CUL - Main Content

Barcodes that have been charged to a BILO status patron for more than 12 months are charged to one of two status patrons: RCPMISS001 or RCPMISS002.

• Correct any obviously mis-scanned barcodes, check LAS to verify it is IN
• Onsite barcodes are likely orphans; check each one to see if it there are two ITEM records for same volume.  If second ITEM is at ReCAP, discharge and delete the "ghost" ITEM
• Check Hierarchy for irregularities and request volumes as needed
• Batch query LAS status of unresolved barcodes
• RCPMISS001 is used for all items that are currently NOT ON FILE at ReCAP (have not been accessioned)
• RCPMISS002 is used for all items that are currently OUT at ReCAP (accessioned and retrieved)
• If barcode status is DELETED, discharge item

It is not worthwhile conducting shelf search for items on BILO report.  Experiement search in Fall 2011 found no books.

If an item charged to either status patron is accessioned or returned, it will be automatically discharged by MRP as part of the weekly Accession Report.  If not accessioned or returned, items will flow onto departmental NRTN reports to be searched, replaced or withdrawn.

Exception reports are daily reports resulting from circulation activity. 

They are generated daily for departments and stored in individual circ desk folders on the L: drive.  For Delivery Services they may be found in 2 places:

• Borrow Direct/ILL are in L:\Lito-Circulation-Reports\Borrow Direct
  
• Offsite are emailed daily to recap@library.columbia.edu.  These were created in August 2011 and include offsite CLIO Locations from all happening locations.

1. Missing In Transit
2. Transaction Related Exceptions
3. Item Related Exceptions

Represents the total activity each business day in the Borrow Direct happening location. 

The majority of the activity will be performed by bdrelais, representing items that were charged during Shipping or discharged during Completing.

Staff UNIs will appear, corresponding both to activities related to Front Desk Duty and collection maintenance follow up for books not found on shelf.

When an item is discharged from a non-owning happening location it is assigned status "In Transit Discharged."  If it is not discharged from the owning happening location after 7 days, it is considered missing and included on this report.  Only items with Perm Loc off,xxx will appear on this report.  The number of items on this report fluctuates from day to day.

The number of items on this report depends on one of three factors: 1) CUL staff discharging from the correct happening location, 2) timely resolution of the Reconciliation Report, and 3) timely check-in of returns by ReCAP staff.

Statistics are compiled monthly to monitor overall trends and once annually longstanding (12+ months) items are charged to Missing.  An indication of a systematic problem is a monthly report of 100+ persisting titles.  Longstanding items should be evaluated on title-by-title basis before charging.

Most items are routinely resolved every Friday as part of the Reconciliation Report.  They were accidentally, improperly discharged at time of return or in processing before transfer.

Reserve books may be improperly discharged.  Books can be found on shelf but OPAC display indicates unavailability.  A new column for Temp. Loc. was added to the report on 10/26/2011 to quickly identify Reserve books with location xxx,res. Alert relevant Reserve desk staff to verify and discharge.

Notes:

Report was revised on 1/20/2012.  Only Monday report had included all happening locations and included many duplicate entries.  Both issues resolved by eo33.

Periodically check LAS status by batch file, some new accessions are not discharged properly. 

Items that persist on this report longer than six months can be charged to RCPMISS002.

Problem categories and resolutions:

• xxx,res Temp. Loc. : refer to relevant Reserve desk to verify and discharge
• xxx2xxx Temp. Loc. : if LAS status is IN or REF, clear Temp. Loc. and discharge

Once annually charge items to RCPMISS002 that have been In Transit for more than 12 months.

Items with designated Item Statuses assigned.

• Cataloging Review : ignore if barcode begins OTF
  

Represent items that were recalled using the Borrow Direct status patron BDSTAFF001.  All can be ignored since the returns are immediately routed back to the lending partner.

Item Related Exceptions represent items that either have a policy group or Item Status issue.  There are many different types of exception, only a few require staff action:

1. Lost Item Charged : Remove Lost Item Status in Voyager, find associated patron fines in Circulation module and dismiss any corresponding fines as appropriate
   
2. Lost Item Discharged : Remove Lost Item Status in Voyager, find associated patron fines in Circulation module and dismiss any corresponding fines as appropriate
   
3. Missing Item Charged : Remove Missing Item Status in Voyager
4. Withdrawn Item Charged : Remove Withdrawn Item Status in Voyager
   
5. Foreign Item Charged : No action

Background:

This report is run quarterly and includes all items charged to the 5 missing status patrons that belong to Delivery Services.  The goal is to perform a mid-point search between the initial search performed by Delivery Services staff and the formal, quarterly searches performed by Butler Collection Maintenance and outside library staff.

