1. Processing New Acquisitions for Off-site (ReCAP)
9/9/2008 rev. 6/21/2010
Zack Lane
ReCAP Coordinator
Related Documentation:
CPM-165 : Precat and Offsite Preliminary Record Processing
CPM-177: Workflow for newly-cataloged items for ReCAP
CPM-178: Processing New Material for Offsite
CPM-179: Processing New ave/fax Material for Offsite
CPM-403: Charging Item Records
CPM-679: Mixed Media Processing: Monographs
SCARM-620: Adding Volumes to Offsite Sets and Serials
Power Point: “Requests From OFFSITE Button: How and when it appears in CLIO

2. New Acquisitions for Off-site (ReCAP)
CUL routes approximately 30,000 new acquisitions to ReCAP per year
Selectors decide which titles to route directly to ReCAP
Physical items move through several CUL units before accession at ReCAP
CPM-177 is an overview of this process
Note: No holds or recalls can be placed on material while OPAC Location display reads “For Offsite” (CLIO location xxx4off)
The following schematic outlines the pathways…

3. Schematic Bridgeport MAS SAS MPS / OSMC / SCMC BSP ReCAP
Path1 (Binding)
Path 2 (Labeling)

4. Selection
Selectors indicate which new acquisitions to process for ReCAP
Selectors write location “xxx4off” on T2 Rider slip
Volumes are given orange flag by MAS
Orange flag distinguishes new acquisitions destined for ReCAP

5. Selection
Selectors indicate which new acquisitions to process for ReCAP
Selectors write location “xxx4off” on T2 Rider slip
Volumes are given orange flag by MAS
Orange flag distinguishes new acquisitions destined for ReCAP

6. New Acquisitions Routed to Cataloging Units
New acquisitions arrive from three primary sources:
Books on approval (YBP, Casalini, etc.)
Firm and standing orders (Title by title purchases)
Gifts or other direct accessions
MAS
SAS
MPS / OSMC / SCMC

7. Processing in MPS/OSMC/SCMC
New acquisitions are routed to cataloging units after selector decision
Cataloging units include: MPS, OSMC and SCMC
Items with standard records are given an offsite barcode (see CPM-424), CLIO location xxx4off, charged to a status patron, and routed to BSP
Avery Library items without standard records go the Avery Backlog with a temporary location
Other items without standard records are processed directly for RECAP with a preliminary record and holding record note for batch processing against OCLC

8. Processing Documentation
The following CPM and SCARM documents detail practice for processing new acquisitions for ReCAP:
CPM-165 : Precat and Offsite Preliminary Record Processing
CPM-178: Processing New Material for Offsite
CPM-179: Processing New ave/fax Material for Offsite
CPM-679: Mixed Media Processing: Monographs
SCARM-620: Adding Volumes to Offsite Sets and Serials

9. Cataloging Units Route to BSP
MPS / OSMC / SCMC
BSP
Path1 (Binding)
Path 2 (Labeling)
All items routed to BSP have CLIO location xxx4off and are charged to status patron
Cataloging units insert B Rider slip into all items for binding
Items follow one of two paths in BSP:
Binding (charged to CATBIND001)
Labeling (charged to OFFLABL001)

10. OPAC Display Cataloging units code transition location xxx4off
OPAC displays location: “For Offsite”
Items are charged to one of two status patrons according to CPM-403: CATBIND001 or OFFLABL001
OPAC displays status: “In binding preparation. Try BorrowDirect of ILL” or “In Shelf Preparation. Try Borrow Direct of ILL”

11. Path 1: Binding
Bridgeport
BSP
ReCAP
Path1 (Binding)

12. Path 1: Binding
On arrival, BSP charges item to status patron BSPBIND001
BSP completes binding slip and routes items to Bridgeport National Bindery, Inc.
After return to CUL, items are staged in Shipping & Receiving for pick up
Bohren’s courier picks up new acquisitions daily
Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up

13. Bindery: OPAC Display CLIO location xxx4off has not changed
BSP charges items to At Bindery status patron: BSPBIND001
OPAC displays status: “At Bindery. Try Borrow Direct or ILL.”

14. Path 2: Labeling
BSP
ReCAP
Path 2 (Labeling)

15. Path 2: Labeling On arrival BSP does not charge items
Newly processed items for ReCAP do not receive a spine label
BSP adds ownership stamps and security tape
Items are staged in Shipping & Receiving for pick up
Bohren’s courier picks up new acquisitions daily
Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up

16. Labeling: OPAC Display
CLIO location xxx4off has not changed
BSP does not charge item
Item remains charged to OFFLABL001
OPAC display changes only after accession at ReCAP

17. Routing to ReCAP
BSP
ReCAP

18. Routing to ReCAP
New acquisitions are staged in Shipping & Receiving (S&R)
Items are staged on yellow, wooden carts according to customer code
S&R wraps wooden carts with plastic wrap
Bohren’s courier picks up new acquisitions daily
Items arrive at ReCAP charged to status patron
Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up

19. Other Issues
Discharge of items is performed by CUL staff every Friday. For more information see Reconciliation Reports
Some items become lost during the process. For more information see BILO (BIND/LABL/INTR Overdue) Report
BSP counts the number of items routed to S&R on wooden carts
Circulation data is available to track the total charges to CLIO locations with format xxx4off

20. CLIO Display: After Accession at ReCAP
After accession at ReCAP, CLIO location changes to off,xxx
“GET FROM OFFSITE” button appears
“RECAP LOAD” text appears in MFHD History
Items must be discharged before patron request
Discharge is performed every Friday
For more information: Request From OFFSITE Button: How and when it appears in CLIO