Processing New Acquisitions for ReCAP

9/9/2008 rev. 6/21/2010Zack Lane

ReCAP Coordinator

Related Documentation:CPM-165 : Precat and Offsite Preliminary Record Processing

CPM-177: Workflow for newly-cataloged items for ReCAPCPM-178: Processing New Material for Offsite

CPM-179: Processing New ave/fax Material for OffsiteCPM-403: Charging Item Records

CPM-679: Mixed Media Processing: MonographsSCARM-620: Adding Volumes to Offsite Sets and Serials

Power Point: “Requests From OFFSITE Button: How and when it appears in CLIO

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 location xxx4off)

• The following schematic outlines the pathways…

MAS

MPS / OSMC / SCMC BSP ReCAP

BridgeportSAS

Schematic

Path1 (Binding)

Path 2 (Labeling)

Selection

• Selectors indicate which new acquisitions to process for ReCAP

• Selectors write location “xxx4off” on T2 Rider slip

• Volumes are given orange flag by MAS

• Orange flag distinguishes new acquisitions destined for ReCAP

Selection

• Selectors indicate which new acquisitions to process for ReCAP

• Selectors write location “xxx4off” on T2 Rider slip

• Volumes are given orange flag by MAS

• Orange flag distinguishes new acquisitions destined for ReCAP

New Acquisitions Routed to Cataloging Units

New acquisitions arrive from three primary sources:

1. Books on approval (YBP, Casalini, etc.)

2. Firm and standing orders (title-by-title purchases)

3. Gifts or other direct accessions

MAS

MPS / OSMC / SCMC

SAS

Processing in MPS/OSMC/SCMC• After selector decision items are routed to

cataloging units (MPS, OSMC and SCMC)• 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 the Avery Backlog with a temporary location

• Other items without standard records are processed directly for RECAP with a preliminary record and MFHD note for future, batch processing against OCLC

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

Cataloging Units Route to BSP

• All items 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:1. Binding (charged to CATBIND001)2. Labeling (charged to OFFLABL001)

MPS / OSMC / SCMC BSP

Path1 (Binding)

Path 2 (Labeling)

OPAC Display

• Cataloging units code transition location xxx4off

• OPAC displays location: “For Offsite”

• Items are charged to one of two status patrons according to CPM-403: CATBIND001 or OFFLABL001

• OPAC displays status: “In binding preparation. Try BorrowDirect of ILL” or “In Shelf Preparation. Try Borrow Direct of ILL”

Path 1: Binding

BSP ReCAP

Bridgeport

Path1 (Binding)

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

Path 1: 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.”

Path 2: Labeling

BSP ReCAPPath 2 (Labeling)

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

Path 2: 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

Routing to ReCAP

BSP ReCAP

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 wraps 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 two to

four weeks from time of Bohren’s pick up

Other Issues

• Discharge of items is performed by CUL staff every Friday. For more information see Reconciliation Reports

• Some items become lost during the process. For more information see BILO (BIND/LABL/INTR Overdue) Report

• BSP counts 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

After Accession at ReCAP

• After accession at ReCAP, CLIO location changes to off,xxx

• “GET FROM OFFSITE” button appears

• “RECAP LOAD” text appears in MFHD History

• Items must be discharged before patron request

• Discharge is performed every Friday

• For more information: GET FROM OFFSITE Button: How and when it appears in CLIO