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 [email protected] 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
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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