Automated Database Cleanup Schedule

Symphony Database Automated Maintenance Overview

SEO runs several automated routines to maintain the SirsiDynix Symphony database. Below is an overview of the maintenance timing and criteria.

Item Maintenance Routines

• CLAIMS RETURNED: Items in this status for 1 year are removed from the patron record and checked out to the owning library's DISCARD user.
• DAMAGED: Items checked out to DAMAGED are removed after 1 year.
• DISCARD: Items checked out to DISCARD are removed nightly or monthly depending on library preference.
• INTRANSIT: Items in transit for over 60 days are marked as MISSING. This allows another item to fill the patron’s hold, if available.
• LOST & PAID: Items that have been lost and paid for 1 year are removed.
• MENDING: Items in MENDING status are removed after 1 year.
• MISSING: Items marked as MISSING are removed after 4 months.
• ON-ORDER: ON-ORDER items are removed after 14 days if there are no holds. If holds exist, items are removed once an item is attached or after 30 days.

Bill Purging

• Bills paid in full for over 5 years are removed monthly.
• Unpaid bills are purged yearly at the library director's discretion.

Patron Account Purge

An annual patron purge is completed for accounts meeting the following standard conditions:

• No activity in 3 years.
• No bills, checkouts, or holds on the account.

Library directors can further adjust the purge criteria based on:

• User profile.
• Total amount owed.
• Status of lost items checked out.

Monthly Maintenance Reports and Reminders

Each month, SEO sends the following maintenance reports and reminders to member libraries.

Circulation Maintenance Reminder

Sent on the 1st of the month to Circulation & Location Managers. View Circulation Reminder Preview.

Reports to be run:

1. MISSING Items
2. MENDING Items
3. DISPLAY Items
4. DAMAGED Items
5. CLAIMS-RETURNED Items
6. LOST-ASSUM & LOST-CLAIM Items
7. Holds Expiring Soon (optional)

In Transit Maintenance Reminder

Sent on the 10th of the month to Circulation & Location Managers. View In Transit Reminder Preview.

Report to be run: INTRANSIT over 21 Days (WorkFlows report).

Cataloging Maintenance Reminder

Sent on the 15th of the month to Cataloging Contacts. View Cataloging Reminder Preview.

Reports to be run:

1. AVAIL_SOON Location
2. CATALOGING Location
3. UNKNOWN Item Type

Lost & Paid Items Report

Sent on the 15th of the month to Library Directors.