Zack Lane ReCAP Coordinator August 13, 2012 ReCAP Columbia University.

Burke Library and ReCAP:

Update and StatisticsZack Lane

ReCAP CoordinatorAugust 13, 2012

ReCAPColumbia University

Review of ReCAP operations◦ Physical plant◦ Systems

Data◦ What there is to look at◦ Basic analysis: accession, requests and circulation◦ ILL/EDD◦ System-wide trends

Outline


9.7 million books CUL 4.0, NYPL 3.5,

PUL 2.2 5 Modules complete 2 planned for

construction: Module 8 & 9 have broken ground, expected to open June 2013

CUL manages transfers with quotas

ReCAP: Physical Plant


Tours conducted once or twice each year

https://www1.columbia.edu/sec/cu/libraries/bts/recap/quotas.html

CUL and ReCAP computer systems do not dynamically interact

CUL systems are designed to keep in sync with ReCAP systems

Patrons place requests via CLIO; different levels of request permissions are in place for staff in order to manage special collection

On such a large scale and in context of complex systems problems may ensue…

ReCAP Systems



Processing (Staff involved: CUL)

◦ Barcode attached to wrong volume (see 7a)

Wrong bib record (bad recon) Smart barcode switch Mismatch of serial/set issues

◦ Item prepared but never sent◦ Item with smart bc not found, not

charged to missing◦ Item with smart bc found but not

transferred, data not purged from record◦ Wrong customer code/CLIO location

match (e.g. CM barcode/off,glx location)◦ Item transferred to ReCAP with barcode

not in Voyager (“Orphan Offsite Barcode”)

Barcode mis-keyed Barcode not entered

Transfer (Staff involved: CUL/Clancy-Cullen/ReCAP)

◦ CLIO displays onsite location when in process for transfer

◦ Onsite staging may not be accessible to patron

◦ Delay in accessioning (normal timing is 2-4 weeks after transfer)

◦ Single vol of set isn’t accessioned (sometimes CLIO location flips, sometimes not)

Accession (Staff involved: ReCAP)

◦ Barcode not entered/deleted from Voyager

◦ Barcode scans incorrectly◦ Accession report never received◦ CLIO location doesn’t change after

accession (charged at time of accession?) Ex: BIBL# 3879176

◦ Barcode scanned under wrong customer code. Sol: Identify using Accessions data, sorting by customer code, barcode prefix and CLIO location

Request (Staff involved: CUL/ReCAP)

◦ Request button doesn’t appear Misapplied off,xxx location. Problem during

early stages of transfer; mostly eliminated by batch suppression.

Short time delay between location flip and button appearance

Presence of non-offsite Temp. Loc. during processing. Ex. BIBL# 3393111 (Lehman)

◦ Error message displays when button clicked

◦ Request fails unbeknownst to patron◦ Bad citation◦ Bad email address

Maintenance (Staff involved: CUL)

◦ Holdings record with RECAP LOAD in history is deleted and replaced with new holdings. Ex. BIBL# 6622249

◦ OPAC message discourages patron, e.g. “ON

◦ ORDER /IN PROCESS”◦ MFHD/Item has “off,xxx” location but has no

offsite barcode. [12/09, not yet systematically addressed]

◦ CLIO locations changed from “off,xxx” to “xxx” Ex. BIBL#106440

Retrieval (Staff involved: ReCAP)

◦ Book not filed “OUT” from ReCAP; ReCAP database thinks book is “IN” (Google Project specific?)

Delivery (Staff involved: ReCAP/Bohrens/CUL)

◦ S&R delivery delayed◦ S&R deliver to wrong library◦ ReCAP staff puts book in wrong delivery tote

Circulation (Staff involved: CUL/Patron)

◦ Barcode does not correspond to correct bib record/enum/chron

◦ Book not charged to patron (who may not return)

◦ Items languish in processing departments; charged or not charged

◦ Claim returns with offsite locations Not returned At bindery Slow return to ReCAP

◦ Temp Loc and Type not removed E.g. Reserve books. Solution: Request report of

off,xxx locations with Temp Loc. Return (Staff involved: Patron/CUL)

◦ Mis-shelved onsite at returning library◦ Mis-shelved onsite at owning library (after

routing)◦ Book is not discharged◦ In transit status is not removed (Can batch file

be run for all off,xxx location with In transit?)◦ Overdue/Lost—System Applied is returned.

Discharged but Lost status not removed. Still requestable in CLIO; not resolved by weekly reconciliation.

