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Electronic Inventorying: Solving Problems while Scanning

Electronic Inventorying: Solving Problems while Scanning. EndUser 2007 Schaumburg, IL April 27, 2007. Sung & Sung Eastern Illinois University. What to cover . Background Setting up procedure in detail Do you want to do inventory? Necessity or Luxury?. (?).

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Electronic Inventorying: Solving Problems while Scanning

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  1. Electronic Inventorying: Solving Problems while Scanning EndUser 2007 Schaumburg, IL April 27, 2007 Sung & Sung Eastern Illinois University

  2. What to cover • Background • Setting up procedure in detail • Do you want to do inventory? Necessity or Luxury? (?) Sung & Sung

  3. Concept of Inventory Shelf ListActive Status List Sung & Sung

  4. How to do inventory Sung & Sung

  5. Man on a mission 3 Sung & Sung

  6. Today at EIU . . . Wireless ??? Sung & Sung

  7. Today at EIU . . . Sung & Sung

  8. Observe how it works On the laptop screen Sung & Sung

  9. Consortium of Academic Research Libraries in Illinois CARLI 184 members I-Share Libraries 65 institutions Eastern Illinois University established 1895 10,700 FTE (9,500 undergraduates) 58% female, 42% male

  10. Chicago Library Server at EIU Voyager Report Server LSMS Shelf-List Active-Status-List My PC at EIU • ODBC Drive • Shelf-list • Active-Status-List Windows Scheduled Tasksdoes this for us every morning. Wireless connection to server Laptop Laptop Laptop Sung & Sung

  11. Laptop ODBC MS Access Macro helps this process Queries Ready.wav Put it in c:\ Tables Sung & Sung

  12. Setting up – Hardware req. • Laptops: ODBC installed We use the ugliest laptops in the library. • Scanners Sung & Sung

  13. Queries for two lists Shelf List for Stx Active Status List Sung & Sung

  14. In your library Voyager Report Server Laptop - ODBC installed MS Macro Shelf-List Active-Status-List Shelf-List Active-Status-List Sung & Sung

  15. Click a Macro to send two lists to LSMS Sung & Sung

  16. To change path of files in MS Access Macro -- go to Design View Send A to B in LSMS_Stx.mdb Full Path to LSMS Sung & Sung

  17. Finding a FULL path to a file Right click & select Properties Sung & Sung

  18. For NO barcode specs 1) Uncheck-mark boxes BUT 2) Put a number in Length. Sung & Sung

  19. Wrong Order Item with status Item Not Found Scanning error Sung & Sung

  20. Sung & Sung

  21. LSMS database -- Forms It will take you to some tables or queries. Sung & Sung

  22. LSMS database -- Tables Items not on shelf Barcodes scanned Shelf List Active Status List Sung & Sung

  23. LSMS database -- Queries Items not on shelf which supposed to be Sung & Sung

  24. Training Issues V. 1 to v. 9 won’t create any problem. But when you scan v 10 it will say “wrong order” because these numbers are taken as text. Hit “Do nothing.” It will be fine until you get to 100 . . . V.1 V.2 V.3 V.3 V.4 V.5 V.5 V.7 V.8 V.9 V.10 Discrepancy between call number on a spine and call number in the system -- EXAMPLE Sung & Sung

  25. 32211130947988 Sung & Sung

  26. Sung & Sung

  27. P Identified as “Item not on shelf” when inventorying P section Sung & Sung

  28. A book found “Charged” on 4/20/07 3:23PM Sung & Sung

  29. Inventory, to do or not to do:Let numbers tell Based on the results of scanning items in D E F G H N P Q N = 300,000+ 21

  30. Information obtained • Time Stamp • Wrong order • Item not found • Active Status • Scanning Error • Items not on the shelf which should be Sung & Sung

  31. Can we answer? • How badly items were misplaced? • How many items were found with status? • Where were they found? • Cataloging discrepancies • How long would it take? • Can we answer how much misplacement of books was accounted for by mis-shelving using circulation statistics? Sung & Sung