Within 3 to 6 months after the initial charge date all items flow onto departmental NRTN reports.  NRTN reports are run quarterly and progress through 3 stages: Search, Selector and Withdrawal.

Process:

Add 2 new columns to the report:

• FIRST_OCCURANCE = Value is based on the FY quarter.  Tracks how long each request has been on this report.  Items that have been searched 4 times should not be searched again.
• DEPARTMENT = Use the CLIO Location to assign a text label for the department.  Iidentifies where the book should be searched.

Split the list into sub-units for systematic searching: ILL QR#5 Missing Status Patron Report - Search Instructions.  All found books are to be discharged.  If the barcode does not match, pull all matching call numbers for a supervisor to verify.

1. Butler
2. Butler Other (includes graduate study reading rooms, Paterno, etc)
3. Milstein
4. Milstein-Barnard
5. Lehman, Journalism & Social Work (send to jp43, aeb2243 and kk18)
6. All other Outside Libraries
7. Health Sciences (send to Gene Robinson)
8. Offsite

Background:

This report is run quarterly and includes all items charged to active Interlibrary Loan status patrons.

Note: At ASCC on 8/22/17 it was agreed that department staff will cease charging outgoing ILL loans to their department's status patron.  All outgoing loans from ZCU and RECAP are charged to GLXILL0001 and GLXILL0009 respectively.

All books are meant to be searched on a quarterly basis.  Search list consists of all items that have been charged for more than 6 months since generation of report.  Most items have been lost/damaged or are long overdue to the partner's patron.  Find rate is expected to be low.  Found books were likely missed during processing. 

Procedure:

1. Search all items that have been charged for more than 4 months
2. Recall all items that have been charged 7-12 months
3. Recall and invoice all items that have been charged 13+ months
   
4. Student workers search by call number and verify match by barcode
5. All search results are noted on the search list and found books given to Supervisor for verification and discharge
   
6. Books not found that have been charged for 13+ months will be charged to ILLMISS005
7. Note: best practice to check the ILLiad record of books 13+ months - if noted as missing or damaged, bill the borrowing institution

Note: In summer 2016 the workflow for long overdue ILL books began to be integrated with that established for Borrow Direct.  All items 12+ months overdue were charged to ILLMISS005.

Background:

This report is run quarterly and includes all items that have a non-standard Temp Loc.

It includes both active OTFs and genuine mistakes.  Some departments use Temp Loc INTR to indicate a book has been transferred for Reserves in another department.

The primary errors to clear up are Temp Loc adm for Offsite collections.

Purpose: Used to identify ReCAP books potentially mis-shelved on campus after circ return.

Background: CUL staff occassionally mis-shelve Offsite collections on campus instead of returning them to ReCAP.  All ReCAP items have a barcode placed in the top left corner of the front cover.  To assist with identification, incoming deliveries have a pink RECAP sticker applied to the spine or front cover by circulation staff.  The pink sticker distinguishes requests from books in process for new accession. 

Shelving mistakes occur in low quantities, typically when the pink sticker is not applied to the spine.  In 2008 CUL staff reported to the ReCAP Coordinator that ReCAP books had been found mis-shelved on campus.  In Spring 2009 a library school intern was assigned to systematically identify and resolve mis-shelvings.  From the initial project developed a report and procedure to find missing books.

It's recommended that a search be conducted once a year.  All missing books may be charged to status patron RCPMISS003.

Procedure:  Once annually generate a report identifying candidate barcodes.  Over 2-3 months perform a sequence of LAS status queries to narrow down candidates to search.  Bibliographic data from Voyager is added to aid searching. 

An actionable report can not be generated until several weeks after initial query.  Many items are in-transit and must be given time to arrive at their destination, whether they are being delivered to campus or returning to ReCAP.

Steps to generate search list:

1. Identify candidate barcodes: Contact LITO to run a report of barcodes that meet three criteria: a) OUT status at ReCAP, b) no active charge in CLIO and c) ITEM record does not have a Temp. Loc. (i.e. not on Reserve).  Request as standard report witte@bearberry:~/offsite.d/zack/zackrpt3.  Output comes in email text that must be reformatted in an MS Excel worksheet.  Includes four categories of data: a) barcode, b) customer code, c) retrieval date and d) days OUT from ReCAP.  This report includes items in-transit to and from ReCAP.  Given time, most of these barcodes will either be refiled at ReCAP or charged in Voyager.
   
