Loans (UXPROD-788)

[UXPROD-447] Retain loan and item information for closed loans with fees/fines Created: 03/Apr/18  Updated: 16/Sep/20  Resolved: 27/Sep/19

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Q3 2019
Parent: Loans

Type: New Feature Priority: P2
Reporter: Cate Boerema (Inactive) Assignee: Emma Boettcher
Resolution: Done Votes: 0
Labels: anonymizing, cap-mvp, convo, loans, po-mvp, privacy, sig-ra, split
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Cloners
clones UXPROD-271 Anonymizing/Scrubbing Loan Data (On D... Closed
Defines
is defined by CIRC-343 Anonymize closed loans through settin... Closed
is defined by UIORG-175 Loan history settings (anonymize clos... Closed
is defined by UITEN-16 Loan history settings (anonymize clos... Closed
is defined by UITEN-42 Validation for closed loans and fines... Closed
Relates
relates to UXPROD-376 Cron job to call endpoint to remove a... Open
relates to UXPROD-2068 Anonymizing closed loans through sett... Closed
relates to UXPROD-2069 Anonymizing closed loans through sett... Closed
relates to CIRC-368 Back-end: Prevent manual anonymizatio... Closed
relates to UXPROD-377 Configuration settings from auto fine... Closed
relates to UXPROD-1853 Future Fees/Fines: Scrub loan and ite... Draft
relates to UXPROD-2646 Future Fees/Fines: Delete fee/fine da... Draft
relates to UXPROD-285 GDPR Analysis Complete
Epic Link: Loans
Back End Estimate: XL < 15 days
Back End Estimator: Jakub Skoczen
Development Team: Concorde
PO Rank: 122
Rank: Chalmers (Impl Aut 2019): R1
Rank: Chicago (MVP Sum 2020): R4
Rank: Cornell (Full Sum 2021): R1
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R1
Rank: FLO (MVP Sum 2020): R1
Rank: GBV (MVP Sum 2020): R1
Rank: hbz (TBD): R1
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R4
Rank: Leipzig (Full TBD): R1
Rank: MO State (MVP June 2020): R1
Rank: TAMU (MVP Jan 2021): R1
Rank: U of AL (MVP Oct 2020): R1

 Description   

Purpose: Because loans that have incurred fees and fines have "unfinished business" with the library, and the fees and fines themselves may be subject to different data reporting requirements by law, libraries need to be able to retain patron information on closed loans with fees and fines, even if they don't retain patron information on closed loans without fees and fines.

When loans are automatically or manually anonymized, the loans with fees and fines should be excepted from anonymization, based on the institution's preference or duplicate the loan/item information on the fine/fee.



 Comments   
Comment by Holly Mistlebauer [ 13/Apr/18 ]

There should be separate institution settings for when to scrub open fee/fine loan data and when to scrub closed fee/fine loan data. I believe most, if not all, institutions will want to keep the fee/fine loan data about an unpaid overdue fine or lost item fee even if the item has been discharged from the patron and the loan scrubbed. If the fee/fine loan data isn't kept, there would be no way to explain the fee/fine to the patron. You would only know that the patron checked out something on July 1 that was due July 15 but wasn't returned until July 30. With regards to closed fees/fines (those that have been paid/waived/transferred) the institution may want to keep the loan data for 30 days or so, then scrub it. It is, of course, up to the institution and any laws they must follow.

Comment by Cate Boerema (Inactive) [ 16/Apr/18 ]

Note from Andrea Loigman in an email: Probably wouldn't use the term "scrubbed".

Comment by Holly Mistlebauer [ 10/May/18 ]

From WOLFcon:

  • Keep loan data for open fees/fines (fee/fine balance not = 0 (could be > or < zero))
  • For closed loans with fee/fine balance = 0 can scrub loan data unless fee/fine was transferred to bursar (Payment Status=Transferred Fully or Transferred Partially)--transferred fees/fines may not have been paid yet and the library may be questioned about them, difficult to discuss a fee/fine without the title

Question Holly will ask RA SIG:

  • Should we have option for institution to scrub transferred fee/fine loan data after a selected interval (6 months, 1 year, 4 years)?
Comment by Emma Boettcher [ 14/May/18 ]

From RA SIG 5/14:

Even if a fee/fine is closed, would often want to retain loan data for as long as the fee/fine is retained. When the financial information is removed (after X many years), then could anonymize loan.

Some discussion about how the anonymization would occur - automatically (rolling or cron job?) or triggered by human action? Cron job could be a good compromise because if it happened on a schedule, you could suspend or at least anticipate it.

Did not discuss transferred fee/fine loan data.

Comment by Holly Mistlebauer [ 16/May/18 ]

Regarding 5/14 RA SIG meeting: I think there needs to be an institution setting for this. There are people at the institutions who would say no, the loan data should not be retained even if the fee/fine data is. I think there is a divide between what the people on the ground want/need and the people higher up aspire to. We should let the institution work it out and then set a flag. Also remember that the Europeans are only allowed to keep data as long as it is being used. We have to give them a way to get rid of this older loan data. Let me think about this some more.

Comment by Holly Mistlebauer [ 21/May/18 ]

REQUIREMENTS
Open fees/fines: Keep loan data for all open fees/fines (fee/fine balance not = 0 (could be > or < zero))
Closed fees/fines:

  • If fee/fine was transferred to bursar (Payment Status=Transferred Fully or Transferred Partially) it may not have been paid yet and the library may be questioned about it so institution may elect to keep closed loan data. FOLIO will have institution flag for "Keep loan data for closed fees/fines that have been transferred for <select interval>."
  • If fee/fine was not transferred to bursar, institution may still want to keep keep loan data round for a bit. FOLIO will have institution flag for "Keep loan data for closed fees/fines that have not been transferred for <select interval>."
Comment by Cate Boerema (Inactive) [ 28/Sep/18 ]

Per discussion with Emma Boettcher, we believe this feature is blocked until automated fees/fines are implemented, as there doesn't seem to be a way to associate a manual fee/fine with a loan record. Holly Mistlebauer does that sound right to you?

I am marking this blocked by UXPROD-109 Closed and changing the status from Analysis Complete to Blocked.

Comment by Holly Mistlebauer [ 01/Oct/18 ]

Cate Boerema and Emma Boettcher: That is incorrect. There is a way to associated a manual fee/fine with a loaned item. This is done for damaged items or missing pieces. If you go to a loaned item and select New fee/fine from the ellipsis you will see that Charge Fee/Fine opens with the loan data pre-loaded. The fee/fine that is entered will be associated with that loaned item.

Comment by Anya [ 29/Mar/19 ]

Comment from the March Meeting : GDPR/ PA - FOLIO doesnt have it as the FSE we will step up and anonymizing - this will need to be a seting - could be in Q4, best if in Q2 or Q3

Comment by Cate Boerema (Inactive) [ 13/Jun/19 ]

Emma Boettcher tentatively shifting this from CF to Concorde since it looks like they will be doing other anonymization work.

Comment by Erin Nettifee [ 09/Jul/19 ]

The split here is helpful - Duke would need to keep this at go-live, and the split Jira (scrubbing, UXPROD-1853 Draft ) we would rank as up to a year.

Comment by Emma Boettcher [ 27/Sep/19 ]

Split and moved unfinished/in progress stories to UXPROD-2068 Closed and UXPROD-2069 Closed

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