Access PermissionsZack Lane

ReCAP CoordinatorJuly 2013

ReCAPColumbia University

There are two main factors controlling access to ReCAP collections

1. User permissions Who is placing the request?

2. Item permissions What is allowed for the collection?

Factors Controlling Access

ReCAPColumbia University

Who is placing the request?

Patrons : Users place requests in CLIO or may have mediated requests placed by staff.

Staff : Several mechanisms depending on collection and purpose.

User Permissions

ReCAPColumbia University

Clio Classic :

Clio Legacy :

Clio Beta :

Staff Request Forms :

Patron access to online request requires an active UNI

UNI authentication is maintained by CUIT Any active UNI is sufficient to place physical

delivery requests, including printing UNIs

User Permissions

ReCAPColumbia University

EDD requesting requires active borrowing privileges

Alumni may need to re-activate UNI Non-affiliates must contact the Library

Information Office at lio@columbia.edu or (212) 854-7309

User Permissions

ReCAPColumbia University

Active borrowingInactive borrowing

No borrowing

Staff place requests through one of several mechanisms

Access to staff request forms requires active employment and an active UNI

User Permissions

ReCAPColumbia University

Circulation staff will primarily place Mediated Requests on behalf of patrons

See ReCAP Request Mechanisms for more information

Item permissions are *complicated* In short:

◦ CUL controls request permission using CLIO Location

◦ ReCAP controls delivery location using Customer Code

For clarity, the explanation of CLIO Location begins with on-campus collections

Item Permissions

ReCAPColumbia University

CUL is divided into department libraries

Each department library has several different collections

Collections are each assigned a CLIO locations (ital.)

Local access permissions are associated with collection/CLIO location

On-Campus Item Permissions

ReCAPColumbia University

Columbia University Libraries

Avery Library

BurkeLibrary

Ware Coll.war

LC Stacksuts Van Ess

uts,essxx1

See CPM-500 for a complete list of CLIO location codes

595 total (51 for Offsite collections)

CLIO Locations

ReCAPColumbia University

ReCAPColumbia University

Item Permissions at CUL CLIO location is associated with loan period

for both on-campus and Offsite collections Loan period is determined by several

factors◦ CLIO Location◦ Patron Group◦ Item Type

For Offsite collections, CLIO Location also controls delivery options

Delivery options on the request form load according to CLIO Location

Unrestricted collections may be delivered to all campus location; restricted collections often to only one

Delivery Options

ReCAPColumbia University

Special collections at Avery Library

General collections at The Burke Library

Example source code for options in the drop-down menu

For more information see the Delivery Options/Default Delivery Locations

Delivery Options

ReCAPColumbia University

Requests may still fail because ReCAP’s customer code does not permit delivery to a given location (this is a good thing!)

ReCAP is a single, giant shelving space

It contains books from all three partners

Each book is assigned a customer code

Shelves contains only books with same code

Access permissions are determined by customer code

Item Permissions at ReCAP

ReCAPColumbia University

ReCAP

BUBSRSBUUTBU

AVARBUBUBSRH

NANHNANBNLNA

PAPAPKPAPVPT

BURSAVUTBUBU

CUL CUL CULPULNYPL

ReCAPColumbia University

Customer code determines access permission and delivery location for collections at ReCAP

Each code has authorized delivery locations assigned; the full table can be found here

Item Permissions at ReCAP

For more information see the Customer Code website

ReCAPColumbia University

Barcode number is the only piece of data CUL’s and ReCAP’s databases have in common

Customer codes are synchronized with both CLIO Locations and barcode prefix

Synchronization ensures that all requests are permissible

If an improper requests is submitted the customer code table ensures that it will fail

Item Permissions at ReCAP

Failures are few and accidental Most are due to duplicate holdings and are

easily corrected

Once a patron has permission to place requests it works dynamically and with ease

CLIO Location and customer code protect special collections and allow constant, consistent access to all collections

Item Permissions

ReCAPColumbia University