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Zack Lane ReCAP Coordinator February 16, 2011 ReCAP Columbia University
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Review of ReCAP operations ◦ Physical plant ◦ Systems Data ◦ What there is to look at ◦ Basic analysis: accession, requests and circulation ◦ ILL/EDD ◦ System-wide trends ReCAP Columbia University
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Opened in 2002 3 Partners: CUL, PUL and NYPL Located just outside Princeton, NJ Daily deliveries via courier (Mon-Fri) 5 Modules complete ReCAP Columbia University
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8.4 million books CUL 3.75, NYPL 2.8, PUL 1.85 Module 8 & 9 may break ground FY14, completed FY15 ReCAP website ReCAP website CUL manages transfers with quotas quotas ReCAP Columbia University
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CUL and ReCAP computer systems do not dynamically interact CUL systems are designed to keep in sync with ReCAP systems Patrons place requests via CLIO; different levels of request permissions are in place for staff in order to manage special collection On such a large scale and in context of complex systems problems may ensue… ReCAP Columbia University
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ReCAP Columbia University Processing (Staff involved: CUL) ◦ Barcode attached to wrong volume (see 7a) Wrong bib record (bad recon) Smart barcode switch Mismatch of serial/set issues ◦ Item prepared but never sent ◦ Item with smart bc not found, not charged to missing ◦ Item with smart bc found but not transferred, data not purged from record ◦ Wrong customer code/CLIO location match (e.g. CM barcode/off,glx location) ◦ Item transferred to ReCAP with barcode not in Voyager (“Orphan Offsite Barcode”) Barcode miskeyed Barcode not entered Transfer (Staff involved: CUL/Clancy-Cullen/ReCAP) ◦ CLIO displays onsite location when in process for transfer ◦ Onsite staging may not be accessible to patron ◦ Delay in accessioning (normal timing is 2-4 weeks after transfer) ◦ Single vol of set isn’t accessioned (sometimes CLIO location flips, sometimes not) Accession (Staff involved: ReCAP) ◦ Barcode not entered/deleted from Voyager ◦ Barcode scans incorrectly ◦ Accession report never received ◦ CLIO location doesn’t change after accession (charged at time of accession?) Ex: BIBL# 3879176 ◦ Barcode scanned under wrong customer code. Sol: Identify using Accessions data, sorting by customer code, barcode prefix and CLIO location Request (Staff involved: CUL/ReCAP) ◦ Request button doesn’t appear Misapplied off,xxx location. Problem during early stages of transfer; mostly eliminated by batch suppression. Short time delay between location flip and button appearance Presence of non-offsite Temp. Loc. during processing. Ex. BIBL# 3393111 (Lehman) ◦ Error message displays when button clicked ◦ Request fails unbeknownst to patron ◦ Bad citation ◦ Bad email address Maintenance (Staff involved: CUL) ◦ Holdings record with RECAP LOAD in history is deleted and replaced with new holdings. Ex. BIBL# 6622249 ◦ OPAC message discourages patron, e.g. “ON ◦ ORDER /IN PROCESS” ◦ MFHD/Item has “off,xxx” location but has no offsite barcode. [12/09, not yet systematically addressed] ◦ CLIO locations changed from “off,xxx” to “xxx” Ex. BIBL#106440 Retrieval (Staff involved: ReCAP) ◦ Book not filed “OUT” from ReCAP; ReCAP database thinks book is “IN” (Google Project specific?) Delivery (Staff involved: ReCAP/Bohrens/CUL) ◦ S&R delivery delayed ◦ S&R deliver to wrong library ◦ ReCAP staff puts book in wrong delivery tote Circulation (Staff involved: CUL/Patron) ◦ Barcode does not correspond to correct bib record/enum/chron ◦ Book not charged to patron (who may not return) ◦ Items languish in processing departments; charged or not charged ◦ Claim returns with offsite locations Not returned At bindery Slow return to ReCAP ◦ Temp Loc and Type not removed E.g. Reserve books. Solution: Request report of off,xxx locations with Temp Loc. Return (Staff involved: Patron/CUL) ◦ Mis-shelved onsite at returning library ◦ Mis-shelved onsite at owning library (after routing) ◦ Book is not discharged ◦ In transit status is not removed (Can batch file be run for all off,xxx location with In transit?) ◦ Overdue/Lost—System Applied is returned. Discharged but Lost status not removed. Still requestable in CLIO; not resolved by weekly reconciliation. Refiling (Staff involved: ReCAP) ◦ Books are slow to be reshelved ILL (Staff involved: CUL/ReCAP) ◦ Request does not go through normal mechanism, item may be requested twice resulting in failure notice ◦ Book never returned from loan (How to track?) EDD ◦ Articles isn’t scanned Condition/binding Copyright Not found Insufficient information ◦ Patron can’t access files Pop up blocker Problem with browser Unfamiliarity with technology ◦ ReCAP Problems Files removed from server re-installation of scanner (9/21/09)
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ReCAP Columbia University glx circ 0012345 ColumbiaReCAP
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Columbia University off,glx circ CU12345 CU [shelf#] ColumbiaReCAP How Accession Works (Part 4) …skipping from first to last step
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Burke Library has both general and special collections at ReCAP Circulating and non-circulating collections Items in poor physical condition do not circulate Mainly print collection; some archives – and more going out Lots of information and instructions can be found on the ReCAP and Burke Library websiteReCAP and Burke Library website ReCAP Columbia University
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ReCAP Columbia Univerisity ReCAP systems control access with customer codes Customer codes are two-letter codes assigned to library collections Used to control access permissionsaccess permissions Critical to the ongoing transfer, management and access to off-site collections Customer codes represent one of three things: 1) Delivery location, 2) Collection or 3) Delivery location and Collection.
