the offsite request link: how it works and when it appears
DESCRIPTION
The Offsite Request Link: How it works and when it appears. Zack Lane ReCAP Coordinator July 2013. ReCAP Columbia University . What is the request link?. It used to be a button! In CLIO Beta it’s a link Request links can be found in CLIO - PowerPoint PPT PresentationTRANSCRIPT
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