Ptype Project: Patron Record Review

What is the P Type Project?
The P Type Project is an expansion of the the P Type codes available in the Sierra ILS. with the goal of having the Patron P Type field more accurately reflect the residential address of the patron.  Accurately assigning the P Type will provide more granular statistical reports and enable a finer level of control on resource access.  The important role that P Type plays in our ILS to assign the user to the library that serves them makes it essential that we expand the codes to cover all served and unserved regions in order to understand usage, funding, and marketing through a finer filter.  The Ptype project seeks to correct patron records within the MHLS service area.

What is the scope of the project?
MHLS is working with the county associations to identify, prioritize and implement project goals.  

1. 1. Dutchess: Red Hook Central School District, Milan – Outside of Red Hook School district
   2. Columbia: Austerlitz, Canaan (unserved) Clermont, Gallatin, Ghent, livingston (unserved)Stockport, Taghkanic
   3. Greene: Ashland, Town of Catskill, Durham, Halcott, Lexington, Jewett, New Baltimore, Prattsville
   4. Ulster: Town of Kingston, Lloyd

What should you and your patrons be aware of?
Check with your library director.  Each library will determine exactly how patrons in each P Type Group will be included or excluded from discrete services and resources.  Any subscription service that uses P Type to authenticate may have new rules.

• A P TYPE code change may impact the access to Electronic Resources if they are being moved from your library as a card holder to another or if they will be assigned not resident P TYPE status.
• If the record review reveals that the P TYPE should be reassigned, the Advantage access to your OverDrive resources will no longer be available.
  • If the patron resides within the Mid-Hudson Library System (MHLS) service area the account will still have access to the OverDrive collection and the new Assigned ptype will determine if they are included in another library advantage account or if they will have only general access to the shared collection without any advantage status.
  • If they are outside of the service area the issuing library can choose to share their ptype with the patron (which assumes responsibility for the cost of access) or assign the patron to a status of non-resident. Non-resident access to eresources, is subject to change through Directors Association action.

What steps are required by my library to complete the project?
Libraries closest to the regions defined will be called upon in October and November of 2026 to begin a record process to move the bulk of patron records over to the new ptypes using bulk updates and individual record review

1. 1. Record Review
      1. MHLS will create review files in Sierra create list that will be assigned to library staff for review.
      2. Resources for identifiying the correct P Type and Town Code are provided, along with Training on Demand  tutorials and a review checklist.
         1. Patron Name: Format Correction
         2. Patron Address: Appropriate Field Use, Format Correction
         3. Patron Ptype review for correct assignment based on Street Address
         4. Patron Towncode: Correct Assignment
         5. Zip Fixed field – Aligns with Street address