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CU : Columbia Unrestricted deliver to all locations and circulate CR : Columbia Restricted deliver to all locations but do not circulate UT : Burke special collections deliver only to Burke Circulation and do not circulate ReCAP Columbia University
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How CUL demarcates collections off,uts : Union Stacks (circ) off,utn : Union Stacks (noncirc) off,utp : Pamphlet Collection off,utmrl : Missionary Research Library off,uta : Burke/UTS Archives ReCAP Columbia University
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Four basic categories of data ◦ Accessions ◦ Requests ◦ Delivery ◦ Circulation Detailed information can be found at the ReCAP Data Center website ReCAP Data Center website Website now includes introductory presentations for all basic categories AND analysis ReCAP Columbia University
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TOTAL 167,857 / 11,940 ◦ Request Rate: %1.67 off,uts : 75,979 / 7,187 (2.27%) off,utn : 47,002 / 2,508 (1.11%) off,utp : 17,521 / 449 (0.80%) off,utmrl : 27,215 / 1,727 (1.47%) off,uta : 140 / 69 ReCAP Columbia University
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View of Burke Library accessions by fiscal year Off-site transfer projects ran from 2005- 2008 Detailed information on project may be found on Burke/ReCAP websiteBurke/ReCAP website Accessions since 2008 have mainly involved: ◦ pamphlet cataloging via SCMC (Cataloger Rick Block supervised library school interns) ◦ ad hoc problem resolution (Joe Lemelin and Zack Lane) ◦ new acquisitions direct to ReCAP [?] ReCAP Columbia University
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ReCAP Columbia University
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ReCAP Columbia University Pie chart visualizes accessions according to collection The largest collection is the Union Stacks circulating material Entire post-1860 MRL collection was transferred Several thousand pamphlets await cataloging and transfer Space created from transfer allowed LC Stacks to expand over S4/S5 and Periodicals over S1/S2
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ReCAP Columbia University
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ReCAP Columbia University Requests begin immediately after transfer Monthly request volumes in phase with academic calendar Data for lower-use collections is noisy Staff processing requests are included (mainly FY06/07-FY07/08)
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ReCAP Columbia University
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ReCAP Columbia University Burke Library Other Departments ILL481303081.56% EDD344253831.34% On Campus111153402053.16% Total Requests119403958962.93% Accessions16785732864214.86%
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ReCAP Columbia University Data includes all charges in the “Burke Library Circ Desk” happening locationhappening location Circ volume has held steady since Voyager implementation in late FY03/04 Data suggests policy change relating to patron groups UTA and VIS (FY07/08) Heaviest users are graduate students and faculty Most heavily circulated collection is the LC Stacks (73.9%) followed by Reserves (15.9%)
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ReCAP Columbia University
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ReCAP Columbia University Only tallies activity in the “Burke Library Circ Desk” happening locationhappening location Data suggests policy change took place between FY06/07 and FY07/08 about VIS and UTA patron groups
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ReCAP Columbia University
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ReCAP Columbia University
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ReCAP Columbia University Accession by FY illustrate 3 stages of transfer Majority of transfers are monographs, serials do make up significant population Request volume (always) increases and fluctuates with academic calendar EDD volume spiked after HSL serial transfers On campus circulation volume is declining Highest use titles are serials and archives Request rate is high for publication dates 1990-2010
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ReCAP Columbia University
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ReCAP Columbia University
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ReCAP Columbia University
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ReCAP Columbia University
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ReCAP Columbia University
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ReCAP Columbia University
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ReCAP Columbia University
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More information about data sets can be found on the ReCAP Data Center websiteReCAP Data Center website Primary data categories include: accession, retrieval, delivery and circulation Tailored data sets and analysis will be provided to staff via the ReCAP Coordinator Please see the main ReCAP website for general information about CUL procedures and systemsReCAP website ReCAP Columbia Univeristy
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