Outline of ReCAP Accessions: How items are added to Offsite collections

Zack LaneReCAP Coordinator

July 2013

ReCAPColumbia University

Accession is defined as the formal transfer of collections to offsite shelving at ReCAP

ReCAP staff accessions items transferred to them by CUL staff

How ReCAP Accession Works

ReCAPColumbia University

ReCAP staff scans the barcode and assigns a shelf location

CUL retrieves weekly reports of new accessions CLIO locations are updated and the request

link appears in CLIO

How ReCAP Accession Works

ReCAPColumbia University

A simplified schematic illustrates how physical objects and digital records move and change

Columbia is a blue circle; ReCAP is a pink rectangle

A line divides each figure between physical object and digital record in the database

Schematic

ReCAPColumbia University

[Physical object]

[Record in Database]

[Physical object]

[Record in Database]

Columbia ReCAP

Physical objects are represented by a black rectangle

Pretend it is the front cover of a book

Physical Object and Digital Record

ReCAPColumbia University

Digital records are represented by a white rectangle

It will contain the encoding used to manage collections

After accession, barcode number is the only datum shared by both CUL and ReCAP databases

Separate Locations, Separate Databases

ReCAPColumbia University

Columbia ReCAP

off,glxcirc

CU12

CU12

CU12CU

[shelf#]

There are four basic stages to the formal transfer of collections

1. On shelf at CUL2. Processed for ReCAP3. Accessioned at ReCAP 4. Requestable in CLIO

The schematic will illustrate how collections move through all four stages

Accession: Stages

ReCAPColumbia University

Physical volumes are shelved on campus in Columbia University Libraries

Bibliographic records may (or may not) be present in CLIO

Stage 1: On Shelf at CUL

ReCAPColumbia University

B

H

I

Existing digital records in CLIO may (or may not) have complete record structures:

BIBL – HLDG – ITEM ITEM records contain barcode

Stage 1: On Shelf at CUL

ReCAPColumbia University

Columbia ReCAP

glxcirc

0012

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)

Stage 1: On the Shelf at CUL

ReCAPColumbia University

glxcirc

0012

ReCAPColumbia University

Stage 2: Processed for ReCAP Physical objects have Offsite barcodes

applied to top left corner of front cover Barcodes may be pre-assigned (

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 contractor

Clancy-Cullen

Stage 2: Processed for ReCAP

ReCAPColumbia University

Columbia ReCAP

glx4offcirc

CU12

CU12

ReCAPColumbia University

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

glx4offcirc

CU12

CU12

ReCAP staff assess condition: poor condition items and mis-barcoded items are rejected

ReCAP scans barcodes into LAS database LAS database records contains:

1. Barcode2. Customer Code3. Shelf Location

Customer code controls access permissions such as delivery location

This way access to special collections may be carefully controlled

Stage 3: Accession at ReCAP

ReCAPColumbia University

Stage 3: Accession at ReCAP

ReCAPColumbia University

Columbia ReCAP

glx4offcirc

CU12

CU12CU

[shelf#]

CU12

Record in CLIO remains the same

Stage 3: Accession at ReCAP

ReCAPColumbia University

glx4offcirc

CU12

CU12CU

[shelf#]

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

CUL retrieves batch files of weekly accessions on Fridays

CLIO location flips to Offsite (e.g. glx4off flips to off,glx)

Request link appears in CLIO Item can now be requested for physical

delivery or EDD (electronic document delivery)

Stage 4: Requestable in CLIO

ReCAPColumbia University

Stage 4: Requestable in CLIO

ReCAPColumbia University

Columbia ReCAP

off,glxcirc

CU12

CU12CU

[shelf#]

CU12

Record in CLIO now has Offsite CLIO location

Request button appears in CLIO

Stage 4: Requestable in CLIO

ReCAPColumbia University

off,glxcirc

CU12

CU12CU

[shelf#]

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

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

After Accession

ReCAPColumbia University

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

More Information Available

ReCAPColumbia University