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New Acquisitions Direct to ReCAP : How CUL Units Process New Acquisitions for ReCAP

Learn how Columbia University Library units handle new acquisitions direct to ReCAP, encompassing routing, processing, and cataloging procedures, including detailed schematics and operational practices.

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New Acquisitions Direct to ReCAP : How CUL Units Process New Acquisitions for ReCAP

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  1. New AcquisitionsDirect to ReCAP:How CUL Units Process New Acquisitions for ReCAP Zack Lane ReCAP Coordinator June 21, 2010 rev. May 2, 2011 ReCAP Columbia Univeristy

  2. New Acquisitions for ReCAP • CUL routes approximately 30,000 new acquisitions directly to ReCAP per year • Selectors decide which titles • Physical items move through several CUL units before accession at ReCAP • CPM-177 is an overview of this process • NOTE: No holds or recalls can be placed on material while OPAC Location display reads “For Offsite” (CLIO Loctionxxx4off) • The following schematic outlines the pathways… ReCAP Columbia Univeristy

  3. New Acquisitions via CUL Departments: Schematic Bridgeport MAS SAS MPS and OSMC BSP ReCAP Path1: Binding Path 2: Labeling ReCAP Columbia Univeristy

  4. CUL Units: Abbreviations • MAS: Monograph Acquisition Services • SAS: Serials Acquisition Services • MPS: Monograph Processing Services • OSMC: Original Serial and Monograph Cataloging • BSP: Binding & Shelf Preparation • Bridgeport: Bridgeport National Bindery, Inc. • ReCAP: Research Collections and Preservation Consortium (Offsite) ReCAP Columbia Univeristy

  5. Selection • Selectors indicate which new acquisitions to process for ReCAP • Selectors write location “xxx4off” on T2 Rider slip ReCAP Columbia Univeristy

  6. New Acquisitions Routed to Cataloging Units • New acquisitions arrive from three primary sources: • Books on approval (YBP, Casalini, etc) • Firm and standing orders (title-by-title purchases) • Gifts or other direct accessions • All are routed from acquisition units to cataloging units MAS SAS MPS and OSMC ReCAP Columbia Univeristy

  7. Processing in Cataloging Units • After selector decision items are routed to cataloging units (MPSand OSMC) • Items with standard records are given an offsite barcode (see CPM-424), CLIO location xxx4off, charged to a status patron, and routed to BSP • Avery Library items without standard records go to Avery Backlog with a temporary location • Other items without standard records are processed directly for ReCAP with a preliminary record and MFHD note “‡x Offprecat” for future, batch processing against OCLC ReCAP Columbia Univeristy

  8. Processing Documentation • The following CPM and SCARM documents detail practice for processing new acquisitions for ReCAP: • CPM-165 : Precat and Offsite Preliminary Record Processing • CPM-178 : Processing New Material for Offsite • CPM-179 : Processing New ave/fax Material for Offsite • CPM-679 : Mixed Media Processing: Monographs • SCARM-620 : Adding Volumes to Offsite Sets and Serials ReCAP Columbia Univeristy

  9. Cataloging Units Route to BSP MPS and OSMC • All item routed to BSP have CLIO location xxx4off and are charged to status patron • Cataloging units insert B Rider slip into all items for binding • Items follow one of two paths in BSP: • Binding (charged to CATBIND001) • Labeling (charged to OFFLABL001) BSP Path1: Binding Path 2: Labeling ReCAP Columbia Univeristy

  10. OPAC Display • Cataloging units code transitional location xxx4off • OPAC displays location: “For Offsite” • Items are charged to one of two status patrons according to CPM-403 • CATBIND001 displays “In binding preparation. Try BorrowDirect or ILL” • OFFLABL001 displays “En route to Offsite. Try BorrowDirect or ILL” ReCAP Columbia Univeristy

  11. Path 1: Binding Bridgeport BSP ReCAP Path1: Binding ReCAP Columbia Univeristy

  12. Path 1: Binding • On arrival, BSP charges item to status patron BSPBIND001 • BSP completes binding slip and routes items to Bridgeport National Bindery, Inc. • After return to CUL, items are staged in Shipping & Receiving for pick up • Bohren’s courier picks up new acquisitions daily • Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up ReCAP Columbia Univeristy

  13. Path 1: Binding OPAC Display • CLIO location xxx4off has not changed • BSP charges items to At Bindery status patron: BSPBIND001 • OPAC displays status: “At Bindery. Try Borrow Direct or ILL.” ReCAP Columbia Univeristy

  14. Path 2: Labeling BSP ReCAP Path 2: Labeling ReCAP Columbia Univeristy

  15. Path 2: Labeling • On arrival BSP does not charge items • New acquisitions for ReCAP do not receive a spine label • BSP adds ownership stamps and security tape • Items are staged in Shipping & Receiving for pick up • Bohren’s courier picks up new acquisitions daily • Items will be available for request in CLIO two to four weeks from time of Bohren’s pick up ReCAP Columbia Univeristy

  16. Path 2: Labeling OPAC Display • CLIO location xxx4off has not changed • BSP does not charge item • Item remains charged to OFFLABL001 • OPAC display changes only after accession at ReCAP ReCAP Columbia Univeristy

  17. Routing to ReCAP BSP ReCAP ReCAP Columbia Univeristy

  18. Routing to ReCAP • New acquisitions are staged in Shipping & Receiving (S&R) • Items are staged on yellow, wooden carts according to customer code • S&R staff wrap wooden carts with plastic wrap • Bohren’s courier picks up new acquisitions daily • Items arrive at ReCAP charged to status patron • Items will be available for request in CLIO 2 to 4 weeks from time of Bohren’s pick up ReCAP Columbia Univeristy

  19. Other Issues • Discharge of items is performed by CUL staff every Friday. For more information see Accession Reports • Some items become lost during the process. For more information about how staff resolve see BILO (BIND/LABL/INTR Overdue ) Report • BSP tracks the number of items routed to S&R on wooden carts • Circulation data is available to track the total charges to CLIO locations with format xxx4off ReCAP Columbia Univeristy

  20. After Accession at ReCAP • After accession at ReCAP, CLIO location changes to off,xxx • “Request from Offsite” button appears • “RECAP LOAD” text appears in MFHD History • Item must be discharged before patron request • Discharge is performed every Friday ReCAP Columbia Univeristy

  21. Related Information • The Offsite Request Button : How it works and when it appears • Outline of ReCAP Accession : Simplified model of the process of accession at ReCAP • ReCAP-related Reports : Reconciliation, BILO, NTRN, Accession and Onsite Mis-shelving • CLIO Documentation : Link to all CPM and SCARM documentation, UNI/password required ReCAP Columbia Univeristy

  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 Univeristy

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