ReCAP Request Mechanisms

1. ReCAP Request Mechanisms 9/15/2008 revised 1/12/2009, 11/4/2010 Zack Lane ReCAP Coordinator

2. Background • Library patrons may request most off-site collections in CLIO However… • Some library patrons do not have full privileges • Special collections require curatorial oversight Staff have access to several request mechanisms, designed for quick and convenient access to all off-site collections

3. patron CLIO Non-Restricted ReCAP staff Restricted Request Mechanisms • ReCAP request mechanisms are designed for multiple levels of access • This document will elaborate on these request mechanisms • Below is an overall schematic of these mechanisms

4. Contents This slide show will cover several topics • Overview request mechanisms • Schematic • User types • Definitions of terms • Detailed information on each mechanism To access the mechanisms use CLIO or access the ReCAP Request Forms website For more information see the Request Mechanism website

5. Request Mechanisms 1) Patrons place requests in CLIO. Patrons may also have mediated requests placed by staff. 2) Staff have several methods of placing requests. Access to the ReCAP Request Forms website is controlled by UNI.

6. Request Mechanisms: Schematic patron 1. CLIO Non-Restricted ReCAP staff 2. Restricted 3. • Request Mechanisms • CLIO • Mediated and ILL • Restricted Access • Non-CLIO 4.

7. patron CLIO staff ReCAP User Types 1) Patrons place requests in CLIO. Patrons may also have mediated requests placed by staff. 2) Staff have several methods of placing requests. Access to the ReCAP Request Forms website is controlled by UNI.

8. CLIO staff Definition of Terms CLIO vs. Non-CLIO: • Most CUL collections at ReCAP can be found and requested in CLIO • Some collections can be found but not requested in CLIO • Some collections are not in CLIO at all • Requests for collections not in CLIO are called Non-CLIO Requests Non-CLIO

9. CLIO staff Restricted Definition of Terms Restricted vs. Non-CLIO Collections • Some collections can be found but not requested in CLIO: RBML collections Avery Drawings & Archives (BIBL# 5494198) • Some collections are not in CLIO at all: Business Library’s Corporate reports Science Fiction Backlog (BIBL# 6936946)

10. Definition of Terms Delivery Location: • Delivery options are controlled by both request mechanism and CLIO location • Staff using the Mediated Request have more delivery options than patrons in CLIO • Special staff locations include ILL, Milstein Reserves and processing units • Some collections have few (or one!) authorized delivery locations

11. Detailed Information Patron Options (via CLIO or staff): • CLIO • Mediated Staff Options (via ReCAP Request Forms website): • Mediated • ILL • Restricted access • Non-CLIO

12. CLIO Request Mechanism • Patrons may only place requests for items with a request button in CLIO • Some off-site collections may not be requested in CLIO • Any valid UNI will allow request in CLIO, printing UNIs included • A UNI may not have a [uni]@columbia.edu email address for notification • Patron must have borrowing privileges to charge a ReCAP item at Circulation • Some items are In-library use only (non-circulating)

13. CLIO Request Mechanism patron 1. CLIO Non-Restricted ReCAP Restricted • Request Mechanisms • CLIO

14. Staff Requests Staff place requests using one of four methods: • Mediated Request • ILL Request (Morningside/HSL) • Restricted Access Request • Non-CLIO Request

15. Mediated Request • Staff are encouraged to use Mediated Request for patron and staff requests • Mediated Requests displays extra delivery options, including processing departments • Input a Voyager Bib ID to access the request form • Instructions are on posted on ReCAP website. Look under heading “Training Documents” for Mediated Requests

16. ILL Request • Used exclusively by CUL ILL and ReCAP ILL staff • CUL staff route requests to ReCAP’s ILL/BD staff • ILL Requests are identical to Mediated Requests, plus Ariel option for delivery

17. Mediated and ILL Request Mechanisms CLIO Non-Restricted ReCAP staff 2. Restricted • Request Mechanism • 2. Mediated and ILL

18. Restricted Access Request • Only authorized staff may place requests • Restricted Access requests are placed for special collections requiring curatorial oversight • Access is controlled by UNI • Contact ReCAP Coordinator to gain access

19. Restricted Access Request Mechanism CLIO Non-Restricted ReCAP staff Restricted 3. • Request Mechanism • 3. Restricted Access

20. Non-CLIO Request • Non-CLIO requests are for items accessioned at ReCAP but not in CLIO • All staff can access this request form • Typically these items were moved in bulk for future processing, e.g. Business Library’s Corporate Reports • Requests are still subject to delivery limitations

21. Non-CLIO Request Mechanism CLIO Non-Restricted ReCAP staff Restricted • Request Mechanism • 4. Non-CLIO 4.

22. Putting It All Together: Schematic patron 1. CLIO Non-Restricted ReCAP staff 2. Restricted 3. • Modes of Request • CLIO • Mediated and ILL • Restricted Access • Non-CLIO 4.

23. Summary • There are several request mechanisms for ReCAP material • Patrons request ReCAP material through CLIO or staff mediation • Staff must choose the appropriate request mechanism • Contact recap@libraries.cul.columbia.edu with questions or problems