1. Outline of ReCAP Accession Zack Lane Recap Coordinator 9/12/08 rev. 12/6/2010

2. How ReCAP Accession Works This presentation provides a simplified outline of how books are accessioned at ReCAP It visualizes the changes to both physical objects and database records The purpose is to inform staff about the basic steps of processing and accession

3. Accession Accession happens when ReCAP staff adds an item to the off-site collection The physical object must be transferred to ReCAP, prepared with a unique barcode After accession, CUL updates local systems to reflect change The two institutions have separate locations and databases This is visualized in a basic schematic…

4. Accession Schematic ColumbiaReCAP

5. Schematic Schematic illustrates simplified version of accession process Bottom half represents the physical object Top half represents the database –CUL CLIO lists 3 elements: CLIO location, Item Type and barcode –ReCAP LAS lists 3 elements: barcode, customer code and shelf locationReCAP LAS

6. Accession: Stages There are four basic stages during the processing, transfer and accession of ReCAP items: 1.On Shelf at CUL 2.Processed for ReCAP 3.Accessioned at ReCAP 4.Requestable in CLIO

7. 1. On Shelf at CUL Volumes are on the shelf in CUL collections Bibliographic records may or may not be present in CLIO Existing bibliographic records in CLIO may or may not have complete record structures: BIBL / HOLD / ITEM

8. 1. On Shelf at CUL glx circ 0012345 ColumbiaReCAP

9. 2. Processed for ReCAP Physical items are given offsite barcodes on the front cover Staff verifies complete bibliographic structure, including offsite barcode in the item record Physical volumes are staged for transfer Transfer conducted by Clancy-CullenClancy-Cullen

10. 2. Processed for ReCAP glx circ CU12345 ColumbiaReCAP

11. 3. Accession at ReCAP ReCAP assesses condition; poor condition items and mis-barcoded items are rejected ReCAP scans barcodes into LAS database LAS database records contain: 1) barcode, 2) customer code and 3) shelf location data Customer code controls access permissions such as delivery locationaccess permissions

12. 3. Accessioned at ReCAP glx circ CU12345 CU [shelf#] ColumbiaReCAP

13. 4. Requestable in CLIO CUL retrieves batch files of weekly accessions on Fridays CLIO location flips to Offsite (e.g. glx to off,glx “GET FROM OFFSITE” button appears in CLIO“GET FROM OFFSITE” button appears in CLIO Item can now be requested for physical delivery or EDD (electronic document delivery)EDD

14. 4. Requestable in CLIO off,glx circ CU12345 CU [shelf#] ColumbiaReCAP

15. After Accession Once accessioned, both patrons and staff may request via CLIO Other request mechanisms are available to staffrequest mechanisms Library users lacking request privileges may have staff retrieve items

16. Statistics Accession data is collected by both ReCAP and CULAccession data ReCAP tallies the total number of barcodes according to customer code CUL retrieves granular data CLIO data from barcode set