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This blog documents news and updates from the OLS Systems department. Expect product updates and tips & tricks for making the most of the systems we support, as well as how-to information to help you achieve certain tasks. Read more about OLS »

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Missing ebrary titles

The Office of Library Services has recently seen an uptick in reported problems with ebrary titles showing up in the CUNY Catalog and not showing up in OneSearch. We have been in communication with the vendors (ebrary and Ex Libris) and think we have identified the problem.

In a nutshell, for subscribing to ebrary Academic Complete, we were given access to two complimentary collections: College Complete and Public Library Complete. These titles appeared in the ebrary platform but were never activated in the Primo Central Index (PCI) or SFX for discovery in OneSearch. We activated the collections in both places last week (on 2/15/17) and that seemed to have resolved most of the reported access problems—but not all of them. There are still some titles not showing up in OneSearch.

In talking to the ebrary vendor, we found that there are fewer titles in the SFX targets than there are in the collections: College Complete is short 1200 titles and Public Library Complete is short 1900 titles. They think that there was some problem with a metadata file sent to SFX and they are trying to resolve this issue. They have assured us this is a priority (as this would affect all College Complete and Public Library Complete subscribers who use SFX as their link resolver, not just CUNY). Once this is resolved, all centrally-licensed ebrary titles will appear in the OneSearch platform.

In the meantime, we may also be missing MARC records for these complimentary collections. We’ve been receiving monthly additions to these collections but they have been in the batches with the Academic Complete records and, again, we believe the numbers of records do not match up with the numbers in the SFX targets. We will work with the vendor on this as well; however, we think this will take more time and, in the meantime, are making the discoverability of these titles in OneSearch a priority.

If you have any questions about this topic, please contact your ERAC and/or SFX Committee representative. (The latter will be discussing this issue at its next meeting on Thursday, March 9, 2017.)

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Subscribing to OLS-managed discussion lists

The Office of Library Services owns and manages 17 library-related discussion lists. They are all listed on the OLS Support Site. Membership is restricted to CUNY librarians and library staff, though some are private and place further restrictions on subscribers.

If you’re newly employed at one of our 31 libraries or simply want to be better informed, you can subscribe to a discussion list by emailing listserv@listserv.cuny.edu with the following subject line:

SUBSCRIBE listName yourName (schoolName)

* Note that the directory of lists on the OLS Support Site includes list names.

For example, if I wanted to join the CUNY-ILL list, I would send a blank email to listserv@listserv.cuny.edu (from the email address I want subscribed) with the subject line:

SUBSCRIBE CUNY-ILL Alevtina Verbovetskaya (OLS)

To unsubscribe from a list, the command is similar—but even simpler:


The request will then be fulfilled by a list owner and you will get a confirmation of your subscription.

For more information about library-related discussion lists at CUNY, as well as how to access the archives and interact with the lists, please see the OLS Support Site

CUNY Academic Works Monthly Report: November 2016

A snapshot of CUNY Academic Works

A snapshot of CUNY Academic Works

CUNY Academic Works continued its steady progress, growing by 159 new items and 30,244 new downloads during the month of November. However, this month saw a significant change in the tone of the open access movement as a result of the presidential election. Following Brewster Kahle’s impassioned keynote at OpenCon, the Internet Archive announced it will create a copy of its collections in Canada, and, more recently, that it will replicate 200TB of at-risk data from National Oceanic and Atmospheric Administration. The actions of the Internet Archive reflect the research community’s shared concern about open access under the new administration: Will the public access mandates be rescinded? Will infrastructure such as PubMed continue to be supported? How will the administration respond to publisher lobbyists? We don’t know what will come next but the Office of Library Services will continue to support the free and open sharing of research and teaching materials via CUNY Academic Works.

The five most downloaded works in November were:

  1. The Growth of Incarceration in the United States: Exploring Causes and Consequences
    Publications and Research at John Jay College
  2. Reframing School Dropout as a Public Health Issue
    Publications and Research at Hunter College
  3. Media Representation of Asian Americans and Asian Native New Yorkers’ Hybrid Persona
    Dissertations and Theses at CUNY Graduate Center
  4. Psychosis in Films: An Analysis of Stigma and the Portrayal in Feature Films
    Theses at City College of New York
  5. An Analysis of the South China Sea Dispute: Focusing on the Assessment of the Impact of Possible Solutions on the Economies of the Region
    Theses at City College of New York

CUNY Libraries’ Data Retention Policy

The CUNY Libraries’ Circulation Committee deliberated the issue of privacy and confidentiality of patron records, resulting in the creation of a Data Retention Subcommittee. The subcommittee consisted of six members representing five CUNY Libraries as well as the Office of Library Services (OLS). The subcommittee noted that CUNY has a policy pertaining to record retention:

The CUNY Records Retention and Disposition Schedule indicates the minimum length of time that college and University officials must retain records before the records may be disposed of legally. This Schedule is meant both to ensure that records are retained as long as required for administrative, legal, and fiscal purposes, and to encourage the systematic disposal of records that are no longer needed.

The Data Retention Subcommittee, as well as the CUNY Circulation Committee, determined that the record retention policy did not address particular records associated with the work of the Circulation librarians and staff; thus the Circulation committee convened and decided to provide recommendations on these specific issues to the Council of Chief Librarians. The recommendations are listed in the complete CUNY Libraries’ Data Retention Policy.

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New look for the CUNY Libraries website!

With help from our friends in the CUNY Office of University Relations, the Office of Library Services’ website is now looking better than ever!

CUNY Libraries' redesigned website

Not only is it more visually pleasing, but the content has been revised and the site tree trimmed. It should now be easier than ever to peruse the website and find the information you need, such as the Office of Library Services’ contact information, links to CUNY-wide e-resources, and information about the individual CUNY libraries.

On top of that, the website is fully responsive, too, so it molds to the constraints of your device! Further, it has been redesigned with accessibility in mind so it is now more navigable and practical for all of the site’s many visitors. (We average about 18,000 visits a month—that’s 640 visitors a day! Now everyone will be able to make the most of the website.)

If you come across any problems, please do not hesitate to the contact the CUNY Service Desk.

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