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

The Offsite Request Button : How it works and when it appears. Zack Lane ReCAP Coordinator April 2011. ReCAP Columbia University . What is the request button ?. Request buttons can be found in CLIO It links patrons with valid UNIs to the online “REQUEST IT from Offsite” webform

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

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  1. The Offsite Request Button: How it works and when it appears Zack Lane ReCAP Coordinator April 2011 ReCAP Columbia University

  2. What is the request button? • Request buttons can be found in CLIO • It links patrons with valid UNIs to the online “REQUEST IT from Offsite” webform • Webform allows patrons to request physical or electronic delivery of Offsite collections I am the request button ReCAP Columbia University

  3. Where is the Request Button? • In CLIO beta the request button is at the right of the holdings information: • In CLIO classic the request button is immediately below the holdings information: ReCAP Columbia University

  4. Summary • New request buttons appear on Friday • Expect 2-hour time lag between CLIO Location flip and appearance of button on Friday • Buttons are immediately active • The appearance and disappearance of buttons depends on master file updates and database maintenance • This presentation will elaborate on how the process works ReCAP Columbia University

  5. Master Barcode File Master Bib Key File Overall Schematic • This schematic outlines how Columbia systems work to generate the request button • Only items with off-site CLIO Locations get a button • More detail to come… Voyager File ReCAP Columbia University

  6. Workflow • There are three streams of workflow that affect CLIO Location and the request button • Mass retrospective: The largest volume of material for ReCAP is processed by MRP • New acquisitions: About 30,000 volumes per year are processed by cataloging units. See Processing New Acquisitions for Offsite • Database maintenance: Residual maintenance affects the appearance and disappearance of the request button ReCAP Columbia University

  7. OPAC Displays: Batch Process and New Acquisitions • CLIO changes for mass retrospective and new acquisitions follow similar paths • OPAC displays are slightly different • Mass Retrospective: • New Acquisitions: ReCAP Columbia University

  8. Two Databases: Voyager (CUL) and LAS (ReCAP) • 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 ILS, designed for library collection management • LAS is a proprietary system designed for high-density library storage facilities Voyager (CUL) LAS (ReCAP) ReCAP Columbia University

  9. File Exchange • 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 Voyager (CUL) LAS (ReCAP) File ReCAP Columbia University

  10. 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 ReCAP Columbia University

  11. Master Barcode File Master BibKey File Overall Schematic • Here is the schematic again with description of what each image represents Voyager File Weekly file of new accessions Added to CUL’s master file of barcodes at ReCAP Result: CUL’s master BibKey file Master barcode file matched to BibKeys in Voyager database Request button appears for every BibKey in the file ReCAP Columbia University

  12. Voyager GFA Weekly Accession 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) = File ReCAP Columbia University

  13. CLIO Location Flip • The file is used to flip CLIO Locations from oncampus to offsite • 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; still no request button in OPAC = File ReCAP Columbia University

  14. Master Barcode File Master Barcode File File 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 = ReCAP Columbia University

  15. Master Barcode File Master BibKey File Master File Checked Against Voyager • The updated master barcode file is checked against all Voyager records • Any match adds a BibKey to the master BibKey file Voyager ReCAP Columbia University

  16. Master BibKey File Master BibKey File Voyager Master BibKey File • The result is a file of BibKey numbers • A BibKey is a unique number assigned to a bibliographic record in Voyager = ReCAP Columbia University

  17. Master BibKey File Request Button Appears • The Master BibKey file adds request buttons to OPAC = ReCAP Columbia University

  18. Voyager Timeframe • There is an approximate 2-hour time lag between the CLIO Location flip and generation of the request button 2 hours ReCAP Columbia University

  19. Review Summary • Request buttons appear every Friday • There is normally a 2-hour time lag between location change and appearance of request button • Request buttons are immediately active Thank you! ReCAP Columbia University

  20. Related Information • 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: IntroductiontoReCAPDatabase (LAS) • Request buttons of the past. CUL has redesigned the request button several times to improve usability: ReCAP Columbia University

  21. More Information Available • 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 ReCAP Columbia University

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