarian LibraryUniversity of Haifa
IGeLU ConferenceSeptember 2014
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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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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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Summary of systemsPresentation of patron data during reference
consultation Storage of reference session data for statistics Follow up on patron satisfaction with reference
serviceAccess to required course readings Management of access privileges to online systems
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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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A stable yet evolving system
1985– Pre-Aleph; in-house software c. 1990 – Aleph 2c. 1995 – Aleph 300 2003-2004 – Aleph 500 – major conversion2014 –Aleph 222015-16 - Alma ?
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Software infrastructure
L inux operating systemA pache Web serverM ySQL databaseP erl script languageO racle database, PL/SQL packagesP hp script language
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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 sourcesClose cooperation with University’s MIS department for receipt of latest patron data and export of Library data to other University systems, for mutual benefit
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Sources of data from University’s SAP System
Libr
ary
FTP
dire
ctor
yPersonal data – academic and administrative staff
Personal data - students
Current courses and student course registration
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Reader data entered by Library staff
Paying readersPatrons from other Israeli universitiesProxies (lecturers’ assistants authorized to
perform transactions on their behalf)
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Update of Aleph reader data
Daily run of service p_file_20 (upload of patron data via xml file)
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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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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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Compact reader-data view
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What we know about (nearly) every patron
Name ID numberExpiration date of library privilegesHome address (street, city, ZIP code)Telephone number (up to four)Email addressBorrower status and typeDepartmental affiliation(s)CoursesAttendance at library orientation sessions
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Borrower statuses
StudentsAdministrative staffLibrary staffAcademic staffTeaching assistants Inter-Library Loan No borrowing rightsMiscellaneous categories
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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 institutionsPaying readers
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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 durationAccess to online databasesReference services
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Patron helpdesk session
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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
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Followup questionnaire
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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
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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!”
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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.
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Flow of data from sources to Aleph tables
HAI01/z00
SAPCourse data
SAPCourse registration
HAI30/z00, z13
HAI50/z108
HAI50/z107
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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
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Library resources accessible via SSO
Aleph (reader card)DigitoolPrimoOnline databasesCourse readings“Kushiya” – online examination system
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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
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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)
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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 tomorrowPlease return overdue item(s)Please settle outstanding fine owed to
LibraryLibrary privileges will expire soonItem requested has been returned and can
be borrowed at the Circulation desk
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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
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Library notices in staff portal
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Library notices in student portal
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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
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“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
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Automatic insertion of personal data in online forms
Library forms for academic staffRequest for monograph acquisitionRequest for periodicals acquisitionPersonal details (ID number, name,
borrower status and type, phone) are sent as hidden values in form
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Patron data sent to script as hidden form elements
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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
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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 …”
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Questions?
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Thank you!
Yosef BranseYounes and Soraya Nazarian Library
University of HaifaInformation Systems Dept.
[email protected] 972-4-8240288
972-52-8666430http://aleph.haifa.ac.il/www/public/staff/yb/Igelu_2014.ppsx
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