Zack Lane ReCAP Coordinator July 2013 ReCAP Columbia University

There are two main factors controlling access to ReCAP collections 1. User permissions Who is placing the request? 2. Item permissions What is allowed for the collection? ReCAP Columbia University

Who is placing the request?  Patrons : Users place requests in CLIO or may have mediated requests placed by staff.  Staff : Several mechanisms depending on collection and purpose. ReCAP Columbia University Clio Classic : Clio Legacy : Clio Beta : Staff Request Forms :

 Patron access to online request requires an active UNI  UNI authentication is maintained by CUIT  Any active UNI is sufficient to place physical delivery requests, including printing UNIs ReCAP Columbia University

 EDD requesting requires active borrowing privileges  Alumni may need to re-activate UNIre-activate UNI  Non-affiliates must contact the Library Information Office at or (212) ReCAP Columbia University Active borrowing Inactive borrowing No borrowing

 Staff place requests through one of several mechanisms  Access to staff request forms requires active employment and an active UNI ReCAP Columbia University  Circulation staff will primarily place Mediated Requests on behalf of patrons  See ReCAP Request Mechanisms for more informationReCAP Request Mechanisms

 Item permissions are *complicated*  In short: ◦ CUL controls request permission using CLIO Location ◦ ReCAP controls delivery location using Customer Code  For clarity, the explanation of CLIO Location begins with on-campus collections ReCAP Columbia University

 CUL is divided into department libraries  Each department library has several different collections  Collections are each assigned a CLIO locations (ital.)  Local access permissions are associated with collection/CLIO location ReCAP Columbia University Columbia University Libraries Avery Library Burke Library Ware Coll. war LC Stacks uts Van Ess uts,essxx1

 See CPM-500 for a complete list of CLIO location codesCPM-500  595 total (51 for Offsite collections) ReCAP Columbia University

ReCAP Columbia University  CLIO location is associated with loan period for both on-campus and Offsite collections  Loan period is determined by several factors ◦ CLIO Location CLIO Location ◦ Patron Group Patron Group ◦ Item Type Item Type  For Offsite collections, CLIO Location also controls delivery options

 Delivery options on the request form load according to CLIO Location  Unrestricted collections may be delivered to all campus location; restricted collections often to only one ReCAP Columbia University Special collections at Avery Library General collections at The Burke Library

 Example source code for options in the drop-down menu  For more information see the Delivery Options/Default Delivery Locations Delivery Options/Default Delivery Locations ReCAP Columbia University  Requests may still fail because ReCAP’s customer code does not permit delivery to a given location (this is a good thing!)

 ReCAP is a single, giant shelving space  It contains books from all three partners  Each book is assigned a customer code  Shelves contains only books with same code  Access permissions are determined by customer code ReCAP Columbia University ReCAP CU BS RS CU UT CU AV AR CU BS RH NA NH NA NB NL NA PA PK PA PV PT CU RS AV UT CU CUL PULNYPL

ReCAP Columbia University  Customer code determines access permission and delivery location for collections at ReCAP  Each code has authorized delivery locations assigned; the full table can be found herehere  For more information see the Customer Code websiteCustomer Code

ReCAP Columbia University  Barcode number is the only piece of data CUL’s and ReCAP’s databases have in common  Customer codes are synchronized with both CLIO Locations and barcode prefixsynchronized  Synchronization ensures that all requests are permissible  If an improper requests is submitted the customer code table ensures that it will fail

 Failures are few and accidental Failures  Most are due to duplicate holdings and are easily correctedduplicate holdings  Once a patron has permission to place requests it works dynamically and with ease  CLIO Location and customer code protect special collections and allow constant, consistent access to all collections 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