The Offsite Request Link:

How it works and when it appearsZack Lane

ReCAP CoordinatorJuly 2013

ReCAPColumbia University

What is the request link?

ReCAPColumbia University

I am the request

link

It used to be a button! In CLIO Beta it’s a link Request links can be found in CLIO It links patrons with valid UNIs to the online

request webform Webform allows patrons to request physical or

electronic delivery of Offsite collections

ReCAPColumbia University

In CLIO Beta the request link is a blue hyperlink at the right of the screen below the location:

Where is the Request Link?

CLIO Classic CLIO Legacy

New request links appear on Friday Expect 2-hour time lag between CLIO

Location flip and appearance of link on Friday

Links are immediately active The appearance and disappearance of links

depend on master file updates and database maintenance

This presentation will elaborate on how the process works

Summary

ReCAPColumbia University

This schematic outlines how Columbia systems work to generate the request link

Only items with Offsite CLIO Locations get a link

More on the schematic to come…

Overall Schematic

ReCAPColumbia University

Master Barcode File

Master Bib KeyFile

File

Voyager

There are three streams of workflow that affect CLIO Location and the request link1. Mass retrospective: The largest volume of

material for ReCAP is processed by MRP and department staff

2. New acquisitions: About 30,000 volumes per year are processed by cataloging units. See Processing New Acquisitions for Offsite

3. Database maintenance: Residual maintenance affects the appearance and disappearance of the request link

Workflow

ReCAPColumbia University

ReCAPColumbia University

OPAC Displays: Batch Process and New Acquisitions CLIO changes for mass retrospective and

new acquisitions follow similar paths OPAC displays are slightly different1. Mass Retrospective:

2. New Acquisitions:

Managing collections at ReCAP requires coordination between two databases, one at each institution

In shorthand, they are Voyager (CUL) and LAS (ReCAP) Voyager and LAS contain different but related data Voyager is an LMS, designed for library collection

management LAS is a proprietary system designed for high-density

library storage facilities

Two Databases: Voyager (CUL) and LAS (ReCAP)

ReCAPColumbia University

Voyager (CUL) LAS (ReCAP)

Voyager and LAS do not have a dynamic link – they do not “talk” directly to each other

Files are sent or retrieved from one to the other

File exchange takes place daily, weekly or periodically

File Exchange

ReCAPColumbia University

FileVoyager (CUL) LAS (ReCAP)

ReCAPColumbia University

Charges in Voyager It is important to note that charges in

Voyager are completely separate from the LAS database

Charges to a patron or status patron effect only the Columbia side of the request process

A current charge prohibits patrons and staff from re-requesting the same item

Charge to Patron Charge to Status Patron

ReCAPColumbia University

Master Barcode File

Master Bib IDFile

File

Voyager

Here is the schematic again with description of what each image represents

Overall Schematic

Weekly file of new accessions

Added to CUL’s master file of barcodes at ReCAP

Master barcode file matched to Bib IDs in Voyager database

Result: CUL’s master Bib ID file

Request link appears for every Bib ID in the file

Every Friday CUL retrieves a file of the week’s accessions

It is a data set of offsite-prefixed barcode numbers (see CPM-424 for complete list)

Weekly Accession File

ReCAPColumbia University

Voyager GFA

=File

ReCAPColumbia University

CLIO Location Flip The file is used to flip CLIO Locations:

◦ glx flips to off,glx, bus flips to off,bus, etc.◦ glx4off flips to off,glx, bus4off flips to off,bus, etc.

CLIO Location changes occurs but the request link has not yet appeared

File =

ReCAPColumbia University

Weekly Accession File Added to Master Barcode File The file of weekly accessions is added to

CUL’s master barcode file The master barcode file contains all barcode

numbers Columbia has transferred to ReCAP

Master Barcode

FileFile

Master Barcode File =

Master File Checked Against Voyager

ReCAPColumbia University

The updated master barcode file is checked against all Voyager records

Any match adds a Bib ID to the master Bib ID file

Master Barcode File

Master Bib IDFile

Voyager

NB: Orphans

ReCAPColumbia University

Sometimes the barcode is not present in Voyager and a Bib ID match is not found

These barcodes are referred to as orphans Occurs to 0.8% of all barcodes and typically

must be retrieved for resolution

Master Barcode File

Master Bib IDFile

Voyager

Orphans

ReCAPColumbia University

The result is a file of Bib ID numbers A Bib ID is a unique number assigned to a

bibliographic record in Voyager

Master Bib ID File

Master Bib IDFile

Voyager

Master Bib IDFile =

The Master Bib ID file adds request links to OPAC

Request Link Appears

=Master Bib IDFile

ReCAPColumbia University

There is an approximate 2-hour time lag between the CLIO Location flip and generation of the request link

Timeframe

Voyager

ReCAPColumbia University

ReCAPColumbia University

Review Summary Request links appear every Friday There is normally a 2-hour time lag between

location change and appearance of request link

Request links are immediately active

Thank you!

ReCAPColumbia University

Outline of ReCAP Accession : Simplified model of the process of accession at ReCAP

New Acquisitions for ReCAP : How new acquisitions are routed directly to ReCAP

LAS : Introduction to ReCAP Database (LAS) – requires UNI authentication

Request buttons of the past. CUL redesigned the request button several times to improve visibility:

Related Information

For more information about access to ReCAP collections please see Off-site Library Shelving Facility (ReCAP) site on LWeb.

Training documents and data can be found on both the Staff ReCAP website and the ReCAP Data Center

Tailored data sets and analysis will be provided to staff via the ReCAP Coordinator

More Information Available

ReCAPColumbia University