1. Zack Lane ReCAP Coordinator July 2013 ReCAP Columbia University

2. ReCAP Columbia University I am the request link I am the request link  It used to be a button! In CLIO Beta it’s a link  Request links can be found in CLIO  It links patrons with valid UNIs to the online request webform  Webform allows patrons to request physical or electronic delivery of Offsite collections

3. ReCAP Columbia University In CLIO Beta the request link is a blue hyperlink at the right of the screen below the location: CLIO Classic CLIO Legacy

4.  New request links appear on Friday  Expect 2-hour time lag between CLIO Location flip and appearance of link on Friday  Links are immediately active  The appearance and disappearance of links depend on master file updates and database maintenance  This presentation will elaborate on how the process works ReCAP Columbia University

5.  This schematic outlines how Columbia systems work to generate the request link  Only items with Offsite CLIO Locations get a linkCLIO Locations  More on the schematic to come… ReCAP Columbia University Master Barcode File Master Bib Key File Voyager

6.  There are three streams of workflow that affect CLIO Location and the request link 1.Mass retrospective: The largest volume of material for ReCAP is processed by MRP and department staff 2.New acquisitions: About 30,000 volumes per year are processed by cataloging units. See Processing New Acquisitions for OffsiteProcessing New Acquisitions for Offsite 3.Database maintenance: Residual maintenance affects the appearance and disappearance of the request link ReCAP Columbia University

7. ReCAP Columbia University  CLIO changes for mass retrospective and new acquisitions follow similar paths  OPAC displays are slightly different 1. Mass Retrospective: 2. New Acquisitions:

8.  Managing collections at ReCAP requires coordination between two databases, one at each institution  In shorthand, they are Voyager (CUL) and LAS (ReCAP)  Voyager and LAS contain different but related data  Voyager is an LMS, designed for library collection management  LAS is a proprietary system designed for high-density library storage facilities ReCAP Columbia University Voyager (CUL) LAS (ReCAP)

9.  Voyager and LAS do not have a dynamic link – they do not “talk” directly to each other  Files are sent or retrieved from one to the other  File exchange takes place daily, weekly or periodically ReCAP Columbia University File Voyager (CUL) LAS (ReCAP)

10. ReCAP Columbia University  It is important to note that charges in Voyager are completely separate from the LAS database  Charges to a patron or status patron effect only the Columbia side of the request process  A current charge prohibits patrons and staff from re-requesting the same item Charge to PatronCharge to Status Patron

11. ReCAP Columbia University Master Barcode File Master Bib ID File Voyager  Here is the schematic again with description of what each image represents Weekly file of new accessions Added to CUL’s master file of barcodes at ReCAP Master barcode file matched to Bib IDs in Voyager database Result: CUL’s master Bib ID file Request link appears for every Bib ID in the file

12.  Every Friday CUL retrieves a file of the week’s accessions  It is a data set of offsite-prefixed barcode numbers (see CPM-424 for complete list)CPM-424 ReCAP Columbia University Voyager GFA File

13. ReCAP Columbia University  The file is used to flip CLIO Locations: ◦ glx flips to off,glx, bus flips to off,bus, etc. ◦ glx4off flips to off,glx, bus4off flips to off,bus, etc.  CLIO Location changes occurs but the request link has not yet appeared File

14. ReCAP Columbia University  The file of weekly accessions is added to CUL’s master barcode file  The master barcode file contains all barcode numbers Columbia has transferred to ReCAP Master Barcode File Master Barcode File

15. ReCAP Columbia University  The updated master barcode file is checked against all Voyager records  Any match adds a Bib ID to the master Bib ID file Master Barcode File Master Bib ID File Voyager

16. ReCAP Columbia University  Sometimes the barcode is not present in Voyager and a Bib ID match is not found  These barcodes are referred to as orphansorphans  Occurs to 0.8% of all barcodes and typically must be retrieved for resolution Master Barcode File Master Bib ID File Voyager Orphans

17. ReCAP Columbia University  The result is a file of Bib ID numbers  A Bib ID is a unique number assigned to a bibliographic record in Voyager Master Bib ID File Voyager Master Bib ID File

18.  The Master Bib ID file adds request links to OPAC Master Bib ID File ReCAP Columbia University

19.  There is an approximate 2-hour time lag between the CLIO Location flip and generation of the request link Voyager ReCAP Columbia University

20. ReCAP Columbia University  Request links appear every Friday  There is normally a 2-hour time lag between location change and appearance of request link  Request links are immediately active Thank you!

21. ReCAP Columbia University  Outline of ReCAP Accession : Simplified model of the process of accession at ReCAP Outline of ReCAP Accession  New Acquisitions for ReCAP : How new acquisitions are routed directly to ReCAP New Acquisitions for ReCAP  LAS : Introduction to ReCAP Database (LAS) – requires UNI authentication LAS  Request buttons of the past. CUL redesigned the request button several times to improve visibility:

22.  For more information about access to ReCAP collections please see Off-site Library Shelving Facility (ReCAP) site on LWeb.Off-site Library Shelving Facility (ReCAP)  Training documents and data can be found on both the Staff ReCAP website and the ReCAP Data CenterStaff ReCAP website ReCAP Data Center  Tailored data sets and analysis will be provided to staff via the ReCAP Coordinator ReCAP Columbia University