[Libs-Or] Drowning in paper library card applications

Tue Jun 18 12:18:05 PDT 2013

If you were to scan the documents, a compact scanner that scans to pdf like these<http://lifehacker.com/5993869/five-best-document-scanners-for-going-paperless>, would be worth considering. Unless the patron names were typed, however, I don’t think you could rely on optical character recognition to make them searchable by patron name. I believe you’d have to sort them as they come in, by changing the file name to the patron name, for example.

Charles Dunham
541 766-6965
Adult Services Librarian
Corvallis-Benton County Public Library<http://cbcpl.net/>
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From: libs-or-bounces at listsmart.osl.state.or.us [mailto:libs-or-bounces at listsmart.osl.state.or.us] On Behalf Of David Lewis
Sent: Tuesday, June 18, 2013 10:24 AM
To: 'Kirsten Brodbeck-Kenney'; 'Colin Rea'; 'Leah Griffith'
Cc: 'libs-or at listsmart.osl.state.or.us'
Subject: Re: [Libs-Or] Drowning in paper library card applications

Not being a librarian I still have thought of something. Perhaps you have them e-sign on the computer to verify their information and you can keep their data in a database like Access, while the card would just contain the account information for checking out books. This eliminates the problem of the signature and having to scan the documents.

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David G. Lewis, PhD
Tribal Historian
Manager of the Cultural Exhibits and Archives Program
Land and Culture Department
Confederated Tribes of the Grand Ronde Community of Oregon
503-879-1634

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From: libs-or-bounces at listsmart.osl.state.or.us<mailto:libs-or-bounces at listsmart.osl.state.or.us> [mailto:libs-or-bounces at listsmart.osl.state.or.us] On Behalf Of Kirsten Brodbeck-Kenney
Sent: Tuesday, June 18, 2013 9:32 AM
To: Colin Rea; Leah Griffith
Cc: libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>
Subject: Re: [Libs-Or] Drowning in paper library card applications

I agree with all of you, and the solution I'm pushing for is to NOT have to retain these documents.

However, if I lose this battle, does anyone have any suggestions for the best equipment and software for scanning quickly and efficiently and managing these scanned files?

Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251
kbrodbeck-kenney at lincolncity.org<mailto:kbrodbeck-kenney at lincolncity.org>>>> "Colin Rea" <crea at fernridgelibrary.org<mailto:crea at fernridgelibrary.org>> 6/18/2013 9:25 AM >>>

We don’t even USE a document.  The patron signature as to responsibility is on the card itself.  Fewer trees killed all around.  Even without a signature, a statement on your library card that says using it indicates an acceptance of all library policies should be enough.

Colin M. Rea
Director, Fern Ridge Library District
PO Box 397
88026 Territorial Road
Veneta, OR 97487
541.935.7512     fax 541.935.8013
www.fernridgelibrary.org<http://www.fernridgelibrary.org>
[button-facebook]<http://www.facebook.com/pages/Veneta-OR/Fern-Ridge-Public-Library/113165985463>[twitter-button]<http://twitter.com/fernridgelib>

From: libs-or-bounces at listsmart.osl.state.or.us<mailto:libs-or-bounces at listsmart.osl.state.or.us> [mailto:libs-or-bounces at listsmart.osl.state.or.us] On Behalf Of Leah Griffith
Sent: Monday, June 17, 2013 6:17 PM
To: Kirsten Brodbeck-Kenney
Cc: libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>; cindyg at multcolib.org<mailto:cindyg at multcolib.org>
Subject: Re: [Libs-Or] Drowning in paper library card applications

Newberg PL also does not retain or scan the documents.  The cost of retaining the signature forms would be much greater than losses with the very few patrons who would demand to see a signature sheet before accepting responsibility.

And people don't sign every time they check out materials.

Leah M. Griffith
Sent from my iPhone

On Jun 17, 2013, at 5:43 PM, "Kirsten Brodbeck-Kenney" <kbrodbeck-kenney at lincolncity.org<mailto:kbrodbeck-kenney at lincolncity.org>> wrote:
My understanding from what he's told me is that since the library card application requires the patron to sign and date an agreement to abide by library policies, he feels that it's important to retain the document showing this signature in case we need to legally pursue individuals who willfully detain library property. I can see the argument for it, since it would allow us to prove that  the person did indeed sign up for the card themselves, was made aware of the policies, etc., but at the same time, I am not entirely convinced that this insurance is worth the time and storage space.

Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251
kbrodbeck-kenney at lincolncity.org<mailto:kbrodbeck-kenney at lincolncity.org>>>> Cindy Gibbon <cindyg at multcolib.org<mailto:cindyg at multcolib.org>> 6/17/2013 5:24 PM >>>
It would help to know specifically what your attorney believes she/he will be able to do if those docs are retained that can't be done if they aren't retained. Then we could help respond based on those specifics.

Cindy

Cindy Gibbon
Access & Information Services Director
Multnomah County Library
Voice: 503.988..5496
Fax: 503.988.5441
cindyg at multcolib.org<mailto:cindyg at multcolib.org>

On Mon, Jun 17, 2013 at 4:01 PM, Kirsten Brodbeck-Kenney <kbrodbeck-kenney at lincolncity.org<mailto:kbrodbeck-kenney at lincolncity.org>> wrote:
Maybe I can use that as ammunition. We didn't retain these in my old system (Free Library of Philadelphia), but my city attorney is fairly adamant.
Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251<tel:%28541%29996-1251>
kbrodbeck-kenney at lincolncity.org<mailto:kbrodbeck-kenney at lincolncity.org>>>> "Rawles-Heiser, Carolyn" <Carolyn.Rawles-Heiser at corvallisoregon.gov<mailto:Carolyn.Rawles-Heiser at corvallisoregon.gov>> 6/17/2013 3:58 PM >>>
Kirsten,
Same here in Corvallis-Benton County.
Carolyn
Carolyn Rawles-Heiser
Library Director
Corvallis-Benton County Public Library
645 NW Monroe Ave.
Corvallis, OR 97330
(541) 766-6910<tel:%28541%29%20766-6910>
From: libs-or-bounces at listsmart.osl.state.or.us<mailto:libs-or-bounces at listsmart.osl.state.or.us> [mailto:libs-or-bounces at listsmart.osl.state.or.us<mailto:libs-or-bounces at listsmart.osl.state.or.us>] On Behalf Of Cindy Gibbon
Sent: Monday, June 17, 2013 3:51 PM
To: Kirsten Brodbeck-Kenney
Cc: libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>
Subject: Re: [Libs-Or] Drowning in paper library card applications
Kirsten--Here at MCL we shred our paper applications after entering them. We have never retained them. This has not prevented us from successfully sending library accounts to our collection agency when that has become necessary. We've been doing that for many years as well. Given that we have something like 460,000 patrons we'd be in a pickle if we had to retain all those pieces of paper!
Cindy

Cindy Gibbon
Access & Information Services Director
Multnomah County Library
Voice: 503.988.5496<tel:503.988.5496>
Fax: 503.988.5441<tel:503.988.5441>
cindyg at multcolib.org<mailto:cindyg at multcolib.org>
On Mon, Jun 17, 2013 at 3:38 PM, Kirsten Brodbeck-Kenney <kbrodbeck-kenney at lincolncity.org<mailto:kbrodbeck-kenney at lincolncity.org>> wrote:
We are trying to get a handle on our massive collection of old library card applications. Our city attorney feels that the applications for current accounts need to be retained due to the signature, but we are drowning in paper and need to figure out a way to organize this paper, securely store what we need, and destroy what we don't.
I would like to scan all of the applications and store them as electronic searchable files. My first thought was that we need something like the Neat Desk portable scanner (http://www.officemax.com/technology/scanners/portable-scanners/product-prod2460408), but I doubt it's made for the kind of heavy use we would need to put it through. Ideally I'd like to be able to scan both sides of the application at once, for speed reasons.
I'm curious how other libraries have handled this paper issue. Do you retain your library card applications? In what form? And have you found a durable scanner that works well for this application?
Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251<tel:%28541%29996-1251>
kbrodbeck-kenney at lincolncity.org<mailto:kbrodbeck-kenney at lincolncity.org>

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