2. Obtain granular data for barcodes: Contact LITO to add CLIO data to the set of barcodes.  Data categories to add include: a) CLIO location, b) Title, c) active charge, d) suppressed HLDG and e) call number.  Output is a MS Excel  file that includes columnar data.  Exclude all items with an active charge or suppressed.  Resolve incomplete withdrawals. 
3. (Re)Query the status of barcode file: Contact LITO to batch query the current status of the barcodes.  Send barcode list as a .txt file.  Update list by excluding barcodes that do not have status Out on Ret from ReCAP.  Retain only barcodes with Out status for the report.  Retain data categories: barcode, customer code, status and date.  Re-query at least two times.
   
4. Onsite shelving search: Issue departmental reports for onsite shelving search.  Ignore non-print collections.  Charge not found books to RCPMISS003.
   
5. Process flows to NRTN Report: If an item is returned to ReCAP, it will be automatically discharged and become accessible.  If the book remains charged to Missing it will flow onto the NRTN Report.  Department libraries (re)search on shelf for items.  If not found they are replaced or withdrawn according to department practice.

NRTN is an abbreviation of "Not Returned."  Quarterly NRTN reports list items with "Lost" Item Status.  They are generated in four sections: Search, Selector, Withdraw, and Retrospective.  All can be found online.  Offsite collections appear on both the Offsite reports and department reports.

The primary reasons that offsite collections become lost are:

• Overdue to patron
• "Lost" status not cleared after return at Circulation
  
• Item part of Preservation or BSP backlog
• Multi-media item with obsolete, post-binding item record

Each CUL department handles NRTN reports differently according to local search routine.  See DCMM-244, DCM-246 and DCMM-248 for more information.

Resolution of both current and restrospective NRTN reports involves checking the current status of barcode in LAS database.  Status query is ReCAP equivalent of a shelf search.  The goal is to remove "Lost" status whenever appropriate.  All items should ideally be searched on campus at the owning library.

It is important to maintain integrity of verified Offsite collections.  If an item has LAS status NOT ON FILE, change the CLIO location from off,xxx to xxx4off.  All items that have status OUT should already be charged to a patron or status patron.  Patron charges (and fines) must be left in place.  Resolution of status patron charges should be done in consultation with department staff.

Small quantities of new accessions with "Lost" Item Status are now identified and resolved weekly on the Accession Report.   "Lost" Item Status may date back to 1999.  "Lost" Item Status prevents request.

Resolutions:

• IN or REF : Remove Lost status
• NOT ON FILE : delete ITEM or flip location as appropriate
• OUT : no action
  
• PWI or PWD : no action
  

In September 2012 a large-scale project was designed to resolve outstanding orphan barcoces.  An Action Plan (.docx) was created to detail how 16,715 CU and CR barcodes will be completed over three years by student worker staff.  Approximately 25 barcodes will be retrieved from ReCAP per business day until the end of December 2015.

For more information see related project documentation:

• Flowchart (.xlsx)
• Stat Sheet (.xlsx)
• CLIO Loation Flip Guide (.docx)

Other customer codes will be resolved by deparment staff: AD, AR, AV, HR, HS, RS and UA.

Spring 2009 intern project to explore resolving orphan barcodes systematically. 

Documentation: Flowchart (.xls)

Some East Asian orphans can be identified by customer code EV.  In Summer 2010, 3,695 orphan barcodes were encoded EV.  The vast majority have dumb barcodes; only 209 have smart barcodes.

Since February 2007 East Asian general collections were accessioned with CU-prefix barcodes.  For the first several years CJK-language collections were accessioned with customer code EV.  Since they now have customer code CU, it makes the orphans indistinguishable from other departmental collections at ReCAP. 

Link to project website on East Asian Library/ReCAP website.

Summer 2011 project to resolve all 100- prefix orphans.  Majority were theses and dissertations belonging to RBML.  Leftover work includes approximately 125 extramuro dissertations to be completed by MPS staff.

Documentation: Flowchart (.xlsx)

A dynamic record of all barcodes submitted to CUL Systems staff for permanent withdrawal from ReCAP since December 2006.

Batch files for permanent withdrawal is sent to ReCAP every Wednesday. Confirmation email is sent by ReCAP staff to alias recapwdprob@libraries.cul.columbia.edu. Email confirms withdrawn barcodes and alerts about problems. Problems may be barcodes not on file, already withdrawn or currently on the shelf at ReCAP.

Often Offsite collections are returned to ReCAP still charged to a patron, status patron or In Transit.  Each week a list of barcodes and corresponding CLIO locations is discharged by LITO staff.  This list is informally called the reconciliation report.  Items are discharged weekly from the correct happening location according to CLIO location.

Most items on the report have In Transit status.  In Transit status is added when a item is discharged from a non-owning service desk.  For more information see the Appendix section on Happening Location.

CUL staff must manually clear all charges and In Transit statuses.  If charge or status remains in place, the item will be unavailable for patron request.  Patron may incur additional fines if discharge does not occur.

