The Offsite Request Button:

How it works and when it appearsZack Lane

ReCAP CoordinatorApril 2011

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What is the request button?

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I am the request button

I am the request button

Request buttons can be found in CLIO It links patrons with valid UNIs to the online

“REQUEST IT from Offsite” webform Webform allows patrons to request physical

or electronic delivery of Offsite collections

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In CLIO beta the request button is at the right of the holdings information:

In CLIO classic the request button is immediately below the holdings information:

Where is the Request Button?

New request buttons appear on Friday Expect 2-hour time lag between CLIO

Location flip and appearance of button on Friday

Buttons are immediately active The appearance and disappearance of

buttons depends on master file updates and database maintenance

This presentation will elaborate on how the process works

Summary

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This schematic outlines how Columbia systems work to generate the request button

Only items with off-site CLIO Locations get a button

More detail to come…

Overall Schematic

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Master Barcode File

Master Bib KeyFile

File

Voyager

There are three streams of workflow that affect CLIO Location and the request button1. Mass retrospective: The largest volume of

material for ReCAP is processed by MRP2. New acquisitions: About 30,000 volumes per

year are processed by cataloging units. See Processing New Acquisitions for Offsite

3. Database maintenance: Residual maintenance affects the appearance and disappearance of the request button

Workflow

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OPAC Displays: Batch Process and New Acquisitions CLIO changes for mass retrospective and

new acquisitions follow similar paths OPAC displays are slightly different1. Mass Retrospective:

2. New Acquisitions:

Managing collections at ReCAP requires coordination between two databases, one at each institution

In shorthand, they are Voyager (CUL) and LAS (ReCAP) Voyager and LAS contain different but related data Voyager is an ILS, designed for library collection

management LAS is a proprietary system designed for high-

density library storage facilities

Two Databases: Voyager (CUL) and LAS (ReCAP)

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Voyager (CUL) LAS (ReCAP)

Voyager and LAS do not have a dynamic link – they do not “talk” directly to each other

Files are sent or retrieved from one to the other

File exchange takes place daily, weekly or periodically

File Exchange

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FileVoyager (CUL) LAS (ReCAP)

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Charges in Voyager It is important to note that charges in

Voyager are completely separate from the LAS database

Charges to a patron or status patron effect only the Columbia side of the request process

A current charge prohibits patrons and staff from re-requesting the same item

Charge to Patron Charge to Status Patron

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Master Barcode File

Master BibKeyFile

File

Voyager

Here is the schematic again with description of what each image represents

Overall Schematic

Weekly file of new accessions

Added to CUL’s master file of barcodes at ReCAP

Master barcode file matched to BibKeys in Voyager database

Result: CUL’s master BibKey file

Request button appears for every BibKey in the file

Every Friday CUL retrieves a file of the week’s accessions

It is a data set of offsite prefixed barcode numbers (see CPM-424 for complete list)

Weekly Accession File

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Voyager GFA

=File

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CLIO Location Flip The file is used to flip CLIO Locations from on campus 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 in OPAC

File =

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Weekly Accession File Added to Master Barcode File The file of weekly accessions is added to

CUL’s master barcode file The master barcode file contains all barcode

numbers Columbia has transferred to ReCAP

Master Barcode

FileFile

Master Barcode File =

Master File Checked Against Voyager

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The updated master barcode file is checked against all Voyager records

Any match adds a BibKey to the master BibKey file

Master Barcode File

Master BibKeyFile

Voyager

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The result is a file of BibKey numbers A BibKey is a unique number assigned to a

bibliographic record in Voyager

Master BibKey File

Master BibKeyFile

Voyager

Master BibKeyFile =

The Master BibKey file adds request buttons to OPAC

Request Button Appears

=Master BibKeyFile

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There is an approximate 2-hour time lag between the CLIO Location flip and generation of the request button

Timeframe

Voyager

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Review Summary Request buttons appear every Friday There is normally a 2-hour time lag between

location change and appearance of request button

Request buttons are immediately active

Thank you!

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Outline of ReCAP Accession : Simplified model of the process of accession at ReCAP

New Acquisitions for ReCAP : How new acquisitions are routed directly to ReCAP

LAS : Introduction to ReCAP Database (LAS)

Request buttons of the past. CUL has redesigned the request button several times to improve usability:

Related Information

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

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