Network Bulletin No: 11-17
Date: September 2, 2011
Subject: CMLS end-of-year review
Index term: Canceled or Suspended Subscribers
Your attention and cooperation are sought for the annual CMLS end-of-year review. All CMLS subscribers who are in a canceled or suspended status as of September 30, 2011, will be deleted from CMLS. If you have canceled or suspended subscribers who should not be deleted, you are urged to change their status to Active or Resume before noon on Thursday, September 29, 2011. Your participation in this review will result in more accurate patron records in CMLS.
The CMLS Operations Manual sections below explain this policy.
4.3 Cancel Service. At the end of the suspension period of 120 days, a subscriber is canceled, but the subscriber’s record remains in the file until the end of the fiscal year (September 30). This procedure is followed so that subscribers will be included in NLS statistics as active readers for the year. All subscribers in a canceled status on September 30 are deleted from CMLS.
4.4 Fiscal-Year-End Cancel. At the end of the fiscal year (September 30), each library receives a report entitled CMLS Fiscal-Year-End Deleted Patrons. The report date will be the last working day of September. Libraries can use the report to verify patron status and compare it to their systems’ patron data.
Remember that readers who use BARD and Web-Braille are active. During this review, pay particular attention to subscribers who have status codes of canceled or suspended, but whose records contain a Digital Download Book (DDB9) and/or Web-Braille (WBB1) publication code. Please confirm that these subscribers are no longer active before canceling them.
To review a list of patrons who are in a suspended or canceled status or who have a publications code DDB9 or WBB1:
1. Log on to the Network Library Services website at https://wwws.loc.gov/pics.
2. Select the NLS WebNet link.
3. Log on to NLS WebNet.
4. Select CMLS Menu.
5. Choose Research CMLS DB.
6. Check the box labeled Select All Patrons in Suspended Status or Select All
Patrons in Canceled Status. To review a list of subscribers with DDB9 or WBB1,
select the publication code from the publications list found at the top of screen.
7. Select Submit Query.
CMLS will then generate a list of patrons with the appropriate status.
If you want to change the status of a patron, select CMLS Menu, then CMLS Transactions. Enter the subscriber’s ID, change the patron’s status to Active or Resume, and select Click Here to Begin. These actions must be completed before noon on Thursday, September 29, 2011.
For further information contact: Sylvia H. Dye
Management Analyst and CMLS Coordinator