New Cards
Type the patrons name in all caps and in red on the top left corner of the membership card.
- Assign a barcode number from the sheet of barcodes kept in the Kesler Office. These should be assigned in order and should be recorded on the attached form. Place the barcode on the top right corner of the membership card.
Type two bookslips for the new patron. These should display the patron I.D. which is the SSN #.
On the reverse of the membership card, place your initials and the date in the appropriate spots.
Pull the membership card and bookslips.
Type new bookslips, or neatly cross out the old address and write in the new.
Cross out the old address on the membership card, and write in the new one. Note the date of the address change on the reverse of the card, then refile the cards. (You can also print a new label from Access to stick on top of the old address if you like).
Some will be returned by patrons wishing to remain on the mailing list. Clearly mark these KEEP, or some such note.
Underline the current year on the back of the membership card, so that they will not receive a purge notice for another few years. Also write response to purge notice, the date, and your initials in the update space.
Return the cards and bookslips to the membership file.
Clearly mark Done and the date on the returned purge notice. (I suggest keeping these in a stack until the end of the purge process, so that you can do a final count for the annual report. Then they can be discarded.)
Some will be returned by patrons wishing to be removed from the mailing list. Clearly mark these PURGE PER PATRON REQUEST. Some will be returned by the Post Office as undeliverable, most commonly because the forwarding time has expired. They will have bright yellow labels on them. Mark the membership cards PURGED mm/yy NO RESPONSE TO NOTICE or NOTICE UNDELIVERABLE and your initials.
Throw out the bookslips for these patrons.
File cards in inactive membership files.
Return to KCL INDEX
Documentation by Julie Owen
Last Updated: March 29, 2002