ReCAP Request Mechanisms:

How they work and who uses themZack Lane

ReCAP CoordinatorFebruary 2012

ReCAPColumbia University

Library patrons may request most Offsite collections in CLIO

However◦ Some library patrons do not have full privileges◦ Special collections require curatorial oversight

Staff have access to several request mechanisms designed for quick and convenient access to all Offsite collections

Background

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ReCAP request mechanisms are designed for multiple levels of access

This document will elaborate on these request mechanisms

Below is an overall schematic of these mechanisms

Request Mechanisms

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ReCAP

patron

staff

CLIO

Non-Restricted

Restricted

Contents

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This slide show will cover several topics◦ Overview request mechanisms◦ Schematic ◦ User types◦ Definition of terms◦ Detailed information on each mechanism

To access the mechanisms use CLIO or access the ReCAP Request Form website

For more information see the Request Mechanism website

Request Mechanisms

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

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

Request Mechanisms: Schematic

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ReCAP

patron

staff

CLIO

Non-Restricted

Restricted

Request Mechanisms

1. CLIO

2. Mediated and ILL

3. Restricted Access

4. Non-CLIO

1.

2.

3.

4.

ReCAP User Types

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

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

patron

staff

CLIO

Definition of Terms

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CLIO vs. Non-CLIO Most CUL collections at

ReCAP can be found and requested in CLIO

Some collections can be found but not requested in CLIO

Some collections are not in CLIO at all

Requests for collections not in CLIO are called Non-CLIO Requests

staff

CLIO

Non-CLIO

Definition of Terms

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Restricted vs. Non-CLIO Collections

Some collections can be found but not requested in CLIO: RBML collections, Avery Drawings & Archives (BIBL# 5494198)

Some collections are not in CLIO at all: Business Library’s Corporate reports, orphan barcodes

staff

CLIO

Restricted

Definition of Terms

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Delivery Location:◦ Delivery options are controlled

by both request mechanism and CLIO location

◦ Staff using the Mediated Request have more delivery options than patrons in CLIO

◦ Special staff locations include ILL, Milstein Reserves and processing units

◦ Some collections have few (or a single) authorized delivery locations

Detailed Information

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Patron Options (via CLIO or staff)◦ CLIO◦ Mediated

Staff Options (via ReCAP Request Forms website):◦ Mediated ◦ ILL◦ Restricted access◦ Non-CLIO

CLIO Request Mechanism

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Patrons may only place requests for items with a request button in CLIO

Some Offsite collections may not be requested in CLIO

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 must have borrowing privileges to charge a ReCAP item at Circulation

Some items are In-library use only (non-circulating)

CLIO Request Mechanism

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ReCAP

patron

CLIO

Non-Restricted

Restricted

Request Mechanisms

1. CLIO

1.

Staff Requests

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Staff place requests using one of four methods:◦ Mediated Request◦ ILL Request (Morningside/HSL)◦ Restricted Access Request◦ Non-CLIO Request

Mediated Request

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Staff are encouraged to use Mediated Request for patron and staff requests

Mediated Request offers extra delivery options, including processing departments

Input a Voyager Bib ID to access the request form

Instructions are posted on the ReCAP website. Look under heading “Training Documents” for Mediated Requests

ILL Request

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Used by Morningside, HSL and ReCAP ILL staff

CUL staff route requests to ReCAP’s ILL/BD staff

ILL Requests are identical to Mediate Requests, plus Ariel option for delivery

Mediated and ILL Request Mechanisms

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ReCAP

staff

CLIO

Non-Restricted

Restricted

Request Mechanism

2. Mediated and ILL

2.

Restricted Access Request

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Only authorized staff may place requests

Restricted Access requests are placed for special collections requiring curatorial oversight

Access is controlled by UNI

Contact ReCAP Coordinator to gain access

Restricted Access Request Mechanism

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ReCAP

staff

CLIO

Non-Restricted

Restricted

Request Mechanism

3. Restricted Access

3.

Non-CLIO Request

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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

Non-CLIO Request Mechanism

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ReCAP

staff

CLIO

Non-Restricted

Restricted

Request Mechanism

4. Non-CLIO

4.

Putting It All Together: Schematic

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ReCAP

patron

staff

CLIO

Non-Restricted

Restricted

Modes of Request

1. CLIO

2. Mediated and ILL

3. Restricted Access

4. Non-CLIO

1.

2.

3.

4.

Summary

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There are several request mechanisms for ReCAP material

Patrons request ReCAP material through CLIO or staff mediate

Staff must choose the appropriate request mechanism

Contact recap@libraries.cul.columbia.edu with questions or problems

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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