1. LITO staff identifies all items with a status of In Transit.  There are three such statuses: In Transit, In Transit Discharged, and In Transit on Hold. 
2. From that list LITO staff removes the current week's ReCAP accessions and adds them to the Accession Report.  A list of items with status In Transit on Hold are sent to Butler Circulation staff to resolve.
3. The barcodes on the weeded list are batch queried by LITO to determine current status.
4. If an item status in LAS is [IN or REFILE] it is added to the reconciliation report to be discharged from the appropriate service desk.

To minimize the amount of reconciliation performed by LITO, CUL circulation staff are encouraged to discharge items in the appropriate, owning happening location.  This may mean that more than one happening location needs to be used while discharging daily ReCAP returns.

GFA periodically changes item status displays in LAS.  This may break programs written by LITO with result that not all items with a current Voyager charge appear on the weekly reconciliation reports.

off,ave AR00560987
off,glx CU13480707
off,leh CU01615459
off,msr MR00093114
off,psy CU04441206
off,sci CU11901209
off,swx CU08180784
off,utmrl UT00011029
off,utn CR00250007
off,utp UT63969742
off,uts CU08149879

Examines the correspondence of customer code, barcode prefix and clio location.

• All three as expected
• Wrong barcode prefix
• Wrong/missing clio location
• Wrong customer code 

Asynchronicity results when:

• Collections change ownership after accession.  Pre-1800 titles from Butler Stacks were given over to RBML during the Google Project.  off,glx was flipped to off,rbx.  Complication in shared model when "circulating" colletions are identified by customer code.
• Accessioned with wrong barcode/customer code. 
  
• Staff make errors, unaware of correct code.
  

"Temp. Loc." is the abbreviation for Temporary Location used in the Voyager ITEM record.  For more information on how Temporary Locations may be changed see DCMM-505.

Temporary Locations are assigned to Offsite collections primarily to temporarily relocate on Reserve.  At the end of the semester or school year staff remove Temp. Loc. and return books to ReCAP. 

Precat (MPS) also uses temporary locations before transfer to ReCAP.  Once Precat items are accessioned at ReCAP, the Temp Loc is removed.  Newly accessioned Precat barcodes are listed in the weekly Accession Report under TEMP LOCATION and are resolved by MRP staff.

If a Temp. Loc. is mistakenly applied to Offsite collections, it blocks the appearance of the request link and prevents patrons from placing requests via CLIO.

A series of steps are needed to generate, refine and resolve the Temp Loc Report.

1. Request as standard report: /m1/clioprod/anurag/reports/zack_reports/recap_temploc20110519/getinfo.zack.pl.  Report is returned a .txt file to be imported into Excel.
2. Batch query status in LAS for all barcodes.
3. Separate Offsite and Local Barcodes
4. Sort the results by LAS status: IN/REF/INC, OUT, NOT ON FILE, and PWI
5. Resolve all items that are IN, REF and INC.  There are three categories
   1. On campus CLIO Location (xxx, xxx4off or xxx,xxx) that was not cleared as part of the weekly Accession Report.  To resolve, remove both the Temp. Loc. and Temp. Type.  Flip location to off,xxx as appropriate.
   2. Reserve CLIO Location (xxx,res) that was not cleared before return to ReCAP.  Double check in Voyager and refer to department reserves.
   3. Happening Location/CLIO Location (CIRCxxx) that was applied by mistake and HSL transit CLIO Locations (xxx2hsl).  These CLIO Locations are not used as storage locations and should be removed.  Must be changed in the Voyager Circulation Module before clearing in Cataloging Module.  Procedure: a) retrieve Item by barcode, b) right click on Item Record and select "Edit Item...", c) click on "Item" tab, d) change Temp. Loc. to off,glx and e) return to Cataloging Module and clear Temp. Loc. in ITEM record.
6. Resolve all items that are OUT. 
   1. Majority have current Reserves locations (xxx,res).  No action necessary.
      
   2. Non-Reserves with on campus Temp. Loc., check first for charge to patron.  If charged, clear Temp. Loc. as appropriate.  If not charged, clear Temp. Loc. and charge to RCPMISS002.
      
   3. CIRCrbx, RESVglx: clear Temp. Loc. and charge to RCPMISS002.
      
7. Resolve all items that are NOT ON FILE
   1. Majority of these items have Temp. Loc. glx,pre and should not be adjusted. (May 2011 3,875 =  80.4%)
   2. Most local barcodes are Inactive within ITEM record with Active offsite barcode (can be deleted except for Avery)
      
   3. Some represent ghost ITEM records to be deleted
   4. Others are ITEMs whose offsite barcode has been orphaned