11/5/2008 Updated 1/12/2009 Zack Lane ReCAP Coordinator Access Permissions 11/5/2008 Updated 1/12/2009 Zack Lane ReCAP Coordinator

Factors Controlling Access There are two main factors controlling access to ReCAP materials User permissions: Who is placing the request? Item Permissions: What restrictions does the object have?

User Permissions Who is placing the request? 1) Patrons: place requests in CLIO. Patrons may also have mediated requests placed by staff. 2) Staff: have several methods of placing requests. Access to the ReCAP Request Forms is controlled by UNI.

User Permissions cont. Patron access to online requests requires an active UNI UNI authentication is maintained by CUIT Any active UNI is sufficient to place requests, including printing UNIs Alumni may need to re-activate UNI Non-affiliates must contact the Library Information Office at lio@columbia.edu or (212) 854-7309

User Permissions cont. Staff place requests through one of several modes Access to staff request forms requires active employment and an active UNI Circulation staff will primarily place Mediated Requests on behalf of patrons Staff may place requests via CLIO for personal use See ReCAP Request Mechanisms for more information

What restrictions does the object have? Item Permissions What restrictions does the object have? All items at ReCAP must have two identifying pieces of information: 1) barcode and 2) customer code Most items at ReCAP have an assigned CLIO location; all records in CLIO must have an assigned location CUL controls request permission using CLIO location; ReCAP controls delivery location using customer code Managing collections at ReCAP requires coordination between two institutions, two databases

Item Permissions cont. 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 and GFA do not “talk” directly to each other CUL staff periodically retrieve files from GFA

Item Permissions cont. Columbia University Libraries as an entity is divided into department libraries. Each department library may be divided into several different collections. Collections have one or more CLIO locations. Local access permissions are associated with collection/CLIO location Columbia University Libraries Avery Library Burke Library LC Stacks “uts” Ware Coll. “war” “war,ref” Van Ess Coll. “uts,essxx1” “uts,essxx2”

Item Permissions cont. See CPM-500 for a complete list of CLIO location codes; 484 total

Item Permissions cont. CLIO locations have an associated circulation status (Item Type). Loan period is determined by several factors. Loan period is a combination of owning library, patron group and tk.

Access Permissions CUL controls request permission using CLIO location ReCAP controls delivery location using customer code

Item Permissions cont. Customer code is the key element to understanding item permissions Customer code determine access permission and delivery location for collections at ReCAP Customer codes are loosely synchronized with both CLIO locations and barcode prefix

Customer codes represent one of three things: Item Permissions cont. Customer codes represent one of three things: Delivery Location Collection Delivery Location and Collection

Item Permissions cont. Requests are authenticated at ReCAP by comparing the requested delivery location to the customer code table If the requested delivery location is not permitted, the request is sent back as a failure This is the cause of most failed requests Staff are not aware of the delivery restrictions in the customer code table