Patron self registration at the State Library of NSW

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Patron self registration at the State Library of
NSW

• Katie Wilson
• Manager, Digital and Library Systems
• State Library of New South Wales
• AIUG November 17, 2005

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Overview

• Reasons for registering clients
• Reasons for implementing patron self registration
• Implementation issues
• - developing the form
• - workflow

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State Library of NSW

• SLNSW is a reference and research library with
  major historical and current collections
• Mitchell and Dixson Libraries historical
  research collection relating to Australia and NSW
  
• manuscripts, pictures, books, maps, rare books,
  photographs, oral history and sound recordings
• Mitchell Library is a deposit library for NSW
  publications
• State Reference Library (SRL)
• Australian and international research and
  reference collection, family history, e-journals
  and online databases 

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Why register for a non-circulating library?

• Clients must register to use the Mitchell,
  Dixson and special collections for security
  reasons
• 2003 library began registering SRL clients to
  use
• set aside services, electronic resources, AV
  equipment, retrieval of off site material,
  document delivery/InterLibrary Loan 
• In 2005 copy card functionality incorporated
  into client registration cards (Readers Cards)
• all clients encouraged to register
• To take advantage of Millennium circulation
  features
• Materials Booking for set asides and computers,
  My Millennium, requesting from offsite storage
  and stack retrieval
• Provides client demographic data
• Inform clients of library services and
  information
• Future services such as online ordering of images

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Reasons for patron self registration

• Initially staff created patron records manually
  inputting data from paper forms
• Large increase in patron registration numbers 
• 3,153 in June 2001
• 17,512 in June 2004
• 31,272 in June 2005
• Registering around 2000 clients a month in 2005
• Self registration purchased to streamline the
  process and reduce data input errors

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Customisation of registration form

• Customising the registration form uses tokens
• Tokens exist for certain standard fields only,
  not all fields, e.g. notes
• Can't create tokens or code for non-standard
  fields separate postcode field from the form,
  postcode goes into address field
• Submitted an enhancement request for non-standard
  fields

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Additional data SLNSW required

• Variable length field for title - Mr, Mrs, Ms,
  Miss, Dr, Prof to identify gender and for
  communication
• Variable length field for method of obtaining
  card - mail or pickup in library
• Take part in surveys or receive information
  (fixed fields, already in record)
• Birth date fixed field for age and identifier

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Other issues

• Indexed fields with system duplicate checks do
  not allow a record to be created, e.g. name
• Prevents multiple applications in same name, but
  well need to review
• Adjusted Web Privacy statement

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Procedures

• Self-registered clients initially get a blue
  Readers Card (minimum access)
• Further privileges e.g. access to special/rare
  collections need to visit in person and
  provide two forms of ID
• If requested, cards are posted to NSW residential
  address (proof of ID)
• Remote clients can access electronic resources
  without needing to visit library
• Reaching out to statewide residents

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Workflow

• Registrations are processed daily
• Staff check database for duplicate entries
• Change self-registration PTYPE
• Create separate lists of registrations for
  collect or post for processing
• Add Note indicating date card posted
• Developing procedures for registering under 18
  clients

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Summary and benefits

• Online registration went live on 1 November, 2005
  with little fanfare
• notice on http//www.sl.nsw.gov.au
• Patron registrations 1.11.05 - 16.11.05
• 869 total registrations
• 358 of those online
• 281 to pickup in library
• 77 to mail
• Saving in staff time processing online client
  registrations, only takes couple of minutes
• Staff learning more about Millennium circulation