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The Offsite Request Link: How it works and when it appears

The Offsite Request Link: How it works and when it appears. Zack Lane ReCAP Coordinator July 2013. ReCAP Columbia University . What is the request link?. It used to be a button! In CLIO Beta it’s a link Request links can be found in CLIO

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The Offsite Request Link: How it works and when it appears

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  1. The Offsite Request Link: How it works and when it appears Zack Lane ReCAP Coordinator July 2013 ReCAP Columbia University

  2. What is 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 I am the request link ReCAP Columbia University

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

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

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

  7. OPAC Displays: Batch Process and New Acquisitions • CLIO changes for mass retrospective and new acquisitions follow similar paths • OPAC displays are slightly different • Mass Retrospective: • New Acquisitions: ReCAP Columbia University

  8. Two Databases: Voyager (CUL) and LAS (ReCAP) • 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 Voyager (CUL) LAS (ReCAP) ReCAP Columbia University

  9. File Exchange • 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 Voyager (CUL) LAS (ReCAP) File ReCAP Columbia University

  10. Charges in Voyager • 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 Patron Charge to Status Patron ReCAP Columbia University

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

  12. Voyager GFA Weekly Accession File • 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) = File ReCAP Columbia University

  13. CLIO Location Flip • 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 = ReCAP Columbia University

  14. Master Barcode File Master Barcode File File Weekly Accession File Added to Master Barcode File • 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 = ReCAP Columbia University

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

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

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

  18. Master Bib ID File Request Link Appears • The Master Bib ID file adds request links to OPAC = ReCAP Columbia University

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

  20. Review Summary • 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! ReCAP Columbia University

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

  22. 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

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