Mom always said: Clean as you go

Jul 31 2014 Published by under libraries

But do we listen? Not so much.

Turns out MPOW (a division of a larger institution) has not deleted *any* borrower records since we merged into the larger institution's catalog maybe 10 years ago. We used to have our own catalog back in the day. No idea how much we maintained that stuff either - last time I did a dump from it to create an electronic badge-scanning sign-in system for an open house - we had users with the names "brontosaurus", "washington, george", "gibson, r.e." (which you won't get unless you know more about where I work, well and he's been dead for a couple of decades).  I think the professionals who ran the larger system helped us clean up a bit on migration.

So here we are, ready to integrate further with automatic registration and maintenance of records and we figured we should probably clean up prior. Oy.

Turns out in Sirsi Dynix Horizon, you have to identify the borrower and *edit* their record to have the option to delete. It was always grayed out for us because we didn't think about having it open for editing first. All this time we've been getting notices of employee actions, but have done nothing. We used to be a required stop on the employee checkout list but they took us off when we got rid of our print collection.

Now, how to match current employees? I can get a list but the export from Horizon shows how poorly we did data entry when creating the accounts. Some have the whole name in various orders in the last name field. Some have that with periods in it. There's a name of a university there (why?). E-mails missing, employee numbers missing, obsolete borrower types. People who have joint appointments with other divisions of the larger institution who have these weird hybrid records.

At first pass with a short R script, I identified 500 records of the 3500 that need to be checked. And that was only using last names so if there are 10 bad Smiths for the one good Smith, then they get a pass. I'm sure we'll get exception reports or something at the load, but we're trying to get ahead of the game.

So kids: do as your mom told you and CLEAN AS YOU GO!

No doubt I will continue not to heed this advice, either 🙂

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