The Off-site Request Button: How it works and when it appears Zack Lane ReCAP Coordinator 9/16/2008

What is the request button? The request button can be found in CLIO It links patrons with valid UNIs to the online “Request It” form The “Request It” form allows patrons to request physical or electronic delivery of items at ReCAP I am the request button

No request button A hyperlink stub appears when there is no request button The stub links to an online location guide The location guide corresponds to the CLIO location of the holdings Note: Department location guides are not actively maintained

“Request From OFFSITE” The “Request From OFFSITE” button appears on Fridays The appearance and disappearance of buttons depends on master file updates and database maintenance Following is an overall schematic of the appearance of the request button This presentation will elaborate on how the process works and when staff may expect the request button to appear

Overall Schematic Voyager Master Barcode File Master Bib Key File Batch

Workflow There are three streams of workflow that affect CLIO Location and the request button Batch process: The largest volume of material for ReCAP is processed by MRP. New acquisitions: About 30k volumes per year are processed by cataloging units. See Processing New Acquisitions for Off-site. Database maintenance: Residual maintenance affects the appearance and disappearance of the request button

OPAC Displays: Batch Process and New Acquisitions CLIO changes for batch process and new acquisitions follow the same path OPAC displays are slightly different: 1. Batch process: 2. New Acquisitions:

Two Databases: Voyager (CUL) and GFA (ReCAP) Managing collections at ReCAP requires coordination between two institutions, two databases The two databases are referred to in shorthand as Voyager (CUL) and GFA (ReCAP) Voyager and GFA contain different, but related, sets of data Voyager is an ILS, designed for library collection management GFA is a proprietary system designed for high-density library storage facilities Voyager (CUL) GFA (ReCAP)

Batch File Exchange Voyager and GFA do not “talk” directly to each other Batch files are sent back and forth Batch files are sent daily, weekly or periodically Voyager (CUL) GFA (ReCAP) Batch

Charges in Voyager It is important to note that charges in Voyager are completely separate from the GFA database Charges to a patron or status patron affect only the CUL side of the request process A current charge will prohibit patrons and staff from re-requesting the same item

Batch File Schematic Voyager Weekly batch file of new accessions Master Barcode File Master BibKey File Batch Weekly batch file of new accessions Added to CUL’s master file of barcodes at ReCAP Barcode master file matched to BibKeys in Voyager database Result: CUL’s master file of Bib Keys Appearance of Request Button for each Bib Key

Weekly Accession Batch File Every Friday CUL retrieves a batch file of the week’s accessions from GFA It is a data set of offsite prefixed barcode numbers (see CPM-424 for complete list) Voyager GFA = Batch

Location Flip to Offsite The batch file is used to flip locations to “Offsite” “glx” flips to “off,glx”, “bus” flips to “off,bus”, etc… “glx4off” flips to “off,glx”, “bus4off” flips to “off, bus”, etc… CLIO location changes; still no request button Batch

Weekly Accessions Added to Master File The batch file of weekly accessions is added to the CUL’s master barcode file The master barcode file contains all barcode numbers CUL has transferred to ReCAP Master Barcode File Batch Master Barcode File =

Master File Checked Against Voyager The updated master barcode file is checked against all Voyager records Any “match” adds a BibKey to a new file… Voyager Master Barcode File Master BibKey File

BibKey File The result is a file of BibKey numbers A BibKey is a unique number assigned to a bibliographic record in Voyager Master BibKey File Voyager Master BibKey File =

Request Button Appears The BibKey file adds request button to CLIO records =

Overall Schematic Voyager Master Barcode File Master BibKey File Batch

Timeframe Voyager 2 hours

Summary Request buttons appear every Friday There is a 2 hour time lag between location change and appearance of request button Request buttons are immediately active Thank you!