Processing New Acquisitions for Off-site (ReCAP) 9/9/2008 rev. 6/21/2010 Zack Lane ReCAP Coordinator Related Documentation: CPM-165 : Precat and Offsite Preliminary Record Processing CPM-177: Workflow for newly-cataloged items for ReCAP CPM-178: Processing New Material for Offsite CPM-179: Processing New ave/fax Material for Offsite CPM-403: Charging Item Records CPM-679: Mixed Media Processing: Monographs SCARM-620: Adding Volumes to Offsite Sets and Serials Power Point: “Requests From OFFSITE Button: How and when it appears in CLIO

New Acquisitions for Off-site (ReCAP) CUL routes approximately 30,000 new acquisitions to ReCAP per year Selectors decide which titles to route directly to ReCAP Physical items move through several CUL units before accession at ReCAP CPM-177 is an overview of this process Note: No holds or recalls can be placed on material while OPAC Location display reads “For Offsite” (CLIO location xxx4off) The following schematic outlines the pathways…

Schematic Bridgeport MAS SAS MPS / OSMC / SCMC BSP ReCAP Path1 (Binding) Path 2 (Labeling)

Selection Selectors indicate which new acquisitions to process for ReCAP Selectors write location “xxx4off” on T2 Rider slip Volumes are given orange flag by MAS Orange flag distinguishes new acquisitions destined for ReCAP

Selection Selectors indicate which new acquisitions to process for ReCAP Selectors write location “xxx4off” on T2 Rider slip Volumes are given orange flag by MAS Orange flag distinguishes new acquisitions destined for ReCAP

New Acquisitions Routed to Cataloging Units New acquisitions arrive from three primary sources: Books on approval (YBP, Casalini, etc.) Firm and standing orders (Title by title purchases) Gifts or other direct accessions MAS SAS MPS / OSMC / SCMC

Processing in MPS/OSMC/SCMC New acquisitions are routed to cataloging units after selector decision Cataloging units include: MPS, OSMC and SCMC Items with standard records are given an offsite barcode (see CPM-424), CLIO location xxx4off, charged to a status patron, and routed to BSP Avery Library items without standard records go the Avery Backlog with a temporary location Other items without standard records are processed directly for RECAP with a preliminary record and holding record note for batch processing against OCLC

Processing Documentation The following CPM and SCARM documents detail practice for processing new acquisitions for ReCAP: CPM-165 : Precat and Offsite Preliminary Record Processing CPM-178: Processing New Material for Offsite CPM-179: Processing New ave/fax Material for Offsite CPM-679: Mixed Media Processing: Monographs SCARM-620: Adding Volumes to Offsite Sets and Serials

Cataloging Units Route to BSP MPS / OSMC / SCMC BSP Path1 (Binding) Path 2 (Labeling) All items routed to BSP have CLIO location xxx4off and are charged to status patron Cataloging units insert B Rider slip into all items for binding Items follow one of two paths in BSP: Binding (charged to CATBIND001) Labeling (charged to OFFLABL001)

OPAC Display Cataloging units code transition location xxx4off OPAC displays location: “For Offsite” Items are charged to one of two status patrons according to CPM-403: CATBIND001 or OFFLABL001 OPAC displays status: “In binding preparation. Try BorrowDirect of ILL” or “In Shelf Preparation. Try Borrow Direct of ILL”

Path 1: Binding Bridgeport BSP ReCAP Path1 (Binding)

Path 1: Binding On arrival, BSP charges item to status patron BSPBIND001 BSP completes binding slip and routes items to Bridgeport National Bindery, Inc. After return to CUL, items are staged in Shipping & Receiving for pick up Bohren’s courier picks up new acquisitions daily Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up

Bindery: OPAC Display CLIO location xxx4off has not changed BSP charges items to At Bindery status patron: BSPBIND001 OPAC displays status: “At Bindery. Try Borrow Direct or ILL.”

Path 2: Labeling BSP ReCAP Path 2 (Labeling)

Path 2: Labeling On arrival BSP does not charge items Newly processed items for ReCAP do not receive a spine label BSP adds ownership stamps and security tape Items are staged in Shipping & Receiving for pick up Bohren’s courier picks up new acquisitions daily Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up

Labeling: OPAC Display CLIO location xxx4off has not changed BSP does not charge item Item remains charged to OFFLABL001 OPAC display changes only after accession at ReCAP

Routing to ReCAP BSP ReCAP

Routing to ReCAP New acquisitions are staged in Shipping & Receiving (S&R) Items are staged on yellow, wooden carts according to customer code S&R wraps wooden carts with plastic wrap Bohren’s courier picks up new acquisitions daily Items arrive at ReCAP charged to status patron Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up

Other Issues Discharge of items is performed by CUL staff every Friday. For more information see Reconciliation Reports Some items become lost during the process. For more information see BILO (BIND/LABL/INTR Overdue) Report BSP counts the number of items routed to S&R on wooden carts Circulation data is available to track the total charges to CLIO locations with format xxx4off

CLIO Display: After Accession at ReCAP After accession at ReCAP, CLIO location changes to off,xxx “GET FROM OFFSITE” button appears “RECAP LOAD” text appears in MFHD History Items must be discharged before patron request Discharge is performed every Friday For more information: Request From OFFSITE Button: How and when it appears in CLIO