Refiling (Staff involved: ReCAP)

◦ Books are slow to be reshelved ILL (Staff involved: CUL/ReCAP)

◦ Request does not go through normal mechanism, item may be requested twice resulting in failure notice

◦ Book never returned from loan (How to track?) EDD

◦ Articles isn’t scanned Condition/binding Copyright Not found Insufficient information

◦ Patron can’t access files Pop up blocker Problem with browser Unfamiliarity with technology

◦ ReCAP Problems Files removed from server

re-installation of scanner (9/21/09)

How Accession Works (Part 1)


glxcirc

0012345

Columbia ReCAP


off,glxcirc

CU12345

CU12345CU

[shelf#]

Columbia ReCAP

How Accession Works (Part 4) …skipping from first to last step

Burke Library has both general and special collections at ReCAP

Circulating and non-circulating collections

Items in poor physical condition do not circulate

Mainly print collection; some archives – and more going out

Lots of information and instructions can be found on the ReCAP and Burke Library website

Burke at ReCAP


https://www1.columbia.edu/sec/cu/libraries/bts/recap/burke.html

CU : Columbia Unrestricted deliver to all locations and circulate

CR : Columbia Restricted deliver to all locations but do not circulate

UT : Burke special collections deliver only to Burke Circulation and do not circulate

Burke Customer Codes


How CUL demarcates collections off,uts : Union Stacks (circ) off,utn : Union Stacks (noncirc) off,utp : Pamphlet Collection (noncirc) off,utmrl : Missionary Research Library

(noncirc) off,uta : Burke/UTS Archives (noncirc)

Burke Library CLIO Locations


Four basic categories of data◦ Accessions◦ Requests◦ Delivery◦ Circulation

Detailed information can be found at the ReCAP Data Center website

Website now includes introductory presentations for all basic categories AND analysis

Data Available


https://www1.columbia.edu/sec/cu/libraries/bts/recap/data.html

TOTAL : 168,380 / 15,777 (Request Rate 1.62%)

off,uta : 425 / 136 (13.40%) off,utmrl : 27,200 / 2,127 (1.33%) off,utn : 47,085 / 3,231 (1.09%) off,utp : 17,565 / 603 (0.73%) off,uts : 76,105 / 9,680 (2.24%)

Accessions/Requests by CLIO Location


View of Burke Library accessions by fiscal year

Offsite transfer projects ran from 2005-2008 Detailed information on project may be

found on Burke/ReCAP website Accessions since 2008 have mainly

involved:◦ pamphlet cataloging via SCMC (Cataloger Rick

Block supervised library school interns) ◦ ad hoc problem resolution (Zack Lane)◦ new acquisitions direct to ReCAP

Accessions


https://www1.columbia.edu/sec/cu/libraries/bts/recap/burke.html


0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

FY03/04 FY04/05 FY05/06 FY06/07 FY07/08 FY08/09 FY09/10 FY10/11 FY11/12

172,245

65,982

73,913

18,938

5,224

1,328 489 244

Accession of Burke Library Collections


0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000


Accession of Burke Library Collections

Archives MRL Union Stack Noncirc Union Pamphlets Union Stacks


Accessions by Collection Pie chart visualizes accessions according to

collection The largest collection is the Union Stacks

circulating material Entire post-1860 MRL collection was

transferred Several thousand pamphlets await cataloging

and transfer Space created from transfer allowed LC

Stacks to expand over S4/S5 and Periodicals over S1/S2


Archives0.3%

MRL16.2%

Union Stack Noncirc28.0%

Union Pamphlets10.4%

Union Stacks45.2%

Burke Library Accessions by Collection


Request Requests begin immediately after transfer Monthly request volumes in phase with

academic calendar Data for lower-use collections is noisy Staff processing requests are included

(mainly FY07-FY08)


1 1

447

2,348

2,852

2,701

2,227

2,674

2,526

0

500

1,000

1,500

2,000

2,500

3,000

3,500


Total Requests for Burke Library Offiste Collections


0

500

1,000

1,500

2,000

2,500

3,000


Total Requests for Burke Library Offiste Collections

Tech Services/Preservation EDD Burke Library Butler Library Everywhere Else ILL/BorrowDirect


