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Problem Statement

The Metadb reporting database serves as a platform for generating reports for library staff on data from all functional areas of FOLIO. The Metadb software extracts, transforms, and loads data from the FOLIO application server continuously to the reporting database through its process of data synchronization. Both current and historical records are saved in tables in the reporting database. Some of these tables contain fields with patron identifiers, such as "user_id" and "requester_id." Patron identifiers are needed for current transactions –  such as loans, requests, and fines that are open – to enable library staff to identify and communicate with those patrons. Patron identifiers for historical transactions – such as loans, requests, and fines that are closed – are not needed. To uphold the Cornell Library's Commitment to Privacy policies, patron identifiers on historical transactions should be removed from the Metadb reporting database.


--complexity and risks


Current Loans are already purged of patron data, but Historical Loans are not

-need to research connection between loans and fine/fee transactions

-fines/fees need to be kept with loan data

-a job runs on a schedule to delete the user id on loans checked in (discharged) on the loan__t table. The user id is reset to NULL, which anonymizes the data

-Loan anonymization is configured in FOLIO here:
https://cornell.folio.ebsco.com/settings/circulation/loan-anonymization

-folio_circulation.loans_t_ The FOLIO process does not remove user id on historical loan rows; we just need to replace user_id with NULL on all historical rows

-user patron group is retained and is used for reports about collection usage; no sensitve data is included in those reports

-script will be run manually initially, then library systems will run it as a chron job on Jenkins

-good to ask Alexander Kurash, lead developer for loans

-What about turning off historical data for loans

-our anonymization should be equal to FOLIO's anonymization

-need to determine whether or not removing userid from historical loan rows would negatively impact fine/fee data

-loan id stays the same throughout all loan trans

Current and Historical Request data to be purged

-request data is not attached to fines, fees, or loans

-Request anonymization cannot currently be configured in FOLIO Settings (as current loans can) 

-need to purge requester_id from folio_circulation.request__t when status is Closed, and not delete rows on this table for any other status as they pertain to request in process

-need to to purge requester_id from folio_circulation.request_t_ when status is Closed, and not delete rows on this table for any other status as they pertain to request in process

-solution under consideration: script will be run manually initially, then library systems will run it as a chron job on Jenkins

Fines and Fees

-Sharon, Joanne, Ann, Tom, Susan Bristol, and Michelle to review what is needed for purging patron data here

-(from Ken via Simeon): If we choose to forgive a fine or fee (without any collection attempt) then there is no financial record, and we are not subject to any retention requirement. The “without collection attempt” means that if we sent it to the bursar, even if we later forgave it, we should keep the record.

When a bill is sent to collections, what status is it given in FOLIO. This is data that we need to keep. We need to ask Michelle about this. 

-need to determine what we need to anonymize


Patron Notices

-need to review tables that keep patron data in this area

-folio_email... etc.


Questions


What is in the zzz_ tables in Metadb?  e.g., zzz___loan__t___


Is there a way to turn off the collection of historical data that is sensitive in Metadb?

Nassib says this has not yet been developed


Cornell University Library Data Privacy 

Policies pertaining to data privacy for Cornell Library patrons are described here:


Cornell University Data Privacy Policy 

Below are links to general information and policies regarding personal data use at Cornell University.






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