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The Off-site Request Button: How it works and when it appears

The Off-site Request Button: How it works and when it appears. Zack Lane ReCAP Coordinator 9/16/2008. What is the request button?. The request button can be found in CLIO It links patrons with valid UNIs to the online “Request It” form

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The Off-site Request Button: How it works and when it appears

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  1. The Off-site Request Button: How it works and when it appears Zack Lane ReCAP Coordinator 9/16/2008

  2. What is the request button? • The request button can be found in CLIO • It links patrons with valid UNIs to the online “Request It” form • The “Request It” form allows patrons to request physical or electronic delivery of items at ReCAP I am the request button

  3. No request button • A hyperlink stub appears when there is no request button • The stub links to an online location guide • The location guide corresponds to the CLIO location of the holdings • Note: Department location guides are not actively maintained

  4. “Request From OFFSITE” • The “Request From OFFSITE” button appears on Fridays • The appearance and disappearance of buttons depends on master file updates and database maintenance • Following is an overall schematic of the appearance of the request button • This presentation will elaborate on how the process works and when staff may expect the request button to appear

  5. Overall Schematic Master Barcode File Master Bib Key File Voyager Batch

  6. Workflow • There are three streams of workflow that affect CLIO Location and the request button • Batch process: The largest volume of material for ReCAP is processed by MRP. • New acquisitions: About 30k volumes per year are processed by cataloging units. See Processing New Acquisitions for Off-site. • Database maintenance: Residual maintenance affects the appearance and disappearance of the request button

  7. OPAC Displays: Batch Process and New Acquisitions • CLIO changes for batch process and new acquisitions follow the same path • OPAC displays are slightly different: 1. Batch process: 2. New Acquisitions:

  8. Two Databases: Voyager (CUL) and GFA (ReCAP) • Managing collections at ReCAP requires coordination between two institutions, two databases • The two databases are referred to in shorthand as Voyager (CUL) and GFA (ReCAP) • Voyager and GFA contain different, but related, sets of data • Voyager is an ILS, designed for library collection management • GFA is a proprietary system designed for high-density library storage facilities Voyager (CUL) GFA (ReCAP)

  9. Batch File Exchange • Voyager and GFA do not “talk” directly to each other • Batch files are sent back and forth • Batch files are sent daily, weekly or periodically Voyager (CUL) GFA (ReCAP) Batch

  10. Charges in Voyager • It is important to note that charges in Voyager are completely separate from the GFA database • Charges to a patron or status patron affect only the CUL side of the request process • A current charge will prohibit patrons and staff from re-requesting the same item

  11. Batch File Schematic Master Barcode File Master BibKey File Voyager Batch Added to CUL’s master file of barcodes at ReCAP Barcode master file matched to BibKeys in Voyager database Weekly batch file of new accessions Result: CUL’s master file of Bib Keys Appearance of Request Button for each Bib Key

  12. Voyager GFA Weekly Accession Batch File • Every Friday CUL retrieves a batch file of the week’s accessions from GFA • It is a data set of offsite prefixed barcode numbers (see CPM-424 for complete list) = Batch

  13. Location Flip to Offsite • The batch file is used to flip locations to “Offsite” • “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; still no request button Batch

  14. Master Barcode File Master Barcode File Batch Weekly Accessions Added to Master File • The batch file of weekly accessions is added to the CUL’s master barcode file • The master barcode file contains all barcode numbers CUL has transferred to ReCAP =

  15. Master Barcode File Master BibKey File Master File Checked Against Voyager • The updated master barcode file is checked against all Voyager records • Any “match” adds a BibKey to a new file… Voyager

  16. Master BibKey File Master BibKey File Voyager BibKey File • The result is a file of BibKey numbers • A BibKey is a unique number assigned to a bibliographic record in Voyager =

  17. = Request Button Appears • The BibKey file adds request button to CLIO records

  18. Overall Schematic Master Barcode File Master BibKey File Voyager Batch

  19. Timeframe Voyager 2 hours

  20. Summary • Request buttons appear every Friday • There is a 2 hour time lag between location change and appearance of request button • Request buttons are immediately active Thank you!

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