0

50

100

150

200

250

300

3502/

1/20

047/

1/20

059/

1/20

0511

/1/2

005

1/1/

2006

3/1/

2006

5/1/

2006

7/1/

2006

9/1/

2006

11/1

/200

61/

1/20

073/

1/20

075/

1/20

077/

1/20

079/

1/20

0711

/1/2

007

1/1/

2008

3/1/

2008

5/1/

2008

7/1/

2008

9/1/

2008

11/1

/200

81/

1/20

093/

1/20

095/

1/20

097/

1/20

099/

1/20

0911

/1/2

009

1/1/

2010

3/1/

2010

5/1/

2010

7/1/

2010

9/1/

2010

11/1

/201

01/

1/20

113/

1/20

115/

1/20

117/

1/20

119/

1/20

1111

/1/2

011

1/1/

2012

3/1/

2012

5/1/

2012

Monthly Requests for Burke Library Offiste Collections


0

50

100

150

200

2502/

1/20

047/

1/20

059/

1/20

0511

/1/2

005

1/1/

2006

3/1/

2006

5/1/

2006

7/1/

2006

9/1/

2006

11/1

/200

61/

1/20

073/

1/20

075/

1/20

077/

1/20

079/

1/20

0711

/1/2

007

1/1/

2008

3/1/

2008

5/1/

2008

7/1/

2008

9/1/

2008

11/1

/200

81/

1/20

093/

1/20

095/

1/20

097/

1/20

099/

1/20

0911

/1/2

009

1/1/

2010

3/1/

2010

5/1/

2010

7/1/

2010

9/1/

2010

11/1

/201

01/

1/20

113/

1/20

115/

1/20

117/

1/20

119/

1/20

1111

/1/2

011

1/1/

2012

3/1/

2012

5/1/

2012

Monthly Requests for Burke Library Collections

Archives MRL Union Stacks Noncirc Union Pamphlets Union Stacks


2,147

14,520

26,564

35,757

42,866

50,009

59,755

69,06071,119 71,582

72,786

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

FY01/02 FY02/03 FY03/04 FY04/05 FY05/06 FY06/07 FY07/08 FY08/09 FY09/10 FY10/11 FY11/12

System-wide Requests by Fiscal Year

Continuous Increase Level


0

10,000

20,000

30,000

40,000

50,000

60,000

January February March April May June July August September October November December

System-wide Requests by Calendar Month


0

10,000

20,000

30,000

40,000

50,000

60,000

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

System-wide Requests by Hour


Delivery Items physically delivered to Burke Library

circulation desk Majority are Burke owned collections,

followed by Butler Requests for collections outpace deliveries

Burke circulation


0

200

400

600

800

1,000

1,200

1,400

1,600

FY05/06FY06/07

FY07/08FY08/09

FY09/10FY10/11

FY11/12

Total Deliveries to Burke Library Circulation


0

200

400

600

800

1,000

1,200

1,400

1,600

FY05/06FY06/07

FY07/08FY08/09

FY09/10FY10/11

FY11/12

Total Deliveries to Burke Library Circulation

Burke Library Butler Library Everything Else


0

500

1,000

1,500

2,000

2,500

3,000


Requests vs Deliveries

REQUESTS DELIVERIES


Request Rate Request rate is a measure of collection usage It is the percentage of ReCAP collections

requested during a twelve-month period Provides staff one way to gauge overall use of

offsite collections Request rate is one factor used to structure ReCAP

facility staffing model Patron access to offsite collections is excellent:

dynamic with few failures Measured two ways:

◦ Annual ◦ Lifespan


0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

7.00%

8.00%

9.00%

10.00%

FY01/02 FY02/03 FY03/04 FY04/05 FY05/06 FY06/07 FY07/08 FY08/09 FY09/10 FY10/11 FY11/12

ANNUAL and LIFESPAN Request Rates of Burke Library Collections

REQ_RATE_LIFESPAN REQ_RATE_ANNUAL


Request Rate by Language Request rate is higher for Western

languages and Tibetan than CJK Accession/Request (Request rate)

◦ English : 128,101 / 13,309 (1.80%)◦ German : 21,431 / 935 (0.74%)◦ French : 9,776 / 791 (1.39%)◦ Everything Else : 3,899 / 252 (1.16%)◦ Latin : 2,045 / 273 (2.32%)◦ Dutch : 1,637 / 59 (0.63%) ◦ Italian : 1,491 / 158 (2.00%)


English76.08%

German12.73%

French5.81%

Everything Else2.32% Latin

1.21%Dutch0.97%

Italian0.89%

Burke Library Accessions by Language

More information about data sets can be found on the ReCAP Data Center website

Primary data categories include: accession, retrieval, delivery and circulation

Tailored data sets and analysis will be provided to staff via the ReCAP Coordinator

Please see the main ReCAP website for general information about CUL procedures and systems

More Data Available


https://www1.columbia.edu/sec/cu/libraries/bts/recap/data.html

https://www1.columbia.edu/sec/cu/libraries/bts/recap/index.html

Zack Lane ReCAP Coordinator August 13, 2012 ReCAP Columbia University.

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