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Outline of ReCAP Accessions: How items are added to Offsite collections. Zack Lane ReCAP Coordinator July 2013. ReCAP Columbia University . How ReCAP Accession Works. Accession is defined as the formal transfer of collections to offsite shelving at ReCAP - PowerPoint PPT Presentation
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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