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Daily deliveries from the ReCAP facility to CUL campus are contracted with Bohren's Moving and Shipping. Access to secure drop-off point for Law Library and Lehman Suite in Greene Hall had been no earlier than 7 a.m., when the doors automatically opened. This lengthened the overall delivery time, requiring it to be the last stop. CUID and swipe access were arranged for the ReCAP courier. Access must be renewed annually.

From the inception of ReCAP, Avery Library had been assigned four customer codes: AC, AD, AR and AV.  Avery Drawings and Archives uses AC and AD.  AR and AV are reserved for print collections. 

General collections were barcoded with AR-prefix barcodes and accessioned with customer code AR.  Customer code AV was not used for collections until 2009.  The Avery Circulation Desk delivery location had been assigned to customer code AV.  All CUL requests for AR collections delivered to AV. 

In preparation to send theses and dissertations from Avery Classics, the two customer codes AR and AV were reconsidered.  Classics collections were barcoded with AV-prefix barcodes and accessioned with customer code AV beginning in February 2009.  A separate delivery location for AV was needed; the same one as AC and AD would be used.

Changes made:

1. ReCAP updates customer code table according to these specifications:
   • AC barcodes deliver to AD and all processing depts
   • AD barcodes deliver to only AD and Princeton Preservation
   • AR barcodes deliver to AR, processing depts and ILL/EDD
   • AV barcodes deliver to AD and all processing depts.
2. LITO adjusts delivery options/default delivery locations for "Avery Library" which loads according to CLIO location (off,ave and off,fax).  Instances of AV are changed to AR.  The two, new CLIO locations associated with AV (off,far and off,avr) are deliverable to "Avery Drawings" (AD) in the Restricted Access request mechanism.
3. LITO adjusts rus to list Avery Library as AR instead of AV.

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Starting June 1, 2009 the ReCAP facility moved to a single-shift staffing model with hours 7:30am-4:00pm.  In current, single-shift model the transfer times are 7:15 a.m., 11:30 a.m. and 2:45 p.m.  Previous to staffing change the last file transfer time was 3:45 p.m.

Change made to EDD citation requirements in response to difficulty processing incomplete citations at ReCAP facility. Patrons are required to input data in the Start and End Page fields for Electronic Delivery requests. Pop-up notice informs patron that data should be input if available and offers staff contact info. Validation does not require numerical data.

A separate report of only offsite collections will be created for the BILO (Binding/In Transit/Labeling Overdue) Report.   Previously offsite locations had been included on the owning departments' BILO report.  It was changed because of the extended timeframe for the routine transfer of items to ReCAP compared to on campus shelving.  For more information on how the Offsite BILO Report is processed see the ReCAP Reports Website.

On November 5, 2009 a 20-volume request limitation was imposed on the number of items a patron can request of a single title at one time. There is no limit to the number total number of items a patron can request per day. A pop-up alerts a patron of the limitation and provides staff contact information if more volumes are needed.

The goal of imposing this limit is to reduce impulsive, large-scale orders that affect staff at both ReCAP and CUL circulation desks.

Data to support this decision can be found here. For more in-depth analysis please refer to ReCAP Data Center.

Change only to abridge customer code BCP to two letters: BC. Implemented because LAS (ReCAP Database) sometimes encounters problems with three-letter customer codes. To accomplish this a new customer code, BC, was created.

Mike Gibbons reports "BC to the COLUMBIA and COLUMALL groups, and associated it with the /home/garyb/outgoing/ FTP directory for reports. BCP stop is still active in case there are any problems or it’s too late for you to switch. I can remove that later when necessary. For now requests can go to both."

Project begun in December 2009 to remove off-site CLIO locations from Temp. Loc. field in item records and move them to Perm. Loc. Display was confusing to staff and created problems when generating certain reports. 51,310 records identified and converted using Voyager Pick and Scan. Items with location "gax" were retrieved and processed by SCMC.

