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