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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.
Aleph alerts that what once was lost now is found
Did you know? The Aleph GUI can notify Access Services staff when patrons check out an item with an incorrect item processing status (IPS). Let Aleph do more to help patrons have an accurate description of an item’s true status!
When a missing item is labeled as “Missing” or “Lost” (IPS = LO, MI, MT, or SE), it may later be found. The Aleph GUI can display an alert message during check out (or CLICs processing) that the IPS should be corrected. (Aleph will then remove the IPS.)
To enable this on-screen notification, please make a change to the following file on your desktop PC:
C:\Aleph21Prod\Circ\tab\circ.ini
In the “General” section, add the following lines:
[General]
DatesDefaultSubLibrary=[MAIN SUBLIBRARY, e.g., XX001]
UpdateDatesDefaultSubLibrary=Y
NotifyProcessStatus=Y
For more details, please see the OLS Support Site for the Aleph client installation instructions (see step 19-G).
