Zack Lane ReCAP Coordinator July 2013 ReCAP Columbia University

 Accession is defined as the formal transfer of collections to offsite shelving at ReCAP  ReCAP staff accessions items transferred to them by CUL staff ReCAP Columbia University

 ReCAP staff scans the barcode and assigns a shelf location  CUL retrieves weekly reports of new accessions  CLIO locations are updated and the request link appears in CLIOrequest link appears in CLIO ReCAP Columbia University

 A simplified schematic illustrates how physical objects and digital records move and change  Columbia is a blue circle; ReCAP is a pink rectangle  A line divides each figure between physical object and digital record in the database ReCAP Columbia University [Physical object] [Record in Database] [Physical object] [Record in Database] Columbia ReCAP

 Physical objects are represented by a black rectangle  Pretend it is the front cover of a book ReCAP Columbia University  Digital records are represented by a white rectangle  It will contain the encoding used to manage collections

 After accession, barcode number is the only datum shared by both CUL and ReCAP databases ReCAP Columbia University ColumbiaReCAP off,glx circ CU12 CU [shelf#]

 There are four basic stages to the formal transfer of collections 1. On shelf at CUL 2. Processed for ReCAP 3. Accessioned at ReCAP 4. Requestable in CLIO  The schematic will illustrate how collections move through all four stages ReCAP Columbia University

 Physical volumes are shelved on campus in Columbia University Libraries  Bibliographic records may (or may not) be present in CLIO ReCAP Columbia University B H I  Existing digital records in CLIO may (or may not) have complete record structures:  BIBL – HLDG – ITEM  ITEM records contain barcode

ReCAP Columbia University ColumbiaReCAP glx circ 0012

 Physical object at Columbia has not yet been processed  There may be a local barcode inside the back cover  Digital record of object contains: ◦ On-campus CLIO location glx ◦ Item Type circ ◦ Local barcode (here abbreviated to 4 digits) ReCAP Columbia University glx circ 0012

ReCAP Columbia University  Physical objects have Offsite barcodes applied to top left corner of front cover  Barcodes may be pre-assigned (smart barcodes) or applied ad hoc by hand (dumb barcodes)smart barcodes  Staff verifies BIBL and completes Voyager record structure as necessary  Books are staged for transfer  Transfer conducted by contractor Clancy- CullenClancy- Cullen

ReCAP Columbia University ColumbiaReCAP glx4off circ CU12

ReCAP Columbia University  Offsite barcode has been applied to top left corner of front cover  Once prepared it is staged for transfer  CLIO location has been changed to transitional location glx4off  Item Type remains circ  Offsite barcode has CU- prefix, corresponding to the desired customer code at ReCAP glx4off circ CU12

 ReCAP staff assess condition: poor condition items and mis-barcoded items are rejected  ReCAP scans barcodes into LAS database  LAS database records contains: 1.Barcode 2.Customer Code 3.Shelf Location  Customer code controls access permissions such as delivery location  This way access to special collections may be carefully controlled ReCAP Columbia University

ReCAP Columbia University ColumbiaReCAP glx4off circ CU12 CU [shelf#] CU12

 Record in CLIO remains the same ReCAP Columbia University glx4off circ CU12 CU [shelf#]  Physical object with offsite barcode now located at ReCAP  Digital record in LAS contains barcode, customer code and location  LAS does not contain any bibliographic information CU12

 CUL retrieves batch files of weekly accessions on Fridays  CLIO location flips to Offsite (e.g. glx4off flips to off,glx)  Request link appears in CLIO Request link  Item can now be requested for physical delivery or EDD (electronic document delivery)EDD ReCAP Columbia University

ReCAP Columbia University ColumbiaReCAP off,glx circ CU12 CU [shelf#] CU12

 Record in CLIO now has Offsite CLIO location  Request button appears in CLIO ReCAP Columbia University off,glx circ CU12 CU [shelf#]  Physical object will travel back and forth upon retrieval and return  Barcode number is the only datum shared by both CUL and ReCAP databases  LAS does not contain any bibliographic information

 Once accessioned both patrons and staff may request via CLIO  Other request mechanisms are available to staff Other request mechanisms  Library users lacking request privileges must have staff place a Mediated request  Special collections require staff to request through the Restricted Access mechanism  Data on all accessions is available on the ReCAP Data Center ReCAP Data Center ReCAP Columbia University

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