1. Zack Lane ReCAP Coordinator February 2012
Outline of ReCAP Accessions: How items are added to Offsite collections
Zack Lane
ReCAP Coordinator
February 2012
ReCAP
Columbia University

2. How ReCAP Accession Works
Accession is defined as the formal transfer of collections to offsite shelving at ReCAP
ReCAP staff accessions items transferred to them by CUL staff
Items must be prepared by CUL, adding an offsite barcode to the exterior cover
ReCAP staff scans the barcode and assigns a shelf location
CUL retrieves weekly reports of new accessions
CLIO locations are updated and the request button appears in CLIO
ReCAP
Columbia University

3. Schematic
This presentation uses a simplified schematic to illustrate how physical objects and digital records move and change
Columbia is a blue circle; ReCAP is a pink rectangle
Within each institution a line divides between a physical object and its digital record
[Physical object]
[Record in
Database]
ReCAP
Columbia University

4. Schematic Physical objects are represented by a black rectangle
It is the front cover of a book
Digital records are represented by a white rectangle
Inside of it will be the encoding used to manage collections
ReCAP
Columbia University

5. Separate Locations; Separate Databases
Columbia
ReCAP
off,glx
circ
CU12
CU12 CU
[shelf#]
After accession, barcode number is the only datum shared by both CUL and ReCAP databases
ReCAP
Columbia University

6. Accession: Stages
There are four basic stages to the formal transfer of collections
On shelf at CUL
Processed for ReCAP
Accessioned at ReCAP
Requestable in CLIO
The schematic will illustrate how collections move through all four stages
ReCAP
Columbia University

7. Stage 1: On Shelf at CUL
Physical volumes are shelved on campus in Columbia University Libraries
Bibliographic records may (or may not) be present in CLIO B
Existing digital records in CLIO may (or may not) have complete record structures:
BIBL – HOLD – ITEM
ITEM records contain barcode H I
ReCAP
Columbia University

8. Stage 1: On Shelf at CUL Columbia ReCAP glx circ 0012 ReCAP
Columbia University

9. Stage 1: On the Shelf at CUL
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)
glx
circ
0012
ReCAP
Columbia University

10. Stage 2: Processed for ReCAP
Physical objects have off-site barcodes applied to top left corner of front cover
Barcodes may be preassigned (smart barcodes) or applied ad hoc by hand (dumb barcodes)
Staff verifies BIBL and completes Voyager record structure as necessary
Books are staged for transfer
Transfer conducted by Clancy-Cullen
ReCAP
Columbia University

11. Stage 2: Processed for ReCAP
Columbia
ReCAP
glx4off
circ
CU12
ReCAP
Columbia University

12. Stage 2: Processed for ReCAP
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
Columbia University

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

14. Stage 3: Accession at ReCAP
Columbia
ReCAP
glx4off
circ
CU12
CU12 CU
[shelf#]
ReCAP
Columbia University

15. Stage 3: Accession at ReCAP
Record in CLIO remains the same
glx4off
circ
CU12
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 CU
[shelf#]
ReCAP
Columbia University

16. Stage 4: Requestable in CLIO
CUL retrieves batch files of weekly accessions on Fridays
CLIO location flips to Offsite (e.g. glx flips to off,glx)
Request button appears in CLIO
Item can now be requested for physical delivery or EDD (electronic document delivery)
ReCAP
Columbia University

17. Stage 4: Requestable in CLIO
Columbia
ReCAP
off,glx
circ
CU12
CU12 CU
[shelf#]
ReCAP
Columbia University

18. Stage 4: Requestable in CLIO
Record in CLIO now has Offsite CLIO location
Request button appears in CLIO
off,glx
circ
CU12
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
CU12 CU
[shelf#]
ReCAP
Columbia University

19. After Accession
Once accessioned both patrons and staff may request via CLIO
Other request mechanisms are available to staff
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
Columbia University

20. 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 University