Outline of ReCAP Accessions: How items are added to Offsite collections

1. Outline of ReCAP Accessions: How items are added to Offsite collections Zack Lane ReCAP Coordinator February 2012 ReCAP Columbia University

2. How ReCAP Accession Works • Accession is defined as the formal transfer of collections to offsite shelving at ReCAP • ReCAP staff accessions items transferred to them by CUL staff • Items must be prepared by CUL, adding an offsite barcode to the exterior cover • ReCAP staff scans the barcode and assigns a shelf location • CUL retrieves weekly reports of new accessions • CLIO locations are updated and the request button appears in CLIO ReCAP Columbia University

3. Schematic • This presentation uses a simplified schematic to illustrate how physical objects and digital records move and change • Columbia is a blue circle; ReCAP is a pink rectangle • Within each institution a line divides between a physical object and its digital record [Physical object] [Record in Database] ReCAP Columbia University

4. Schematic • Physical objects are represented by a black rectangle • It is the front cover of a book • Digital records are represented by a white rectangle • Inside of it will be the encoding used to manage collections ReCAP Columbia University

5. Separate Locations; Separate Databases • After accession, barcode number is the only datum shared by both CUL and ReCAP databases ReCAP Columbia off,glx circ CU12 CU12 CU [shelf#] ReCAP Columbia University

6. Accession: Stages • There are four basic stages to the formal transfer of collections • On shelf at CUL • Processed for ReCAP • Accessioned at ReCAP • Requestable in CLIO • The schematic will illustrate how collections move through all four stages ReCAP Columbia University

7. B Stage 1: On Shelf at CUL • Physical volumes are shelved on campus in Columbia University Libraries • Bibliographic records may (or may not) be present in CLIO • Existing digital records in CLIO may (or may not) have complete record structures: • BIBL – HOLD – ITEM • ITEM records contain barcode H ReCAP Columbia University I

8. Stage 1: On Shelf at CUL ReCAP Columbia glx circ 0012 ReCAP Columbia University

9. Stage 1: On the Shelf at CUL • Physical object at Columbia has not yet been processed • There may be a local barcode inside the back cover • Digital record of object contains: • On campus CLIO location glx • Item Type circ • Local barcode (here abbreviated to 4 digits) glx circ 0012 ReCAP Columbia University

10. Stage 2: Processed for ReCAP • Physical objects have off-site barcodes applied to top left corner of front cover • Barcodes may be preassigned (smart barcodes) or applied ad hoc by hand (dumb barcodes) • Staff verifies BIBL and completes Voyager record structure as necessary • Books are staged for transfer • Transfer conducted by Clancy-Cullen ReCAP Columbia University

11. Stage 2: Processed for ReCAP ReCAP Columbia glx4off circ CU12 ReCAP Columbia University

12. Stage 2: Processed for ReCAP • Offsite barcode has been applied to top left corner of front cover • Once prepared it is staged for transfer • CLIO location has been changed to transitional location glx4off • Item Type remains circ • Offsite barcode has CU- prefix, corresponding to the desired customer code at ReCAP glx4off circ CU12 ReCAP Columbia University

13. Stage 3: Accession at ReCAP • ReCAP staff assess condition; poor condition items and mis-barcoded items are rejected • ReCAP scans barcodes into LAS database • LAS database records contains: • Barcode • Customer Code • Shelf Location • Customer code controls access permissions such as delivery location • This way access to special collections may be carefully controlled ReCAP Columbia University

14. Stage 3: Accession at ReCAP ReCAP Columbia glx4off circ CU12 CU12 CU [shelf#] ReCAP Columbia University

15. Stage 3: Accession at ReCAP glx4off circ CU12 • Record in CLIO remains the same • Physical object with offsite barcode now located at ReCAP • Digital record in LAS contains barcode, customer code and location • LAS does not contain any bibliographic information CU12 CU [shelf#] ReCAP Columbia University

16. Stage 4: Requestable in CLIO • CUL retrieves batch files of weekly accessions on Fridays • CLIO location flips to Offsite (e.g. glx flips to off,glx) • Request button appears in CLIO • Item can now be requested for physical delivery or EDD (electronic document delivery) ReCAP Columbia University

17. Stage 4: Requestable in CLIO ReCAP Columbia off,glx circ CU12 CU12 CU [shelf#] ReCAP Columbia University

18. Stage 4: Requestable in CLIO off,glx circ CU12 • Record in CLIO now has Offsite CLIO location • Request button appears in CLIO • Physical object will travel back and forth upon retrieval and return • Barcode number is the only datum shared by both CUL and ReCAP databases • LAS does not contain any bibliographic information CU12 CU [shelf#] ReCAP Columbia University

19. After Accession • Once accessioned both patrons and staff may request via CLIO • Other request mechanisms are available to staff • Library users lacking request privileges must have staff place a Mediated request • Special collections require staff to request through the Restricted Access mechanism • Data on all accessions is available on the ReCAP Data Center ReCAP Columbia University

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