Transcript ReCAP Data Part 2: Requests - Columbia University Libraries

Zack Lane
ReCAP Coordinator
ReCAP
Columbia University




The inventory kept by ReCAP is contained in a
database
GFA (Generation Fifth Application, Inc.)
created software specifically for high-density
shelving management
The database is call LAS (Library Archival
System)
CUL staff use “GFA” or “LAS” interchangeably
to refer to ReCAP’s database
ReCAP
Columbia University
Every record contains several elements:
1. Barcode number
2. Customer code
3. Shelf location
4. Item status
5. Date of Accession

Note: Charges in CLIO do not effect item
status in LAS
ReCAP
Columbia University
There are nine different item statuses in LAS:
1. INC On WO
2. In and At Rest
3. Out on Ret
4. REFILE
5. SCH On Ret/EDD
6. VER On Ret/EDD
7. PWI
8. PWD
9. NOT ON FILE

ReCAP
Columbia University





Short for incomplete on work order
Item is in the middle of the accession process
Work order has not been closed
Item is not valid for retrieval until the barcode
is verified
When verified status changes to In and At
Rest
ReCAP
Columbia University



In and At Rest means the item is accessioned
and available for retrieval; it is In
Status applied 1) upon accession or 2) after a
retrieval moves from REFILE queue to the
shelf
New accessions may be “parked,” waiting for
a full tray before shelving
ReCAP
Columbia University




Item status Out is accessioned and has been
retrieved
Currently unavailable for request
Status given when ReCAP staff retrieve item
from shelf
Status remains until item returns to ReCAP
and joins the REFILE queue
ReCAP
Columbia University



REFILE is a transitional status between Out
and In; after an item is returned to ReCAP but
before it is back on the shelf
Items with status REFILE are requestable via
CLIO
When ReCAP staff return book to shelf item
status changes to In
ReCAP
Columbia University




Item is in a scheduled retrieval/EDD order
It has not been verified
Order has not been closed
Items are not available for further request
until returned or cancelled
ReCAP
Columbia University




Item is in a scheduled retrieval/EDD order
It has been verified
Order has not been closed
Items are not available for further request
until returned or cancelled
ReCAP
Columbia University




PWI : item was Out before withdrawal (Indirect)
PWD : item was retrieved and withdrawn
simultaneously (Direct)
Barcode data is never purged; if item returns with
Deleted barcode it is sent to CUL staff as a reject
PWI/PWD status distinguishable in mntitmc.p
(LAS)
ReCAP
Columbia University



Barcode is not accessioned at ReCAP
Technically NOT ON FILE is not a status; it is a
lack of status
Item may have been transferred to ReCAP but
has not yet been processed by staff
ReCAP
Columbia University



Schematic on following slide illustrates how
status changes in LAS
Arrows indicate how one status may change
to another
PWI/PWD depends on the current state of the
barcode in LAS (In or Out)
ReCAP
Columbia University
In and At Rest
INC On
WO
Refile
Out on
Return
ReCAP
Columbia University
PWI
PWD
NOT ON FILE
For more information about GFA and LAS see:
http://www.gfatech.com/software-LAS.html
 Guide to LAS for CUL staff (access limited to
CUL staff only):
https://library.columbia.edu/content/librarywe
bsecure/bts/recap/restricted/las.html

ReCAP
Columbia University