1. Zack Lane ReCAP Coordinator June 21, 2010 rev. May 2, 2011
New Acquisitions Direct to ReCAP: How CUL Units Process New Acquisitions for ReCAP
Zack Lane
ReCAP Coordinator
June 21, 2010 rev. May 2, 2011
ReCAP
Columbia Univeristy

2. New Acquisitions for ReCAP
CUL routes approximately 30,000 new acquisitions directly to ReCAP per year
Selectors decide which titles
Physical items move through several CUL units before accession at ReCAP
CPM-177 is an overview of this process
NOTE: No holds or recalls can be placed on material while OPAC Location display reads “For Offsite” (CLIO Loction xxx4off)
The following schematic outlines the pathways…
ReCAP
Columbia Univeristy

3. New Acquisitions via CUL Departments: Schematic
Bridgeport
MAS
SAS
MPS and OSMC
BSP
ReCAP
Path1: Binding
Path 2: Labeling
ReCAP
Columbia Univeristy

4. CUL Units: Abbreviations
MAS: Monograph Acquisition Services
SAS: Serials Acquisition Services
MPS: Monograph Processing Services
OSMC: Original Serial and Monograph Cataloging
BSP: Binding & Shelf Preparation
Bridgeport: Bridgeport National Bindery, Inc.
ReCAP: Research Collections and Preservation Consortium (Offsite)
ReCAP
Columbia Univeristy

5. Selection
Selectors indicate which new acquisitions to process for ReCAP
Selectors write location “xxx4off” on T2 Rider slip
ReCAP
Columbia Univeristy

6. New Acquisitions Routed to Cataloging Units
New acquisitions arrive from three primary sources:
Books on approval (YBP, Casalini, etc)
Firm and standing orders (title-by- title purchases)
Gifts or other direct accessions
All are routed from acquisition units to cataloging units
MAS
SAS
MPS and OSMC
ReCAP
Columbia Univeristy

7. Processing in Cataloging Units
After selector decision items are routed to cataloging units (MPS and OSMC)
Items with standard records are given an offsite barcode (see CPM-424), CLIO location xxx4off, charged to a status patron, and routed to BSP
Avery Library items without standard records go to Avery Backlog with a temporary location
Other items without standard records are processed directly for ReCAP with a preliminary record and MFHD note “‡x Offprecat” for future, batch processing against OCLC
ReCAP
Columbia Univeristy

8. Processing Documentation
The following CPM and SCARM documents detail practice for processing new acquisitions for ReCAP:
CPM-165 : Precat and Offsite Preliminary Record Processing
CPM-178 : Processing New Material for Offsite
CPM-179 : Processing New ave/fax Material for Offsite
CPM-679 : Mixed Media Processing: Monographs
SCARM-620 : Adding Volumes to Offsite Sets and Serials
ReCAP
Columbia Univeristy

9. Cataloging Units Route to BSP
MPS and OSMC
BSP
Path1: Binding
Path 2: Labeling
All item routed to BSP have CLIO location xxx4off and are charged to status patron
Cataloging units insert B Rider slip into all items for binding
Items follow one of two paths in BSP:
Binding (charged to CATBIND001)
Labeling (charged to OFFLABL001)
ReCAP
Columbia Univeristy

10. OPAC Display Cataloging units code transitional location xxx4off
OPAC displays location: “For Offsite”
Items are charged to one of two status patrons according to CPM-403
CATBIND001 displays “In binding preparation. Try BorrowDirect or ILL”
OFFLABL001 displays “En route to Offsite. Try BorrowDirect or ILL”
ReCAP
Columbia Univeristy

11. Path 1: Binding Bridgeport BSP ReCAP ReCAP Columbia Univeristy

12. Path 1: Binding
On arrival, BSP charges item to status patron BSPBIND001
BSP completes binding slip and routes items to Bridgeport National Bindery, Inc.
After return to CUL, items are staged in Shipping & Receiving for pick up
Bohren’s courier picks up new acquisitions daily
Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up
ReCAP
Columbia Univeristy

13. Path 1: Binding OPAC Display
CLIO location xxx4off has not changed
BSP charges items to At Bindery status patron: BSPBIND001
OPAC displays status: “At Bindery. Try Borrow Direct or ILL.”
ReCAP
Columbia Univeristy

14. Path 2: Labeling
BSP
ReCAP
Path 2: Labeling
ReCAP
Columbia Univeristy

15. Path 2: Labeling On arrival BSP does not charge items
New acquisitions for ReCAP do not receive a spine label
BSP adds ownership stamps and security tape
Items are staged in Shipping & Receiving for pick up
Bohren’s courier picks up new acquisitions daily
Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up
ReCAP
Columbia Univeristy

16. Path 2: Labeling OPAC Display
CLIO location xxx4off has not changed
BSP does not charge item
Item remains charged to OFFLABL001
OPAC display changes only after accession at ReCAP
ReCAP
Columbia Univeristy

17. Routing to ReCAP
BSP
ReCAP
ReCAP
Columbia Univeristy

18. Routing to ReCAP
New acquisitions are staged in Shipping & Receiving (S&R)
Items are staged on yellow, wooden carts according to customer code
S&R staff wrap wooden carts with plastic wrap
Bohren’s courier picks up new acquisitions daily
Items arrive at ReCAP charged to status patron
Items will be available for request in CLIO 2 to 4 weeks from time of Bohren’s pick up
ReCAP
Columbia Univeristy

19. Other Issues
Discharge of items is performed by CUL staff every Friday. For more information see Accession Reports
Some items become lost during the process. For more information about how staff resolve see BILO (BIND/LABL/INTR Overdue ) Report
BSP tracks the number of items routed to S&R on wooden carts
Circulation data is available to track the total charges to CLIO locations with format xxx4off
ReCAP
Columbia Univeristy

20. After Accession at ReCAP
After accession at ReCAP, CLIO location changes to off,xxx
“Request from Offsite” button appears
“RECAP LOAD” text appears in MFHD History
Item must be discharged before patron request
Discharge is performed every Friday
ReCAP
Columbia Univeristy

21. Related Information
The Offsite Request Button : How it works and when it appears
Outline of ReCAP Accession : Simplified model of the process of accession at ReCAP
ReCAP-related Reports : Reconciliation, BILO, NTRN, Accession and Onsite Mis- shelving
CLIO Documentation : Link to all CPM and SCARM documentation, UNI/password required
ReCAP
Columbia Univeristy

22. 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 Univeristy