Zack Lane ReCAP Coordinator September 2012 ReCAP Columbia University

ReCAP Columbia University  Status management applies to how CUL knows what is and is not available for request at ReCAP  CUL and ReCAP maintain separate record keeping systems that are synchronized on daily basis  This presentation illustrates how the two databases are kept in sync  Schematic drawings simplify the process visually

ReCAP Columbia University  Item must be accessioned at ReCAP  Status at ReCAP must be ◦ In and At Rest ◦ Refile  Status Out on Return indicates that the book has been retrieved and delivered to Columbia  Items Out on Return are unavailable for request

ReCAP Columbia University  There are four primary statuses in LAS ◦ In and At Rest : On shelf and available ◦ Refile : Received, available but not yet on shelf ◦ Out on Return : Not on shelf and unavailable ◦ PWI/PWD : Permanently withdrawn from ReCAP In and At Rest Out on Return Refile PWI /PWD

ReCAP Columbia University  CUL has a dynamic model for request via CLIO  Availability is immediately updated after request  Multiple requests for the same object are prevented  Information about requests is archived  Subsequent request permitted after refile at ReCAP

ReCAP Columbia University (a) moment of request = (b) retrieved by ReCAP, routed for delivery (c) received by CUL and charged (d) returned to CUL Circ and discharged (e) received by ReCAP and refiled a b 1 day 2-4 days1day to5 years d ec charged in CLIO

ReCAP Columbia University a b 1 day 2-4 days1day to5 years d ec charged in CLIO  Item is available for request before (a) and after (e)  Presence of barcode in Pending Directory, then “Big File” prevents request between (a) and (e)  Active charge prevents request between (c) and (d)

ReCAP Columbia University + - Pending Directory Request Submission Tracking Database Request Directory + LAS (ReCAP) “Big File” (CUL)

ReCAP Columbia University  Patron clicks on “Submit” button  Item barcode is copied into three separate files  These files allow CUL to… ◦ alert ReCAP of retrievals ◦ log data for patron notification and record keeping ◦ maintain integrity of status management Pending Directory Request Submission Tracking Database Request Directory

ReCAP Columbia University  Request data accumulates for transfer to ReCAP at 7:15am, 11:45am and 2:45pm  Subsequent requests for same item are prevented by automatic check of Pending Directory Pending Directory Request Submission

ReCAP Columbia University  Three times daily (Mon-Fri) data from Pending Directory is sent to ReCAP  ReCAP returns an error report of failed requests  Contents of Pending Directory are cleared daily Pending Directory + LAS (ReCAP)

ReCAP Columbia University  All requests are logged in the Tracking Database (including failed requests)  rus draws data from the Tracking Database rus  rus is used to notify patrons after ReCAP delivers item Request Submission Tracking Database

ReCAP Columbia University  Request directory used to maintain integrity of status management  Feeds into “Big File,” which tracks all items Out on Return from ReCAP Request Submission Request Directory

ReCAP Columbia University  “Big File” tracks unavailable ReCAP books that are Out on Return  CLIO and LAS do not have a dynamic connection  CUL must keep a separate record of items Out on Return from ReCAP  This is how CUL knows what is not available for request + - “Big File” (CUL)

ReCAP Columbia University  Every weekday morning a daily run removes available barcodes from “Big File”  Items with status In and At Rest and Refile in LAS are removed from “Big File”  They are now again available for request in CLIO LAS (ReCAP) “Big File” (CUL)

ReCAP Columbia University  Status management preserves the integrity of availability  Patrons place requests confident that collections will arrive quickly a b 1 day 2-4 days1day to5 years d ec charged in CLIO

ReCAP Columbia University  LITO staff have designed mechanisms to control access and insert request buttons ◦ Access Permissions : How access to CUL’s Offsite collections is controlled Access Permissions ◦ The Offsite Request Button : How and when it appears in CLIO The Offsite Request Button  CUL staff have several methods to request material - all methods log and archive data ◦ ReCAP Request Mechanisms : Describes different mechanisms used to request from ReCAP ReCAP Request Mechanisms