Zack Lane ReCAP Coordinator June 21, 2010 rev. May 2, 2011 New Acquisitions Direct to ReCAP: How CUL Units Process New Acquisitions for ReCAP Zack Lane ReCAP Coordinator June 21, 2010 rev. May 2, 2011 ReCAP Columbia Univeristy

New Acquisitions for ReCAP CUL routes approximately 30,000 new acquisitions directly to ReCAP per year Selectors decide which titles 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 Loction xxx4off) The following schematic outlines the pathways… ReCAP Columbia Univeristy

New Acquisitions via CUL Departments: Schematic Bridgeport MAS SAS MPS and OSMC BSP ReCAP Path1: Binding Path 2: Labeling ReCAP Columbia Univeristy

CUL Units: Abbreviations MAS: Monograph Acquisition Services SAS: Serials Acquisition Services MPS: Monograph Processing Services OSMC: Original Serial and Monograph Cataloging BSP: Binding & Shelf Preparation Bridgeport: Bridgeport National Bindery, Inc. ReCAP: Research Collections and Preservation Consortium (Offsite) ReCAP Columbia Univeristy

Selection Selectors indicate which new acquisitions to process for ReCAP Selectors write location “xxx4off” on T2 Rider slip ReCAP Columbia Univeristy

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 All are routed from acquisition units to cataloging units MAS SAS MPS and OSMC ReCAP Columbia Univeristy

Processing in Cataloging Units After selector decision items are routed to cataloging units (MPS and OSMC) 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 to Avery Backlog with a temporary location Other items without standard records are processed directly for ReCAP with a preliminary record and MFHD note “‡x Offprecat” for future, batch processing against OCLC ReCAP Columbia Univeristy

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 ReCAP Columbia Univeristy

Cataloging Units Route to BSP MPS and OSMC BSP Path1: Binding Path 2: Labeling All item 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) ReCAP Columbia Univeristy

OPAC Display Cataloging units code transitional location xxx4off OPAC displays location: “For Offsite” Items are charged to one of two status patrons according to CPM-403 CATBIND001 displays “In binding preparation. Try BorrowDirect or ILL” OFFLABL001 displays “En route to Offsite. Try BorrowDirect or ILL” ReCAP Columbia Univeristy

Path 1: Binding Bridgeport BSP ReCAP ReCAP Columbia Univeristy

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 ReCAP Columbia Univeristy

Path 1: Binding 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.” ReCAP Columbia Univeristy

Path 2: Labeling BSP ReCAP Path 2: Labeling ReCAP Columbia Univeristy

Path 2: Labeling On arrival BSP does not charge items New acquisitions 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 ReCAP Columbia Univeristy

Path 2: 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 ReCAP Columbia Univeristy

Routing to ReCAP BSP ReCAP ReCAP Columbia Univeristy

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 staff wrap 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 2 to 4 weeks from time of Bohren’s pick up ReCAP Columbia Univeristy

Other Issues Discharge of items is performed by CUL staff every Friday. For more information see Accession Reports Some items become lost during the process. For more information about how staff resolve see BILO (BIND/LABL/INTR Overdue ) Report BSP tracks 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 ReCAP Columbia Univeristy

After Accession at ReCAP After accession at ReCAP, CLIO location changes to off,xxx “Request from Offsite” button appears “RECAP LOAD” text appears in MFHD History Item must be discharged before patron request Discharge is performed every Friday ReCAP Columbia Univeristy

Related Information The Offsite Request Button : How it works and when it appears Outline of ReCAP Accession : Simplified model of the process of accession at ReCAP ReCAP-related Reports : Reconciliation, BILO, NTRN, Accession and Onsite Mis- shelving CLIO Documentation : Link to all CPM and SCARM documentation, UNI/password required ReCAP Columbia Univeristy

More Information Available For more information about access to ReCAP collections please see Off-site Library Shelving Facility (ReCAP) site on LWeb. Training documents and data can be found on both the Staff ReCAP website and the ReCAP Data Center Tailored data sets and analysis will be provided to staff via the ReCAP Coordinator ReCAP Columbia Univeristy