1. The Off-site Request Button: How it works and when it appears
Zack Lane
ReCAP Coordinator
9/16/2008

2. What is the request button?
The request button can be found in CLIO
It links patrons with valid UNIs to the online “Request It” form
The “Request It” form allows patrons to request physical or electronic delivery of items at ReCAP
I am the
request button

3. No request button
A hyperlink stub appears when there is no request button
The stub links to an online location guide
The location guide corresponds to the CLIO location of the holdings
Note: Department location guides are not actively maintained

4. “Request From OFFSITE”
The “Request From OFFSITE” button appears on Fridays
The appearance and disappearance of buttons depends on master file updates and database maintenance
Following is an overall schematic of the appearance of the request button
This presentation will elaborate on how the process works and when staff may expect the request button to appear

5. Overall Schematic Voyager Master Barcode File Master Bib Key File
Batch

6. Workflow
There are three streams of workflow that affect CLIO Location and the request button
Batch process: The largest volume of material for ReCAP is processed by MRP.
New acquisitions: About 30k volumes per year are processed by cataloging units. See Processing New Acquisitions for Off-site.
Database maintenance: Residual maintenance affects the appearance and disappearance of the request button

7. OPAC Displays: Batch Process and New Acquisitions
CLIO changes for batch process and new acquisitions follow the same path
OPAC displays are slightly different:
1. Batch process:
2. New Acquisitions:

8. Two Databases: Voyager (CUL) and GFA (ReCAP)
Managing collections at ReCAP requires coordination between two institutions, two databases
The two databases are referred to in shorthand as Voyager (CUL) and GFA (ReCAP)
Voyager and GFA contain different, but related, sets of data
Voyager is an ILS, designed for library collection management
GFA is a proprietary system designed for high-density library storage facilities
Voyager (CUL)
GFA (ReCAP)

9. Batch File Exchange
Voyager and GFA do not “talk” directly to each other
Batch files are sent back and forth
Batch files are sent daily, weekly or periodically
Voyager (CUL)
GFA (ReCAP)
Batch

10. Charges in Voyager
It is important to note that charges in Voyager are completely separate from the GFA database
Charges to a patron or status patron affect only the CUL side of the request process
A current charge will prohibit patrons and staff from re-requesting the same item

11. Batch File Schematic Voyager Weekly batch file of new accessions
Master Barcode
File
Master BibKey
File
Batch
Weekly batch file of new accessions
Added to CUL’s master file of barcodes at ReCAP
Barcode master file matched to BibKeys in Voyager database
Result: CUL’s master file of Bib Keys
Appearance of Request Button for each Bib Key

12. Weekly Accession Batch File
Every Friday CUL retrieves a batch file of the week’s accessions from GFA
It is a data set of offsite prefixed barcode numbers (see CPM-424 for complete list)
Voyager
GFA =
Batch

13. Location Flip to Offsite
The batch file is used to flip locations to “Offsite”
“glx” flips to “off,glx”, “bus” flips to “off,bus”, etc…
“glx4off” flips to “off,glx”, “bus4off” flips to “off, bus”, etc…
CLIO location changes; still no request button
Batch

14. Weekly Accessions Added to Master File
The batch file of weekly accessions is added to the CUL’s master barcode file
The master barcode file contains all barcode numbers CUL has transferred to ReCAP
Master
Barcode
File
Batch
Master Barcode
File =

15. Master File Checked Against Voyager
The updated master barcode file is checked against all Voyager records
Any “match” adds a BibKey to a new file…
Voyager
Master Barcode
File
Master BibKey
File

16. BibKey File The result is a file of BibKey numbers
A BibKey is a unique number assigned to a bibliographic record in Voyager
Master BibKey
File
Voyager
Master BibKey
File =

17. Request Button Appears
The BibKey file adds request button to CLIO records =

18. Overall Schematic
Voyager
Master Barcode
File
Master BibKey
File
Batch

19. Timeframe
Voyager
2 hours

20. Summary Request buttons appear every Friday
There is a 2 hour time lag between location change and appearance of request button
Request buttons are immediately active
Thank you!