Item Status at ReCAPZack Lane

ReCAP Coordinator

ReCAPColumbia University

The inventory kept by ReCAP is contained in a database

GFA (Generation Fifth Application, Inc.) created software specifically for high-density shelving management

The database is call LAS (Library Archival System)

CUL staff use “GFA” or “LAS” interchangeably to refer to ReCAP’s database

LAS = ReCAP’s Database

ReCAPColumbia University

Every record contains several elements:1. Barcode number2. Customer code3. Shelf location 4. Item status5. Date of Accession

Note: Charges in CLIO do not effect item status in LAS

LAS Record Structure

ReCAPColumbia University

There are nine different item statuses in LAS:1. INC On WO2. In and At Rest 3. Out on Ret4. REFILE5. SCH On Ret/EDD6. VER On Ret/EDD7. PWI8. PWD 9. NOT ON FILE

Item Status

ReCAPColumbia University

Short for incomplete on work order Item is in the middle of the accession

process Work order has not been closed Item is not valid for retrieval until the

barcode is verified When verified status changes to In and At

Rest

INC On WO

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In and At Rest means the item is accessioned and available for retrieval; it is In

Status applied 1) upon accession or 2) after a retrieval moves from REFILE queue to the shelf

New accessions may be “parked,” waiting for a full tray before shelving

In and At Rest = In

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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

Out on Retrieval = Out

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REFILE is a transitional status between Out and In; after an item is returned to ReCAP but before it is back on the shelf

Items with status REFILE are requestable via CLIO

When ReCAP staff return book to shelf item status changes to In

REFILE

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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

SCH on Ret/EDD

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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

VER on Ret/EDD

ReCAPColumbia University

PWI : item was Out before withdrawal (Indirect) PWD : item was retrieved and withdrawn

simultaneously (Direct) Barcode data is never purged; if item returns with

Deleted barcode it is sent to CUL staff as a reject PWI/PWD status distinguishable in mntitmc.p (LAS)

PWI or PWD = Deleted

ReCAPColumbia University

Barcode is not accessioned at ReCAP Technically NOT ON FILE is not a status; it is

a lack of status Item may have been transferred to ReCAP

but has not yet been processed by staff

NOT ON FILE

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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)

Change of Status

ReCAPColumbia University

Status Schematic

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Out on Return

Refile NOT ON FILE

INC On WO

In and At Rest

PWI

PWD

For more information about GFA and LAS see:

http://www.gfatech.com/software-LAS.html Guide to LAS for CUL staff (access limited to

CUL staff only):https://library.columbia.edu/content/librarywebsecure/bts/recap/restricted/las.html

Notes

ReCAPColumbia University