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ReCAP Update: Butler H&H Summary. Zack Lane ReCAP Coordinator Columbia University 1/21/2010. Summary. Review of new request limit Update on REFILE problem Proposed change to EDD policy Request data analysis Zack takes questions. High Volume Request Limit.

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ReCAP Update: Butler H&H Summary

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Recap update butler h h summary

ReCAP Update:Butler H&H Summary

Zack Lane

ReCAP Coordinator

Columbia University




  • Review of new request limit

  • Update on REFILE problem

  • Proposed change to EDD policy

  • Request data analysis

  • Zack takes questions

High volume request limit

High Volume Request Limit

  • On 11/5 CUL implemented a limit on the total volumes from single title during single request

  • 20 volume limit

  • Limit precedent from Prentis

  • Pop-up alerts patron to limit and provides contact info

High volume request limit1

High Volume Request Limit

  • Prevents large-scale and impulsive requests that put burden on CUL and ReCAP staff

  • Maintains access to longer runs

  • Pop-up provides staff contact info

Pop up display

Pop-up Display

More information

More Information

  • Summary and data analysis can be found at:

Refile problem

REFILE Problem

  • Turnaround time to re-request a book returned to circulation is approx 4+ weeks

  • Staff does not think this is acceptable

  • LITO and ReCAP Coordinator are working to fix

  • Here’s what’s going on…

Item status at recap

In and At Rest



Out on Retrieval



Item Status at ReCAP

Refile problem1

Refile Problem

  • In October 2009 requests for items in REFILE began to fail without CUL staff knowledge

  • After discovery in November 2009 staff opted to prevent request for items in REFILE

Refile problem what patrons see

REFILE Problem: What Patrons See

What can staff do

What Can Staff Do?

  • Contact Zack Lane with

    • Barcode number

    • Delivery location

    • Patron UNI

    • Item will arrive 1-2 business days

Request analysis

Request Analysis

  • Data from CUL’s archive of ReCAP requests

  • Supplemented by granular data from CLIO

  • Accessions data not available for FY10

  • Data has been used for:

    • Net Retrieval Rate

    • High Volume Limit

    • Time of Request

Edd update

EDD Update

  • Any active UNI may be used to make physical and EDD requests from ReCAP

  • Including printing UNIs

  • Suggestion to restrict EDD requests to only current borrowers

  • Permission matches other document delivery services: ILL, BD, HSL, etc.

  • All UNIs may still request physical delivery

Recap totals

ReCAP Totals

  • 3,538,933 total accessions through December 2009

  • 41,252 requests already in FY10



  • Provide relevant data and analysis to decision-making staff

  • Inform selection process for direct-to-ReCAP transfers

  • Help staff better inform patrons

  • Assist policy creation

Retrieval rate

Retrieval Rate

  • Retrieval rate is a measure of collection use

  • Target retrieval rate is 2.00%

  • Percentage of ReCAP collections retrieved during a twelve-month period (Calendar or FY)

  • One technique to gauge overall use

  • Important factor for ReCAP facility staffing model

Data categories


Delivery Location

Default Delivery Location




Patron Group

Bib ID


Publishing Date



Holdings ID

Call Number


Item ID

CLIO Location


Hashed UNI

Year of Request

Month of Request

Day of Request

Hour of Request

Minute of Request

Data Categories

Off glx




  • Data suggest that publication dates 1993-2008 have higher retrieval rate

  • Total volume retrieved is significant: 30,136 (off,glx 17,932)

Request by language

Request by Language

  • 326,591 total requests 2002-2009

  • 203 different languages requested

  • English accounts for 63.27% of all requests

  • Top 10 languages account for 93.53% of all requests

Request by language1

Request by Language

  • 121,467 total requests from off,glx 2002-2009

  • 176 different languages requested from off,glx

  • English accounts for 62.73% of all requests

  • Top 10 languages account for 92.11% of all requests

Language analysis

Language Analysis

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