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Outline of ReCAP Accession

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

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Outline of ReCAP Accession

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  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 Columbia ReCAP

  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 location

  6. Accession: Stages There are four basic stages during the processing, transfer and accession of ReCAP items: • On Shelf at CUL • Processed for ReCAP • Accessioned at ReCAP • 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 Columbia ReCAP

  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-Cullen

  10. 2. Processed for ReCAP glx circ CU12345 Columbia ReCAP

  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 location

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

  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 • Item can now be requested for physical delivery or EDD (electronic document delivery)

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

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

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

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