Post on 12-Jan-2016
Outline of ReCAP Accession
Zack Lane
Recap Coordinator
9/12/08 rev. 12/6/2010
How ReCAP Accession Works
• This presentation provides a simplified outline of how books are accessioned at ReCAP
• It visualizes the changes to both physical objects and database records
• The purpose is to inform staff about the basic steps of processing and accession
Accession
• Accession happens when ReCAP staff adds an item to the off-site collection
• The physical object must be transferred to ReCAP, prepared with a unique barcode
• After accession, CUL updates local systems to reflect change
• The two institutions have separate locations and databases
• This is visualized in a basic schematic…
Accession Schematic
Columbia ReCAP
Schematic
• Schematic illustrates simplified version of accession process
• Bottom half represents the physical object
• Top half represents the database – CUL CLIO lists 3 elements: CLIO location,
Item Type and barcode– ReCAP LAS lists 3 elements: barcode,
customer code and shelf location
Accession: Stages
There are four basic stages during the processing, transfer and accession of ReCAP items:
1. On Shelf at CUL
2. Processed for ReCAP
3. Accessioned at ReCAP
4. Requestable in CLIO
1. On Shelf at CUL
• Volumes are on the shelf in CUL collections
• Bibliographic records may or may not be present in CLIO
• Existing bibliographic records in CLIO may or may not have complete record structures: BIBL / HOLD / ITEM
1. On Shelf at CUL
glxcirc
0012345
Columbia ReCAP
2. Processed for ReCAP
• Physical items are given offsite barcodes on the front cover
• Staff verifies complete bibliographic structure, including offsite barcode in the item record
• Physical volumes are staged for transfer
• Transfer conducted by Clancy-Cullen
2. Processed for ReCAP
glxcirc
CU12345
Columbia ReCAP
3. Accession at ReCAP
• ReCAP assesses condition; poor condition items and mis-barcoded items are rejected
• ReCAP scans barcodes into LAS database
• LAS database records contain: 1) barcode, 2) customer code and 3) shelf location data
• Customer code controls access permissions such as delivery location
3. Accessioned at ReCAP
glxcirc
CU12345
CU12345CU
[shelf#]
Columbia ReCAP
4. Requestable in CLIO
• CUL retrieves batch files of weekly accessions on Fridays
• CLIO location flips to Offsite (e.g. glx to off,glx
• “GET FROM OFFSITE” button appears in CLIO
• Item can now be requested for physical delivery or EDD (electronic document delivery)
4. Requestable in CLIO
off,glxcirc
CU12345
CU12345CU
[shelf#]
Columbia ReCAP
After Accession
• Once accessioned, both patrons and staff may request via CLIO
• Other request mechanisms are available to staff
• Library users lacking request privileges may have staff retrieve items
Statistics
• Accession data is collected by both ReCAP and CUL
• ReCAP tallies the total number of barcodes according to customer code
• CUL retrieves granular data CLIO data from barcode set