Staff Slips (UXPROD-19)

[UXPROD-2435] Anonymous request identifier for staff slips Created: 26/May/20  Updated: 26/Nov/23

Status: Draft
Project: UX Product
Components: None
Affects versions: None
Fix versions: None
Parent: Staff Slips

Type: New Feature Priority: P3
Reporter: Cate Boerema (Inactive) Assignee: Unassigned
Resolution: Unresolved Votes: 1
Labels: staff_slips, staff_slips_tokens
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Epic Link: Staff Slips
Development Team: Vega
PO Rank: 23
PO Ranking Note: 2021-04-06 - BT: Making my PO rank same as calculated total rank for now.
2020-10-04 - CB: Making my PO rank same as the calculated total rank for now.
Rank: Chalmers (Impl Aut 2019): R1
Rank: Chicago (MVP Sum 2020): R5
Rank: Cornell (Full Sum 2021): R4
Rank: Duke (Full Sum 2021): R4
Rank: 5Colleges (Full Jul 2021): R4
Rank: GBV (MVP Sum 2020): R4
Rank: Grand Valley (Full Sum 2021): R1
Rank: MO State (MVP June 2020): R3
Rank: U of AL (MVP Oct 2020): R4

 Description   

Institutions that keep their hold shelves in the library need hold slips that omit patron-identifying information.

There are lots of tokens that can be used on the hold slips already, such as patron barcode, item barcode and request ID. However, these may not be ideal. Request ID, as system-generated UUID) is long and not very readable (it's also not available as a token in the patron notices, which makes it pretty useless in the hold slip). Patron barcode may work for many institutions, but for some it contains sensitive information (at Chalmers it contains the Swedish equivalent of a social security number).

The purpose of this feature is to make possible for institutions to include some readable, unique ID for requests. This needs further discussion with the RA SIG, but some ideas include:

  • Could we use just the last 8 or so characters of the request ID? Would that be unique enough?
  • Some systems generate a sequence with you initials, the last pick up date and two other characters

Usecase:
As a library manager, and staff where my collection has open hold shelves, here I want the patron to be able to get to their books, but not having their name on the checkout slips (privacy)



 Comments   
Comment by Cate Boerema (Inactive) [ 26/May/20 ]

Hi Siska please let me know if there is anything I should add or change.

Darcy Branchini this really crosses our areas. I didn't know which epic to put it in so I just stuck it in Requests. Let me know if you have any thoughts. I will also put this on the agenda to discuss with the RA SIG

Comment by Darcy Branchini [ 26/May/20 ]

Cate Boerema, since this seems to be needed for both staff slips and notices (separate epics), then I'd say yes, it's fine under requests. I'm happy to help with this once it comes time to add tokens to these features.

Comment by Brooks Travis [ 08/Jun/20 ]

A request HRID?

Comment by Cate Boerema (Inactive) [ 08/Jun/20 ]

Hi Siska. We discussed this in the RA SIG meeting today. No one on the call thought they needed this feature, but they also didn't have any objections to adding it to FOLIO. You can see the notes from our conversation here: https://folio-org.atlassian.net/wiki/display/RA/2020-06-08+Resource+Access+Meeting+Notes

Comment by Siska [ 09/Jun/20 ]

Brooks Travis yes, something like that. Or another way to make the requests easy to find on the holdshelf for the patrons but without making it identifiable who's requested what.

Comment by Cornelia Awenius [ 09/Jun/20 ]

Brooks Travis Siska Shouldn't it be something tied to the patron instead of the request? So you can place several requests for one patron on the shelf together?

Comment by Marie Widigson [ 09/Nov/20 ]

As we since the Covid outbreak have the request shelf publicly, we would need a good way to protect identities, not using name or personal identity numbers (=our barcodes).

Comment by morganm@gvsu.edu [ 06/Apr/21 ]

Our hold shelf is in the public area. With our current system we use the first three digits of the last name and first three digits of the first name. So a hold shelf slip for me would be MOR MAR.

Comment by Marie Widigson [ 08/Apr/21 ]

I would like to second Cornelia Awenius 's comment that it's preferably to have an alias per patron, to place all awaiting pickups for one patron together.

For us I think it would be ok to have something like morganm@gvsu.edu suggests, easy to find for the patron. However, especially for public libraries, it would probably be better to have it more anonymized and more difficult to guess for friends, colleagues, husbands etc.

Comment by Brooks Travis [ 08/Apr/21 ]

A User HRID? This would also be useful elsewhere.

Comment by morganm@gvsu.edu [ 08/Apr/21 ]

Would a patron know their HRID? Would that then be requiring patrons to remember another number? Since they use their library card for checkouts would Barcode be workable?

Comment by Theodor Tolstoy (One-Group.se) [ 08/Apr/21 ]

But, would not a patron HRID on the slips by definition be PII? I think a request identifier is better in this case.

Comment by Marie Widigson [ 09/Apr/21 ]

In our case, using barcode would not be a good option, since at Chalmers it's used for personal ID-number and should definitely not be displayed.

To use the request identifier would split up the books to pick up and would probably make it hard for the patron to find all his/her books. I think we would get a lot of complaints from patrons about that.

I cannot see a Patron HRID anywhere in the user record. Where is that and how is it (or will it be) constructed? If not based on the patron information such as birth date, would it still be PII?

I think the discussion here proves that it would be great to have the alias configurable by tenant. The need for privacy, placement of hold shelf and relations to patrons may differ between libraries as well as how certain user fields are used.

Comment by Brooks Travis [ 11/Apr/21 ]

This could, potentially, be a good application for custom fields if we could tokenize them for use in slip/notice templates. Then, it could be managed via whatever system/workflow is used to populate the user records in FOLIO using whatever algorithm meets their needs.

Comment by Holly Mistlebauer [ 07/Mar/22 ]

This feature is marked DRAFT until Brooks Travis has a chance to review it for validity.

Comment by Marie Widigson [ 19/Oct/22 ]

We're currently contemplating how to anonymize hold slips at Chalmers. We need to find a solution to use an alias that does not display personal information. 
Has this feature has been discussed recently?

Comment by Marie Widigson [ 24/Oct/22 ]

An additional thought. In order for the patron to understand where to find the book, the alias also should be possible to display in the discovery system. The patron-alias-token should be added to the appropriate API(s) handling patron empowement (edge-patron?).

Comment by Aly DesRochers [ 24/Apr/23 ]

Stephanie Buck Kristina Dorrough – I stumbled upon this, and am wondering if it could be a simple solution for some LOC needs?

Comment by Tara Barnett [ 26/Nov/23 ]

This issue was discussed during a recent RA SIG breakout session: https://folio-org.atlassian.net/wiki/display/RA/2023-11-09+Resource+Access+Meeting+Notes (see notes)

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