Columbia University and ReCAP

July 24, 2008

Zack LaneReCAP Coordinator

zl2114@columbia.edu(212) 851-5621

What does “ReCAP” mean?

ReCAP is an acronym for Research Collections and Preservation Consortium

The facility is shared between Columbia University, Princeton University and New York Public Library

It provides a secure environment to provide quick access to low-use collections

What is ReCAP?

• It is a high density, environment controlled storage facility

• Libraries have long sought efficient methods to store large collections

• The facility is designed on the “Harvard Model.”

• The Harvard Depository was built in 1986; ReCAP opened in 2002.

Where is ReCAP?

ReCAP is located on Princeton University’s Forrestal Campus, in Plainsboro, New Jersey.

How Large is ReCAP?

ReCAP currently holds 6.78 million volumes in five completed modules; 3.02 million belong to CUL.

Access Service Viewpoint

ReCAP functions as an integral part of Columbia University Libraries print collection

Quick access is critical to the function of ReCAP

Transfer, request and delivery mechanisms are a combination of automated and human process

Request Permissions

• Who can place requests?

1) Patrons: place requests in CLIO. Patrons may also have mediated requests placed by staff.

2) Staff: have several methods of placing requests. Access to the ReCAP Request Forms is controlled by UNI.

Request schematic

ReCAP

Patron

CLIO

Staff

Patron Request Schematic

ReCAP

Patron

CLIO

Patron Requests

• May only be placed for public CLIO locations (e.g. off,rbms is non-public and does not display request buttons)

• Any valid UNI will allow request in CLIO, printing UNIs included

• A UNI may not have a [uni]@columbia.edu email address for notification

Patron Requests cont.

• Patron must have borrowing privileges to check out ReCAP items

• Many items are In-Library Use Only and do not circulate

• Patrons are notified by email about circulation status

Staff Requests

Staff place requests using one of 5 methods:

1. Public Request

2. Mediated Request

3. ILL Request

4. Non-CLIO Request

5. Restricted Access Request

Public, Mediated and ILL Schematic

ReCAPCLIO

Staff

Public Requests

• Public Requests are now equivalent to Mediated Requests

• Previously the email field was auto-filled with a patron’s email address and locked

• Many Alumni have not set up email forwarding

• Some patrons don’t have [uni]@columbia.edu emails

Mediated Request

• Mediated requests are used for visiting scholars and other patrons without UNIs

• Use the Voyager Bib ID number to access the “Request It” page

• Instructions are on posted on ReCAP website. Click on link to Mediated Requests.

ILL Request

• Used primarily for ILL and Borrow Direct transactions

• ILL Requests are identical to Mediated Requests

Non-CLIO Request Schematic

ReCAPCLIO

Staff

Non-CLIO Request

• Non-CLIO requests are for items accessioned at ReCAP but not in CLIO

• All staff can access this request form

• Typically these items were moved in bulk for future processing, e.g. Business Library’s Corporate Reports

• Requests are still subject to delivery limitations

Restricted Access Schematic

ReCAPCLIO

Staff

Restricted Access Request

• Restricted requests are placed for non-public CLIO locations (e.g. off,rbms)

• Access to the site is limited by control file

• Only authorized staff may place requests

Request schematic (again)

ReCAP

Patron

CLIO

Staff

Transfer/Accession Diagram

On Shelf at CUL

glxcirc

0012345

Processed for Transfer to ReCAP

glxcirc

CU12345

Accession at ReCAP

• ReCAP scans barcodes into GFA database with pre-determined customer codes

• Customer code limits collection and delivery permission

• GFA database contain only 1) barcode, 2) customer code and 3)shelf location data

Accessioned at ReCAP

glxcirc

CU12345

CU12345CU

Mod1Bay4

Shelf3

Requestable in CLIO

off,glxcirc

CU12345

CU12345CU

Mod1Bay4

Shelf3

“off,xxx” and Request Button

• Batch file of newly accessioned barcodes sent to CUL every Friday

• CLIO locations are flipped to “off,xxx” from this file

• Request button appears

• Lag time between location flip and appearance of request button is 1-2 hours

Timeframe

Voyager