ReCAP Accession Data: Executive Summary

8/09 ZL rev 12/10

Definition:

An item is accessioned when it is accepted by ReCAP staff, entered into LAS and shelved at the facility. CUL updates CLIO accordingly every Friday.

To be accessioned a book must have a unique barcode and be in suitable condition. ReCAP maintains a database (LAS) of all processed barcodes, including those permanently withdrawn. The LAS database is separate from CUL’s CLIO database.

The accession process at CUL:
  • LITO staff retrieves weekly batch files of new accessions from ReCAP.
  • CLIO locationsflip from xxx to off,xxxand the request buttonappears in the OPAC.
  • Irregularities are identified and resolved using the Accession Report.
  • Record of changes are collected and maintained by LITO.
/ CLIO Request Buttons:
Current:

Obsolete:



Data Sources:

There are two sources of raw data for CUL accessions at ReCAP: 1) ReCAP LAS database and 2) CUL’s CLIO.

ReCAP tracks accessions according to barcode and customer code. Customer codes are two letter codes that represent access and delivery permissions. The most common customer code for circulating collections is CU. For more information on customer codes and barcode prefixes please see CPM-424. ReCAP reports monthly accession totals on a statistics website. Data categories include: Date (Month), Accession, Retrieval, Out on Return and Permanent Withdrawals listed by customer code.

CUL gathers granular data from CLIO from accessioned barcodes. An inventory of accessioned barcodes can be retrieved from RECAP’s LAS database. Corresponding barcodes in CLIO allows collection of bibliographic data. Columbia Law Library uses separate ILS and data can not be retrieved. Data categories include: barcode, customer code, accession date, bibliographic ID, format, publication date, language, title, holdings ID, call number, enumeration/chronology, item ID, CLIO location, detailed call number, year/month/day of accession and fiscal year.

Validitiy:

Not all barcodes accessioned at ReCAP are entered in Voyager (approx. 35,000).

Microsoft Access details:

CUL accession data must be imported from .txt files into a Microsoft Access database (.mdb). Data is tab delimited. “Data type” must be set manually using the “Advanced …” button in the Import Text Wizard.

BARCODE : Text

CUST_CODE : Text

ACC_DATE : Long Integer (YMD)

BIB_ID : Long Integer

FORMAT : Text

PUB_DATE : Text

LANGUAGE : Text

TITLE : Text

MFHD_ID : Long Integer

CALL_NUM : Text

ENUM/CHRON : Text

ITEM_ID :Long Integer

CLIO_LOC: Text

CALL_NUM_SUBJ1 : Text

CALL_NUM_SUBJ2: Text

DATE_YR_ACC : Long Integer

DATE_MO_ACC : Long Integer

DATE_DA_ACC : Long Integer

FISCAL_YEAR: Text