Evidence showed that a few items are newly accessioned at ReCAP every week with "Lost" item status. These items are erroneously included on departments' quarterly NRTN Reports.  ReCAP collections can "jump" to the Retrospective report when the CLIO location changes from xxx to off,xxx and the item had "Lost" Item Status applied 360 days or more in the past.  Item Status "Lost" may have carried over from the Notis environment and not correspond to an active charge.

New category was added to the weekly Accession Report.  Items are listed under heading "barcodes with lost/system applied status."  MRP staff routinely discharges and removes Lost status from record.  Item becomes immediately available for request.

There are two types of Lost status: Lost - System Applied and Lost - Library Applied. The report includes both.

Implementation of an e-mail alert system to confirm that a ReCAP request had been submitted. E-mail notification is sent to patrons and staff. Generated for both physical and electronic delivery. Full citation provided for electronic delivery. Generated for all request mechanisms, including patron via CLIO, Mediate, Restricted Access and Non-CLIO.

In October 2009 Francie Mrkich, Sarah Witte and Zack Lane proposed to create system similar to Borrow Direct notification. Desired elements: citation, patron info, barcode, staff contact info, ability to opt out, time/date of request and general information. ZL consulted with Breck Witte and submitted work order. Approved by ASCC, 3/30/2010.

March 2010 a prototype is available for testing. Test link: https://www1.columbia.edu/sec-cgi-bin/cul/offsite/vie2?key=200444&type=STAF&spec=SUPP

Test link does not submit a request or modify our tracking data (rus). It can be used over and over without generating a real request. When implemented it will apply to all CUL request mechanisms: CLIO, mediated, restricted access and non-CLIO.

Two elements to consider while reviewing. 1) boilerplate information at top and bottom of message and 2) variable request data that loads from request form.

Questions addressed at ASCC, 3/30/2010

• Where will e-mail go if nothing in E-mail field? [3/10 e-mail is required in order to submit request]
• Should patron's name display from Name field rather than UNI? [3/10 updated to display Name]
• How will requester be identified if it is a Mediated request? [3/10 staff UNI not identified in notificaion to patron]
• Option to opt out? [3/10 no, e-mails can be automatically routed by user]
• Can e-mail also be sent to staff in mediated request? [3/10 not immediately feasible or desirable]
• Where should Enum/Chron information be displayed? [3/10 agreement, after barcode]

Current boilerplate text:

"You will be contacted by email (to [patronemail@xxx.xxx]) when the item is available, generally within two business days.
In order to best serve the Columbia community, please request 20 items or fewer per day.  Contact recap@library.columbia.edu with questions and comments. Thank you for using Offsite collections."

Newly agreed procedure for holding record locations and charging during transfer to ReCAP.  For more information about issue see ReCAP Discussion Points website.

1.  For large projects, keep the onsite CLIO location (xxx) and do not charge individual items.   Location will change to off,xxx when ReCAP accessions file is processed.  For more information on location flip see "GET FROM OFFSITE" button : How and when it appears in CLIO.

2.  When processing individual items for ReCAP, set location to xxx4off and charge item to status patron

        a.  If item is routed to BSP, charge to OFFLABL001 or CATBIND001 status patron.  See New Acquisitions for ReCAP : How new acquisitions are routed directly to ReCAP.
        b.  If item is sent direct to ReCAP (including new acquisitions) staff may opt to charge item to DL2RECAPTR status patron.

3.  CLIO locations xxx,anx2 will not be applied to any item in process for ReCAP

The former drop-off point at Lehman Suite changed to room 324B within Lehman Library.  Human Rights archivists had moved office and needed a nearer location to retrieve deliveries.

The stop code RH was changed from "Lehman Suite" to "Human Rights Watch."  ReCAP courier received keys to both the front door of Lehman and room 324B.  Swipe access was arranged at the Security Office in 112 Low.  An improvised room number (324B) was applied to the closet for overnight book returns.