Processing New Acquisitions for ReCAP

1. Processing New Acquisitions for 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 ReCAP • CUL routes approximately 30,000 new acquisitions directly to ReCAP per year • Selectors decide which titles • 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 • After selector decision items are routed to cataloging units (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 MFHD note for future, 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. Path 1: 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 • New acquisitions 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. Path 2: 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. 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: GET FROM OFFSITE Button: How and when it appears in CLIO