Library Systems

Continued maintenance of expired patron records presents a risk of unauthorized access. To that end, VCCS Alma patron records that are not required for the operation of the library will be purged as soon as their operational purpose is served. In the interest of protecting the confidentiality of patron records, and because the collection and maintenance of such records beyond their essential operational use is not within the VCCS educational mission, the System Office will purge expired Alma patron records once each spring and fall term.

A. Circulation Transactions
The Alma patron record provides the contact information, status, and affiliation of a patron with a college library. All patron records include only items currently checked out to the patron, and not items that have been previously borrowed and returned. Circulation transactions have links to a patron’s identity.

• For items returned on time, these transactions will be purged from the patron record within two weeks.
• For items not returned when due, the patron information (including item loan history) is retained until the item is returned and all outstanding charges are paid in full.

B. External Patron Account Lifecycle
External account types (College Faculty, Staff, and Student) will be deleted from Alma one year after the record expires, all loans are returned, and any outstanding charges are paid. An expired account with outstanding loans or unpaid charges will not be deleted.

• External patron accounts are created and maintained by an automated patron load from the VCCS SIS system of record.
• Upon creation, external accounts are set to expire after 135 days. These account expiration dates are extended daily for individuals that remain enrolled/employed at a VCCS institution.
• External patron accounts are deleted from Alma one year after they expire, unless pending items are attached to their record, such as overdue items or bills.

C. Internal Patron Account Lifecycle
Internal account types (Public Library Staff, Community Patron, and Emeritus Faculty) will be deleted from Alma one year after the record expires, all loans are returned, and any outstanding charges are paid. An expired account with outstanding loans or unpaid charges will not be deleted.

• Internal account types are created and maintained by college library staff or an affiliated public library system of record.
• Upon creation, internal accounts are set to expire after 365 days. These account expiration dates should be extended annually for individuals that continue to receive library services from a VCCS institution.
• Internal patron accounts are deleted from Alma one year after they expire, unless pending items are attached to their record, such as overdue items or bills.

D. Account Role Management

• If any expired external or internal Alma account has Alma roles other than Patron assigned, the Alma staff roles are to be removed from such an account immediately.
• To ensure external account compliance, the SO will work with ITS to track college employee separation dates and delete staff roles as needed.
• To ensure internal account compliance in the case of volunteers or affiliated public library staff, the college must notify SO when such a staff member is no longer affiliated with the college library.

This policy was developed collaboratively by the VCCS Libraries and adopted on November 27, 2018.