  32. Inventory Log Data Sung & Sung

  33. Distribution of Misplaced Distance 300,000 books scanned -- 18,000+ (6.1%) were misplaced. 80.6% 90.5% Misplaced Distance 1800 were misplaced >101 180 found where scanned 60 had label problems 21 mis-shelved again Percentage Sung & Sung

  34. Books with status found Sung & Sung

  35. Where did we find “Missing” books? Sung & Sung

  36. Misplacement VS. Mis-shelving • Anecdotal evidence • Circulation and Browse Statistics -Correlation between misplaced and charge rates -Correlation between misplaced and browse rates -How many misplaced books were circulated? Sung & Sung

  37. PR In March 05, we were doing section. PS 3503.O17 K5 1928 “Item Not Found” PS 3537.T3234 S84 no.6 PS 3554.O884 A77 2004 PS 3557 .U82 W5 1983 PS 3557.O326 S7 1995x Sung & Sung

  38. “Renewed” 6 times by a NIU patron Returned 1/10/2005 Returned 12/08/04 Returned 2/9/05 “Missing” as of 2/24/05 Sung & Sung

  39. r =.7, r2 =.49 Misplaced rate vs. Charge rate - Misplaced Rate (%) - Charge Rate (# of books) Detailed call # range and total item count in each section Sung & Sung

  40. How long will it take? • Barcodes inside books. • For 300,000 books • 2,600,000+ sec = 740 hr • If you can invest 30 hours a week, roughly you need one year to inventory a half million books. Sung & Sung

  41. In the CD . . . . . • TWOqueries.mdb (or use the original reports.mdb) • LSMS_Stx.mdb Identical • LSMS_Ref.mdb • LSMS_SettingUp_SmallLib.doc • LSMS_QuickGuide_SmallLib.doc • Ready.wav (Save it onto C drive c:\) Sung & Sung

  42. AA_Ref_shelfList For Stacks 1 SELECT ITEM_BARCODE.ITEM_BARCODE, MFHD_MASTER.DISPLAY_CALL_NO, MFHD_ITEM.ITEM_ENUM, MFHD_MASTER.NORMALIZED_CALL_NO, MFHD_MASTER.LOCATION_ID, ITEM_BARCODE.ITEM_ID FROM ITEM_BARCODE INNER JOIN (MFHD_ITEM INNER JOIN MFHD_MASTER ON MFHD_ITEM.MFHD_ID = MFHD_MASTER.MFHD_ID) ON ITEM_BARCODE.ITEM_ID = MFHD_ITEM.ITEM_ID WHERE (((MFHD_MASTER.LOCATION_ID)="3")) ORDER BY MFHD_MASTER.NORMALIZED_CALL_NO, MFHD_ITEM.ITEM_ENUM; Sung & Sung

  43. AA_Ref_shelfList_ActiveStatusOnly For Stacks 1 SELECT ITEM_BARCODE.ITEM_BARCODE, MFHD_MASTER.DISPLAY_CALL_NO, MFHD_ITEM.ITEM_ENUM, MFHD_MASTER.NORMALIZED_CALL_NO, MFHD_MASTER.LOCATION_ID, ITEM_STATUS.ITEM_STATUS, ITEM_BARCODE.ITEM_ID FROM (ITEM_BARCODE INNER JOIN (MFHD_ITEM INNER JOIN MFHD_MASTER ON MFHD_ITEM.MFHD_ID = MFHD_MASTER.MFHD_ID) ON ITEM_BARCODE.ITEM_ID = MFHD_ITEM.ITEM_ID) INNER JOIN ITEM_STATUS ON ITEM_BARCODE.ITEM_ID = ITEM_STATUS.ITEM_ID WHERE (((MFHD_MASTER.LOCATION_ID)="3") AND ((ITEM_STATUS.ITEM_STATUS)<>"1")) ORDER BY MFHD_MASTER.LOCATION_ID, MFHD_MASTER.NORMALIZED_CALL_NO, MFHD_ITEM.ITEM_ENUM, ITEM_BARCODE.ITEM_BARCODE; Sung & Sung

  44. Decision Making Decision Making Decision Making Decision Making Decision Making Sung & Sung

  45. THANK YOU jssung@eiu.edu / nsung@eiu.edu www.library.eiu.edu/download/lsms Sung & Sung

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