LCLS: CAP Manual: Overview of CAP
CAP (Centralized Acquisitions and
Processing) is responsible for acquiring, cataloging, and processing all
materials purchased by the Lackawanna County Library System. CAP also
catalogs library materials added to the libraries of specific community partners. CAP is responsible for
maintaining the integrity of the catalog via edits, discards, transfers,
authority control, and the addition of special collections. CAP works with Public Services and IT
staff to make the catalog an optimal tool for accessing the LCLS collections
and to fine-tune physical processing and ordering procedures.
Libraries are encouraged to make maximal use of CAP’s most efficient service,
Tier One. Tier One ordering is done
through CAP: the library informs CAP of the items they wish to order and
CAP orders the items. The items are shipped directly to CAP.
For Tier One ordering, orders are
saved in carts on vendor websites and then transmitted by CAP according to an established
schedule. These materials must be billed
to CAP. These orders immediately appear in the
catalog. New titles are added as
ON-ORDER and patrons can place holds on them before the order is received.
Libraries have the option to place
standing orders for all new works of selected popular authors via Baker &
Taylor’s “Automatically Yours” program. CAP is
notified in advance of specific forthcoming titles and CAP forwards a copy to
participating libraries. These titles
are added to the catalog as ON-ORDER with the “Automatically Yours” order
information attached. These materials
are shipped and billed to CAP.
Direct orders placed with other
vendors are shipped to the ordering libraries, but billed to CAP. The ordering library receives the material and forwards it to CAP
along with
a completed Items Sent to Tech Services
worksheet. Direct orders
are considered Tier Two materials and are cataloged and processed in the order
received.
For
all orders, the CAP Naming Convention for carts and purchase orders
is mandatory.
Gifts are also considered Tier Two materials. They are cataloged and processed in the order received and do not appear in the catalog until that time. During times of heavy Tier One ordering, temporary limitations may be placed on the number of gifts CAP will accept in a given month. When sending gift materials to CAP, the submitting library should include a completed Items Sent to Tech Services worksheet.
CAP catalogs all materials acquired by
system libraries in MARC format copying existing records from reputable
sources wherever possible. The term “Materials”
includes many formats including digital files and websites. Cataloging follows the current standards of
AACR2, Dewey Decimal Classification, and Library of Congress subject headings
with the exceptions of Government Documents which receive SuDoc classification
and Moses Taylor materials which carry National Library of Medicine (NLM) classification. Brief records are
created for ordered materials if full cataloging is not immediately
available. These brief records are
replaced (overlaid) by full bibliographic records as soon as such records
become available.
CAP
catalogs and processes all government documents as Tier Two items. CAP copies existing records from reputable
sources wherever possible. Brief records
are created for documents if full cataloging is not immediately available. These brief records are replaced by full
bibliographic records as soon as such records become available.
CAP
maintains the database for the library system.
CAP makes both individual and systematic corrections with cleanup projects
as needed.
CAP continually investigates ways to monitor and maintain the integrity
of the database.
CAP processes all materials ordered by
system libraries. Processing is uniform
across libraries with some minor exceptions.
CAP provides daily delivery for
transporting materials between CAP and the community libraries / branches.
The following is a timeline which lists the vendors
and programs in each Tier of service and gives timetables for CAP to “turn
around” (i.e.; catalog, physically process, and send the item to the library) the
item after receiving it.
CAP Turnaround Timetable
|
Tier |
Description |
Business Days |
|
One |
Orders from Ingram,
Baker and Taylor, AEC,
Books on Tape, Recorded Books, Thorndike Press, Center
Point Press, Landmark Audio, Continuations |
10 at most |
|
Two |
Direct orders, gifts, Affiliated
Agency Materials, Government Documents |
3-30 |
|
Three |
Edits, Transfers, Special
projects |
Varies |
Albright Memorial Library
Childrens Library
Bookmobile
Green Ridge Branch
Abington Community Library
Taylor Community Library
Valley Community Library
Community Partners:
Everhart Museum
Lackawanna Historical Society
Moses Taylor HealthInfo Library
Lackawanna County Law Library
Open
communication is crucial to the successful operation of CAP. This includes
communicating policy and procedural changes to libraries / branches, seeking
input on proposed changes, and receiving and responding to suggestions for
service improvements. This is facilitated through the Lack-L Distribution List, quarterly Unicorn Rodeo meetings,
and monthly meetings of the CAP Committee. The CAP Committee consists of the
LCLS directors, the Head of Public Services at Albright, and key Tech Services
personnel. Major policy changes recommended by the CAP Committee are submitted
to the larger LCLS community by email for a 30 day comment period. CAP also conducts periodic surveys to
gauge levels of customer satisfaction.
The
recommended method of contacting CAP is by sending an email to “TS Helpdesk.”
You may also contact CAP by calling 348-3000 x3023. Below
are the email addresses for specific staff members:
(All
email addresses are @albright.org)
Department
Supervisor: Scott Thomas Email: scott
Head Cataloger: Sheli McHugh Email: mmchugh
Acquisitions: Chris Ravaioli Email: chrisr
Serials: Maureen DeMatteo Email: mdematteo