Library - Patron File Format for Library Automation
LNOCA Policy for Independent Schools
LNOCA requires a standard file format for loading patron data (student and faculty) into INFOhio's library automation system. Each line of data represents one record. Unique student id numbers are required and are linked to their 14-digit barcode number. Independent schools have the following two choices for loading this data:
Choice 1: You may manually input patron data (both student and faculty).
Choice 2: You may provide LNOCA with a data file that meets LNOCA's standard file format specifications below. For additional help in creating such a file, please review the Powerpoint provided at Creating an Excel patron file and FTPing it to LNOCA
- Must be a comma-delimited ASCII file (CSV) transferred electronically either by email to LNOCA_SUPPORT@LNOCA.ORG or by file transfer using FTP and a valid LNOCA-provided FTP account.
- All fields are interpreted as alphanumeric characters, non-case sensitive, and field order must be from left to right, ie: F1,F2,F3,F4,...F17
- Social Security numbers are not recommended for student or faculty IDs for security reasons and because of the potential for duplicate barcode numbers.
- Student/Faculty IDs should be not be greater than 99999999 and should be 8 digits or less. If the ID is greater than 8 digits, the leftmost digits will be removed to accommodate the size, making the barcode number less unique with the potential for duplicates.
- "Home teacher" and "Room #" are defined as the teacher name and room number where overdue notices are distributed.
- "General Location Code" is a LNOCA-assigned building code in which the library is physically housed. Please check with school library/media staff for a list of your school district codes. It is preferred that schools with multiple libraries include all patron data for each school into one (1) comprehensive data file, adhering to the filename and format described within this policy.
- A staff file must be provided as a separate file. The filename should reflect whether the file is for students or staff (i.e.: STUDENTS_DISTRICT.TXT and/or STAFF_DISTRICT.TXT).
- Dates should be in YYYY-MM-DD, YY-MM-DD, MM/DD/YY, MM/DD/YYYY format.
- Phone numbers will be interpreted as is.
| Field # | Field Description | Max. Length | Requirement |
| F1 | Student ID | 8 | Mandatory |
| F2 | Last Name | 22 | Mandatory |
| F3 | First Name | 14 | Mandatory |
| F4 | Street Address | 108 | Optional |
| F5 | City | 36 | Optional |
| F6 | State | 10 | Optional |
| F7 | Zip Code | 13 | Optional |
| F8 | Gender (M/F) | 1 | Optional |
| F9 | Home Teacher Last Name | 16 | Recommended |
| F10 | Home Teacher First Name | 9 | Recommended |
| F11 | Grade | 6 | Recommended |
| F12 | Room # | 5 | Recommended |
| F13 | General Location Code (building code) | 12 | Mandatory: See note 6 above |
| F14 | Parent Last Name | 16 | Optional |
| F15 | Parent First Name | 9 | Optional |
| F16 | Home Phone Number | 14 | Optional |
| F17 | Date of Birth | 10 | Optional |
Example student file from Benedictine High School:
12345,Smith,Thomas,3112 Merry Lane,MyTown,OH,44123,,Rider,Mrs.,06,102A,BENE,,,,
| Field # | Field Description | Max. Length | Requirement |
| F1 | Faculty ID | 8 | Mandatory |
| F2 | Last Name | 22 | Mandatory |
| F3 | First Name | 14 | Mandatory |
| F4 | Street Address | 108 | Optional |
| F5 | City | 36 | Optional |
| F6 | State | 10 | Optional |
| F7 | Zip Code | 13 | Optional |
| F8 | Gender (M/F) | 1 | Optional |
| F9 | General Location Code (building code) | 12 | Mandatory: See note 6 above |
| F10 | Home Phone Number | 14 | Optional |
| F11 | Date of Birth | 10 | Optional |
Example output from the STAFF_BENEDICTINE.TXT file:
1234,Smith,A.J.,3112 My Street,MyTown,OH,4411,,,,
Please do not hesitate to contact LNOCA_SUPPORT@LNOCA.ORG or John Mitchell, Executive Director, with questions regarding this policy.