Inventory
Coming soon to your library!
When? Why?
• Every other year
• So that Library Catalog matches what is
really on your shelves
How?
• Check out 2 or 3 laptops and extension cords from Library Services.
• Stop checking in and out on the computer.
– As items are returned, place them on the floor behind the check out
desk and don’t check them in until inventory is over.
– If you must check out, inventory item on the computer and then check
out on paper.
• Laptops, plugged to power, are rolled around library on AV carts.
– Wrap the extension cord around the leg of the cart so that the cord
moves with you and you do not pull the laptop off on the floor.
– Make sure outlet is hot.
How?
• Scan all barcoded items that are not checked out.
– Magazines, paperbacks, equipment, anything that has a barcode must
be scanned.
– Remember if it is checked out, it is counted as inventoried.
– Have a check out party the week before and super size your checkouts
so you will have fewer items to scan.
– Remind parents/volunteers about inventory
• (newsletters or on marquee)
• Don’t make weeding decisions while scanning.
– Weeding will slow you down.
Dell Computers
• Set up, plug in and turn on first thing in the morning as start up script may
take 15 minutes.
• Plug USB port scanner and USB mouse to the back USB ports of the laptop
computer. There is a scanner and mouse in the bag of the laptop loaned to
you.
• When login screen comes up, login using:
– enumber
– Your password
– Do not click workstation only
HP Computers
• Set up, plug in and turn on first thing in the morning as start up script may
take 15 minutes.
• Plug USB port scanner and USB mouse to the side USB ports of the
computer. There is a scanner and mouse in the bag of the laptop loaned to
you.
• When login screen comes up, login using:
– enumber
– Your password
– Do not click workstation only
Workflows
• Open Workflows (Java version) on your desktop and login with your normal login.
• Click on Circulation tab, Open Special, Pull down to Inventory item and scan,
scan, scan
Click on
inventory item
Tips for Scanning
• Scan slowly
– You must see the barcode register on the screen.
• Mark shelves as you finish each section
– Use shelf markers, sticky notes, tape.
• Clear out list of scans
– Close the inventory window and re-open so that list of scans is cleared.
• Scan, scan again
– If you are not sure you have scanned an item, scan it again. It doesn’t
matter how many times you scan an item.
Problem Scans
• Checked out book
– A book that is checked out will open a window with that message, but
the sound of the scan will not be different. Discharge and re-shelve.
– If you do not notice the window open, the next item you scan will close
the window, but the item will not be inventoried.
Problem Scans
• Books intransit
– A book that is intransit will open a window with that message, but
the sound of the scan will not be different. Discharge and/or use
intransit wizard so that item is returned to stacks.
– If you do not notice the window open, the next item you scan will
close the window, but the item will not be inventoried.
Problem Scans
• Item not in the database
– A book that is not in the database will open a window with that
message. Try the scan again with the inventory field clear of any
characters.
– Books and AV not in the database may be sent to Library Services for
processing after inventory with a note indicating that we found during
inventory.
At the end of the day…
• Close Workflows
• Shut down the laptops
• Move equipment to a secure location
When finished scanning
• Call Library Services, either Linda 7-8186 or Jan 7-7568.
• Run Items X scanned 2010 report.
• View log to see the number of items listed.
• Scan the call number ranges to see if any sections were missed.
• Re-scan missed sections.
• Search for all items on the Items X scanned 2010 report.
• Re-run Items X scanned 2010 report.
• Print report when you are sure no shelves have been missed.
Number of items not
scanned
Several same or
close call
numbers might
mean a section
was missed.
Finalizing Inventory
• Checking in and out begins again.
• Linda Miller deletes items missing for second
inventory from the system.
• Linda Miller sets items from 2010 inventory to
missing.
Hooray!
• Return equipment to Library Services.
• Make sure computers/scanners/power
packs are in the correct bags.
• Report and label any equipment issues.