New AcquisitionsDirect to ReCAP:

How CUL Units Process New Acquisitions for ReCAP

Zack LaneReCAP Coordinator

May 2011

ReCAPColumbia University

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 Loction xxx4off)

The following schematic outlines the pathways…

New Acquisitions for ReCAP

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New Acquisitions via CUL Departments: Schematic

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MAS

MPS and OSMC BSP ReCAP

BridgeportSAS

Path1: Binding

Path 2: Labeling

MAS: Monograph Acquisition Services SAS: Serials Acquisition Services MPS: Monograph Processing Services OSMC: Original Serial and Monograph

Cataloging BSP: Binding & Shelf Preparation Bridgeport: Bridgeport National Bindery,

Inc. ReCAP: Research Collections and

Preservation Consortium (Offsite)

CUL Units: Abbreviations

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Selectors indicate which new acquisitions to process for ReCAP

Selectors write location “xxx4off” on T2 Rider slip

Selection

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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

All are routed from acquisition units to cataloging units

New Acquisitions Routed to Cataloging Units

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MAS

MPS and OSMC

SAS

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Processing in Cataloging Units After selector decision items are routed to

cataloging units (MPS and OSMC) 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 to Avery Backlog with a temporary location

Other items without standard records are processed directly for ReCAP with a preliminary record and MFHD note “‡x Offprecat” for future, batch processing against OCLC

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

Processing Documentation

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Cataloging Units Route to BSP

All item 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 and OSMC BSP

Path1: Binding

Path 2: Labeling

Cataloging units code transitional location xxx4off

OPAC displays location: “For Offsite”

Items are charged to one of two status patrons according to CPM-403

CATBIND001 displays “In binding preparation. Try BorrowDirect or ILL”

OFFLABL001 displays “En route to Offsite. Try BorrowDirect or ILL”

OPAC Display

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Path 1: Binding

BSP ReCAP

Bridgeport

Path1: Binding

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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

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Path 1: Binding 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.”

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Path 2: Labeling

BSP ReCAPPath 2: Labeling

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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

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Path 2: Labeling 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

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Routing to ReCAP

BSP ReCAP

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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 staff wrap 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 2 to 4

weeks from time of Bohren’s pick up

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Other Issues Discharge of items is performed by CUL staff

every Friday. For more information see Accession Reports

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

BSP tracks 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

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After Accession at ReCAP

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

“Request from Offsite” button appears

“RECAP LOAD” text appears in MFHD History

Item must be discharged before patron request

Discharge is performed every Friday

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The Offsite Request Button : How it works and when it appears

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

ReCAP-related Reports : Reconciliation, BILO, NTRN, Accession and Onsite Mis-shelving

CLIO Documentation : Link to all CPM and SCARM documentation, UNI/password required

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

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