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Item Status at ReCAP

In and At Rest. REFILE. NOT ON FILE. Out on Retrieval. PWI /PWD. Item Status at ReCAP. Columbia University 1/8/09 Zack Lane ReCAP Coordinator. ReCAP’s Database. The inventory kept by ReCAP is contained in a database

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Item Status at ReCAP

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  1. In and At Rest REFILE NOT ON FILE Out on Retrieval PWI /PWD Item Status at ReCAP Columbia University 1/8/09 Zack Lane ReCAP Coordinator

  2. ReCAP’s Database • The inventory kept by ReCAP is contained in a database • GFA (Generation Fifth Applications, Inc.) created software specifically for high-density shelving management • The database is called LAS (Library Archival System) • CUL staff may refer to ReCAP’s database as “GFA” or “LAS”

  3. LAS Record Structure • Every record contains several elements: • Barcode number • Customer code • Shelf location • Item Status • Date of Accesssion • Charges in CLIO do not effect the status LAS database

  4. Item Status • There are XXX, primary statuses used in the LAS database: • INC On WO • In and At Rest (IN) • Out on Ret (OUT) • REFILE • SCH On Ret/EDD • VER On Ret/EDD • PWI/PWD (Deleted) • NOT ON FILE

  5. INC On WO • Item is in the middle of the accession process • Work order has not been closed • Not available until verified • When verified status changes to In and At Rest

  6. In and At Rest • Item status IN is accessioned and available for retrieval • Status given 1) upon accession 2) after item moves from REFILE queue to the shelf • New accessions may be “parked”, waiting for the cardboard tray to be completely filled before shelving

  7. Out on Retrieval • Item status OUT is accessioned and has been retrieved • Currently unavailable for request • Status given when ReCAP staff retrieve item from shelf • Status remains until item returns to ReCAP and joins the REFILE queue

  8. REFILE • REFILE is a transitional status between OUT and IN • Items with status REFILE are requestable via CLIO [suspended 11/20/09-present] • When ReCAP staff return item to shelf item status changes to IN

  9. SCH On Ret/EDD • Item is in a scheduled retrieval/EDD order • It has not been verified • Order has not been closed • Items are not available for further request until returned or cancelled

  10. VER On Ret/EDD • Item is in a scheduled retrieval/EDD order • It has been verified • Order has not been closed • Items are not available for further request until returned or cancelled

  11. PWI/PWD • Permanent Withdrawal Indirect (PWI) and Permanent Withdrawal Direct (PWD) both mean that barcode was DELETED from LAS • PWI: item was OUT before withdrawal • PWD: item was retrieved and withdrawn simultaneously • Barcode data is never purged; if item returns with DELETED barcode it will be sent to CUL as a reject • PWI/PWD status distinguishable in mntitmc.p (LAS)

  12. NOT ON FILE • Barcode is not accessioned at ReCAP • Technically NOT ON FILE is not a status, instead it is a lack of status • Item may have been transferred to ReCAP but has not yet been processed by staff

  13. Change of Status • Schematic on following slide illustrates how status changes in LAS • Arrows indicate how one status may change to another • PWI/PWD depends on the current state of the barcode in LAS (IN or OUT)

  14. Status Schematic In and At Rest INC On WO REFILE NOT ON FILE Out on Retrieval PWI/PWD

  15. Notes • For more information about GFA and LAS see: • http://www.gfatech.com/software-LAS.html • Guide to LAS for CUL staff: • https://www1.columbia.edu/sec/cu/libraries/bts/recap/las.html

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