1. Columbia University 1/8/09 Zack Lane ReCAP Coordinator
Item Status at ReCAP
In and At Rest
Out on Retrieval
REFILE
PWI
/PWD
NOT ON FILE
Columbia University
1/8/09
Zack Lane
ReCAP Coordinator

2. ReCAP’s Database
The inventory kept by ReCAP is contained in a database
GFA (Generation Fifth Applications, Inc.) created software specifically for high-density shelving management
The database is called LAS (Library Archival System)
CUL staff may refer to ReCAP’s database as “GFA” or “LAS”

3. LAS Record Structure Every record contains several elements:
Barcode number
Customer code
Shelf location
Item Status
Date of Accesssion
Charges in CLIO do not effect the status LAS database

4. Item Status There are XXX, primary statuses used in the LAS database:
INC On WO
In and At Rest (IN)
Out on Ret (OUT)
REFILE
SCH On Ret/EDD
VER On Ret/EDD
PWI/PWD (Deleted)
NOT ON FILE

5. INC On WO Item is in the middle of the accession process
Work order has not been closed
Not available until verified
When verified status changes to In and At Rest

6. In and At Rest
Item status IN is accessioned and available for retrieval
Status given 1) upon accession 2) after item moves from REFILE queue to the shelf
New accessions may be “parked”, waiting for the cardboard tray to be completely filled before shelving

7. Out on Retrieval Item status OUT is accessioned and has been retrieved
Currently unavailable for request
Status given when ReCAP staff retrieve item from shelf
Status remains until item returns to ReCAP and joins the REFILE queue

8. REFILE REFILE is a transitional status between OUT and IN
Items with status REFILE are requestable via CLIO [suspended 11/20/09-present]
When ReCAP staff return item to shelf item status changes to IN

9. SCH On Ret/EDD Item is in a scheduled retrieval/EDD order
It has not been verified
Order has not been closed
Items are not available for further request until returned or cancelled

10. VER On Ret/EDD Item is in a scheduled retrieval/EDD order
It has been verified
Order has not been closed
Items are not available for further request until returned or cancelled

11. PWI/PWD
Permanent Withdrawal Indirect (PWI) and Permanent Withdrawal Direct (PWD) both mean that barcode was DELETED from LAS
PWI: item was OUT before withdrawal
PWD: item was retrieved and withdrawn simultaneously
Barcode data is never purged; if item returns with DELETED barcode it will be sent to CUL as a reject
PWI/PWD status distinguishable in mntitmc.p (LAS)

12. NOT ON FILE Barcode is not accessioned at ReCAP
Technically NOT ON FILE is not a status, instead it is a lack of status
Item may have been transferred to ReCAP but has not yet been processed by staff

13. Change of Status
Schematic on following slide illustrates how status changes in LAS
Arrows indicate how one status may change to another
PWI/PWD depends on the current state of the barcode in LAS (IN or OUT)

14. Status Schematic NOT ON FILE In and At Rest INC On WO REFILE
Out on Retrieval
PWI/PWD

15. Notes For more information about GFA and LAS see:
Guide to LAS for CUL staff: