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Access Permissions

Access Permissions. Zack Lane ReCAP Coordinator July 2013. ReCAP Columbia University. Factors Controlling Access. There are two main factors controlling access to ReCAP collections User permissions Who is placing the request? Item permissions What is allowed for the collection?.

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Access Permissions

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  1. Access Permissions Zack Lane ReCAP Coordinator July 2013 ReCAP Columbia University

  2. Factors Controlling Access There are two main factors controlling access to ReCAP collections • User permissions Who is placing the request? • Item permissions What is allowed for the collection? ReCAP Columbia University

  3. User Permissions Clio Classic : Clio Legacy : Who is placing the request? • Patrons : Users place requests in CLIO or may have mediated requests placed by staff. • Staff : Several mechanisms depending on collection and purpose. Clio Beta : Staff Request Forms : ReCAP Columbia University

  4. User Permissions • Patron access to online request requires an active UNI • UNI authentication is maintained by CUIT • Any active UNI is sufficient to place physical delivery requests, including printing UNIs ReCAP Columbia University

  5. User Permissions • EDD requesting requires active borrowing privileges • Alumni may need to re-activate UNI • Non-affiliates must contact the Library Information Office at lio@columbia.edu or (212) 854-7309 Inactive borrowing Active borrowing No borrowing ReCAP Columbia University

  6. User Permissions • Staff place requests through one of several mechanisms • Access to staff request forms requires active employment and an active UNI • Circulation staff will primarily place Mediated Requests on behalf of patrons • See ReCAP Request Mechanisms for more information ReCAP Columbia University

  7. Item Permissions • Item permissions are *complicated* • In short: • CUL controls request permission using CLIO Location • ReCAP controls delivery location using Customer Code • For clarity, the explanation of CLIO Location begins with on-campus collections ReCAP Columbia University

  8. On-Campus Item Permissions • CUL is divided into department libraries • Each department library has several different collections • Collections are each assigned a CLIO locations (ital.) • Local access permissions are associated with collection/CLIO location Columbia University Libraries Avery Library Ware Coll. war Burke Library LC Stacks uts Van Ess uts,essxx1 ReCAP Columbia University

  9. CLIO Locations • See CPM-500 for a complete list of CLIO location codes • 595 total (51 for Offsite collections) ReCAP Columbia University

  10. Item Permissions at CUL • CLIO location is associated with loan period for both on-campus and Offsite collections • Loan period is determined by several factors • CLIO Location • Patron Group • Item Type • For Offsite collections, CLIO Location also controls delivery options ReCAP Columbia University

  11. Delivery Options • Delivery options on the request form load according to CLIO Location • Unrestricted collections may be delivered to all campus location; restricted collections often to only one Special collections at Avery Library General collections at The Burke Library ReCAP Columbia University

  12. Delivery Options • Example source code for options in the drop-down menu • For more information see the Delivery Options/Default Delivery Locations • Requests may still fail because ReCAP’s customer code does not permit delivery to a given location (this is a good thing!) ReCAP Columbia University

  13. Item Permissions at ReCAP • ReCAP is a single, giant shelving space • It contains books from all three partners • Each book is assigned a customer code • Shelves contains only books with same code • Access permissions are determined by customer code ReCAP BU AV NA PA BU BS AR NH PA RS RS BU NA PK AV BU BU NB PA UT UT BS NL PV BU BU RH NA PT BU ReCAP Columbia University CUL CUL CUL NYPL PUL

  14. Item Permissions at ReCAP • Customer code determines access permission and delivery location for collections at ReCAP • Each code has authorized delivery locations assigned; the full table can be found here • For more information see the Customer Code website ReCAP Columbia University

  15. Item Permissions at ReCAP • Barcode number is the only piece of data CUL’s and ReCAP’s databases have in common • Customer codes are synchronized with both CLIO Locations and barcode prefix • Synchronization ensures that all requests are permissible • If an improper requests is submitted the customer code table ensures that it will fail ReCAP Columbia University

  16. Item Permissions • Failures are few and accidental • Most are due to duplicate holdings and are easily corrected • Once a patron has permission to place requests it works dynamically and with ease • CLIO Location and customer code protect special collections and allow constant, consistent access to all collections ReCAP Columbia University

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