Zack Lane ReCAP Coordinator ReCAP Columbia 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 ReCAP Columbia University

Every record contains several elements: 1. Barcode number 2. Customer code 3. Shelf location 4. Item status 5. Date of Accession  Note: Charges in CLIO do not effect item status in LAS ReCAP Columbia University

 There are nine different item statuses in LAS: 1. INC On WO 2. In and At Rest 3. Out on Ret 4. REFILE 5. SCH On Ret/EDD 6. VER On Ret/EDD 7. PWI 8. PWD 9. NOT ON FILE ReCAP Columbia 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 ReCAP Columbia University

 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 ReCAP Columbia University

 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 ReCAP Columbia University

 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 ReCAP Columbia University

 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 ReCAP Columbia University

 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 ReCAP Columbia 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 PWI : item was Out before withdrawal (Indirect)  PWD : item was retrieved and withdrawn simultaneously (Direct)  Barcode data is never purged; if item returns with Deleted barcode it is sent to CUL staff as a reject  PWI/PWD status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) ReCAP Columbia 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 ReCAP Columbia University

 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) ReCAP Columbia University

ReCAP Columbia University Out on Return Refile NOT ON FILE INC On WO In and At Rest PWI PWD

 For more information about GFA and LAS see:  Guide to LAS for CUL staff (access limited to CUL staff only): bsecure/bts/recap/restricted/las.html ReCAP Columbia University