Columbia University 1/8/09 Zack Lane ReCAP Coordinator Item Status at ReCAP In and At Rest Out on Retrieval REFILE PWI /PWD NOT ON FILE Columbia University 1/8/09 Zack Lane ReCAP Coordinator
ReCAP’s Database The inventory kept by ReCAP is contained in a database GFA (Generation Fifth Applications, Inc.) created software specifically for high-density shelving management The database is called LAS (Library Archival System) CUL staff may refer to ReCAP’s database as “GFA” or “LAS”
LAS Record Structure Every record contains several elements: Barcode number Customer code Shelf location Item Status Date of Accesssion Charges in CLIO do not effect the status LAS database
Item Status There are XXX, primary statuses used in the LAS database: INC On WO In and At Rest (IN) Out on Ret (OUT) REFILE SCH On Ret/EDD VER On Ret/EDD PWI/PWD (Deleted) NOT ON FILE
INC On WO Item is in the middle of the accession process Work order has not been closed Not available until verified When verified status changes to In and At Rest
In and At Rest Item status IN is accessioned and available for retrieval Status given 1) upon accession 2) after item moves from REFILE queue to the shelf New accessions may be “parked”, waiting for the cardboard tray to be completely filled before shelving
Out on Retrieval 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
REFILE REFILE is a transitional status between OUT and IN Items with status REFILE are requestable via CLIO [suspended 11/20/09-present] When ReCAP staff return item to shelf item status changes to IN
SCH On Ret/EDD 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
VER On Ret/EDD 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
PWI/PWD Permanent Withdrawal Indirect (PWI) and Permanent Withdrawal Direct (PWD) both mean that barcode was DELETED from LAS PWI: item was OUT before withdrawal PWD: item was retrieved and withdrawn simultaneously Barcode data is never purged; if item returns with DELETED barcode it will be sent to CUL as a reject PWI/PWD status distinguishable in mntitmc.p (LAS)
NOT ON FILE Barcode is not accessioned at ReCAP Technically NOT ON FILE is not a status, instead it is a lack of status Item may have been transferred to ReCAP but has not yet been processed by staff
Change of Status 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)
Status Schematic NOT ON FILE In and At Rest INC On WO REFILE Out on Retrieval PWI/PWD
Notes For more information about GFA and LAS see: http://www.gfatech.com/software-LAS.html Guide to LAS for CUL staff: https://www1.columbia.edu/sec/cu/libraries/bts/recap/las.html