We're doing it through an MSAccess database with a Visual Basic overlay
that not only tracks registrations (and generates the list of policies which
they must sign) but also patron questions, records used and ordered, origins of
the question (email, phone, etc) and generates our billing statements and usage
reports. Our system is probably a little too elaborate for most
institutions, but it works well for us. We've never issued cards to the
researchers, so researchers don't actually end up with a piece of paper to show
us that they have already signed, so we do need another way of
tracking.
We have a number of patrons who are
leery of giving us personal information (name, address, phone number): Utah
having more than its share of individuals with a strong distrust of government
in any form--though apparently still with a need to utilize those records.
But as far as I can tell, no more so than were expressing concern when we
were doing it with paper. Usually the concern they express to me
isn't fear of the electronic format, but that we'll then turn around and make
these lists available to other governmental agencies or perhaps even sell them
as mailing lists. I continue to explain to them that by state law these
are considered private (just like their library cards and library checkout
records) and that we destroy these records as a part of our regular retention
schedule after 3 years. Only rarely do I need to explain that if they
don't sign, they don't get to play with the records.
As far as time consumed, it might be faster if we were doing paper and
having the patron filling out the form, so it's added a little staff effort to
the procedure. However, that's time we save in having to look up the name
and checking to see if we have a signed registration already in place from the
individual on their next visit.
The short answer? (too late for short, I suspect) I like the
electronic system. Since our reference duties circulate amongst an
8-person staff, any shortcuts are welcome.
This does bring me to my own questions: I suspect we don't have enough of a
repeat researcher base to make giving out cards useful. For those of
you who do this: do you have a lot of repeat researchers? And do they
remember to bring their cards or do you have to look them up a lot?
Arlene Schmuland
Patron Services Archivist
Utah State Archives Research Center
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