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| Requirement | Status | Priority | Use cases | ||||||||||||||
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| Users can search through donors and identify material that has been acquired based on donor |
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| The library maintains information on multiple donors. A donor might make a single donation OR many donations over time. | ||||||||||||||
| Donors must support multiple points of contact |
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| A donor may have multiple representatives who need to be contacted for a variety of different purposes. The library needs to keep track of these contacts and their roles.
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| This could be an entirely separate set of requirements and might need to be split out for analysis | Library regards "Open Access" as a type of donor and needs to be able to designate what is and what is not permitted with the donor material.
"Open access" is only a small category of "Openly available" material. | |||||||||||||||
Users can be given view-only access to donor information Users are able to link documents to purchase order lines OR receiving records |
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| Library receives a high-profile major gift. The library must share donor information with library Legal and Public Relations teams to coordinate rights and publicity surrounding the donation.
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Donor records can be restricted such that a user who is able to view donor information can not necessarily see ALL Donors and their information. Attaching a donor to an order, invoice, agreement etc. does not expose sensitive donor information in that application |
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| In the course of a major donation, the library needs to track records including appraisals, agreements, contracts and other related documents associated with the donation. These records may contain sensitive or non-public information. Voyager does not allow users to store or otherwise associate these types of files with records. LCSG is migrating to MS365 fall of 2024. Also looking at Adobe software for managing agreements/contract signing etc. | ||||||||||||||
| We do provide donor names in bib recs unless it is to be omitted. | ||||||||||||||||
| We have a number of gift and trust funds and some are named after the folks who set them up. Most are associated with a person or a named foundation |
Questions
| Question | Status | Resolution | Remarks | ||||||
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| Need to differentiate major/normal gift? |
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| Confidentiality? System-managed vs. trust vs. internal policy? |
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| Do the same people need to access vendor and donor info? | Mostly yes, but PII is still a concern | ||||||||
| Are materials ever donated by Vendors? | Yes | Yes, the Smithsonian Institute for example we might actually purchase things from but they also may donate materials Might also get things in error that the vendor says they just dont need back | |||||||
| Are materials donated by groups of individuals? | Yes | Yes, donations are sometimes made by Children in memory of a parent etc. | |||||||
| Can a donor be a person OR a corporation? | Yes | Yes, often it will be one or the other. Potentially a mix of people and organizations but no examples came to mind. | |||||||
| Do you associate Donors with Funds? | Yes, some funds are named, some represent various donors, some do not represent donors at all. | Yes, we have a number of gift and trust funds and some are named after the folks who set them up. Most are associated with a person or a named foundation. | |||||||
| Does donor information end up on bibliographic records? | Yes | Occasionally yes that information will end up in the bib record if we really want to acknowledge the Donor. (You can put a 700 field with the donor information) |