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Inventory

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.

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Inventory

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  1. Inventory Coming soon to your library!

  2. When? Why? • Every other year • So that Library Catalog matches what is really on your shelves

  3. 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.

  4. 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.

  5. 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

  6. 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

  7. 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 Workflows

  8. 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.

  9. 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.

  10. 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.

  11. 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.

  12. At the end of the day… • Close Workflows • Shut down the laptops • Move equipment to a secure location

  13. 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.

  14. Number of items not scanned

  15. Several same or close call numbers might mean a section was missed.

  16. 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.

  17. Hooray! • Return equipment to Library Services. • Make sure computers/scanners/power packs are in the correct bags. • Report and label any equipment issues.

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