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What's in my library's FTP directory on the CARLI Files server?

Revised September 8, 2022

Every I-Share library has a single FTP account named xxxftp (where “xxx” is the 3-letter code for your library) on the CARLI Files server that provides a secure way to exchange files with CARLI. For example, the library might use it to upload a file of patron data for an Alma SIS load, and CARLI uses it to distribute routine reports that we provide to all I-Share libraries. For more information, see: How to transfer data files to and from the CARLI Files server.

File Retention

All files in this account will be DELETED AUTOMATICALLY when they reach the age of 60 days. Libraries need to download and store elsewhere any files they want to retain for longer than 60 days.

Security

This account, established for your institution by CARLI, has access to information that may be confidential. Users must accept responsibility to protect this account: do not share it inappropriately or give access to any unauthorized individual.

  • If this account is misused, CARLI will revoke it and take all appropriate sanctions.

Remember:

  • Illinois statutes governing the confidentiality of library records state that "The registration and circulation records of a library are confidential information. Except pursuant to a court order, no person shall publish or make any information contained in such records available to the public." (Illinois Compiled Statutes 75 ILCS 70/1)
  • Use of the Social Security number is controlled by federal law, including the Family Educational Rights and Privacy Act and the Privacy Act of 1974.

Standard File Names

Many of the files in your FTP account follow a standard naming convention:

%ALL FILES PURGED AFTER 60 DAYS (readme).txt
   Of Interest to: All who use the FTP
   Frequency: Perpetual
   Description: The title of this persistent file serves as a reminder that all files will be purged after 60 days. Within the file is information about security and a link to this page.
 
I-Share AFN Stat 1 XXX yyyymm.xlsx
   Of Interest to: Circulation and Reporting
   Frequency: Monthly; and also annually, on July 2 or the second day of your library’s fiscal year if requested.
   Documentation: AFN Statistics
   Description: This report counts items that your patrons have borrowed from other I-Share libraries, and that your library has loaned to other libraries.
 
I-Share AFN Stat 2 XXX yyyymm.xlsx
   Of Interest to: Circulation and Reporting
   Frequency: Monthly; and also annually, on July 2 or the second day of your library’s fiscal year if requested.
   Documentation: AFN Statistics
   Description: This report counts items that your library has loaned to other libraries.
 
I-Share AFN Stat 3 XXX yyyymm.xlsx
   Of Interest to: Collection Development
   Frequency: Monthly; and also annually, on July 2 or the second day of your library’s fiscal year if requested.
   Documentation: AFN Statistics
   Description: This report lists the titles of items borrowed (checked out) by your patrons from other I-Share libraries.
 
I-Share AFN Stat 4 XXX yyyymm.xlsx  
   Of Interest to: Reporting
   Frequency: Monthly and also annually, on July 2 or the second day of your library’s fiscal year if requested.
   Documentation: AFN Statistics
   Description: This report counts I-Share requests.
 
Lost Items Found Yesterday XXX yyyymm.xlsx
   Of Interest to: Circulation
   Frequency: Daily
   Documentation: Lost Items Found Yesterday report
   Description: This monthly report lists items whose Process Type was updated to Found Item when the item was discharged yesterday.
 
PIDs for users with loans or fines at other i-share libraries XXX.xlsx
   Of Interest to: User maintenance
   Frequency: Daily
   Documentation: Alma User Purge
   Description: This report lists the primary ids of your users who have current loans or fines at other I-Share institutions.  It is to be used as part of the user purge process.
 
User loan counts at other i-share libraries XXX.xlsx
   Of Interest to: Circulation
   Frequency: Daily
   Documentation: User Loan Counts at Other I-Share Libraries
   Description: This report lists how many current loans your users have at each I-Share library
 
Users with fines at other i-share libraries XXX.xlsx
   Of Interest to: Circulation
   Frequency: Daily
   Documentation: Users with fines at Other I-Share Libraries
   Description: This report lists which I-Share libraries your users have current fines at.
 

Non-Standard File Names

CARLI occasionally distributes other reports or data files in your ftp directory.  These are usually the result of work requested in a CARLI support ticket.

Subdirectories

There are two standard subdirectories.  One is ALMA/SIS which is where files for SIS loading are uploaded (Alma Student Information System Integration Setup).  The second is ALMA/to_oclc which contains the files sent to OCLC for data synchronization (Automatic Holdings Updates Via OCLC Data Sync Collections).