Conducting an Inventory of the Cheng Library’s Circulating Collection:

1. Conducting an Inventory of the Cheng Library’s Circulating Collection: Design, Implementation and Outcomes

2. Why do an inventory? Challenges • Labor and time intensive • Complex process • Fiscal constraints Benefits Accuracy of the holdings • We have what we say we have where we say we have it • More efficient use of staff • Accurate collection count • Enhances collection development

3. History of Inventories in the library at William Paterson University Last manual inventory • Done in the 1980’s prior to automation of the catalog • Utilizing the shelf list • System of color coded clips to indicate various problems, e.g. missing, with handwritten notations and post-it notes attached • Very complex clean-up process • By the mid-1990’s the clips remained but their significance and utility was largely forgotten

4. First automated inventory • Library automated first 1980’s with CSLI and then migrated to DRA in 1992 all modules • Begun Spring 1998 and completed 2000 • Barcode scanned to a text file and uploaded for processing using the DRA Inventory Program • Extensive and complex cleanup • Multiple barcodes, barcodes not in the system, etc. as well as status problems and missing items • As in the manual inventory, not run in real time

5. Additional Goals of the DRA inventory • Serve as a model to inventory other collections in the library • Develop a timetable for periodical inventory of all library collection’s within a 5 year cycle

6. 2001 - Inventory conducted of the collections in Reference and the Curriculum Materials Department • 2002 - DRA sold to SIRSI • 2003 - Cheng Library migrates to Endeavor’s Voyager system • Voyager lacks an inventory program • Inventory schedule suspended

7. Search for an appropriate inventory program • Accurate holdings both location and status • Reliable count of collection size with automated statistics • Easy to use because of staffing constraints • Reports that are meaningful and more straightforward to process and use • Closer to real time

8. The Library Stacks Management System • Created at Eastern Illinois University • Jan Sung • Nackil Sung • http://www.library.eiu.edu/download/lsms/main.html • Primarily a shelf-reading application • Written in Access to connect to Voyager’s Oracle database • Staff already familiar with the Access/Oracle interface • Reports easily customized

9. Modifying the program • Original Access program was intended primarily for shelf-listing • System identified mis-shelved books • Actions required from users was confusing and time-consuming • We modified the code to remove the function • Advantage of an open source solution

10. Coordinating Scanning • Weekdays were divided into two-hour blocks for scanning • All library staff were required to participate. We asked for two shifts per week, per person • Paper sign up sheet in Tech Services did not work • Google Calendar to the rescue

11. Google Calendar to coordinate • URL sent to all Library staff • Staff can check the calendar against their availability • Sign up via email to two coordinating librarians

13. Scanning • We suggested two people per shift • Some people preferred to go it alone • Reports were run regularly to track progress and identify issues • Problem books were pulled in real time. No need to go back to shelves with a report to find them

15. Reports

16. Example: Not on Shelf Report

17. Items not on shelves • Ongoing inventory, library functions did not stop • System could not account for newly acquired books, or books discharged after area was scanned • Access-based inventory program made it easy to combine inventory reports with other reports • Worked with Lending Services to get accurate, useable lists of missing books

18. Measures of Assessment/Outcomes/Benefits Anticipated • Identified missing items • Found status exceptions • Discovered location inconsistencies

19. Unanticipated • Large number of unlinked barcodes • Systematic look at the condition of materials • Opportunity to weed damaged and multiple copies – close collaboration between Collection Development and selectors • Emerging patterns in the data suggesting work flow problems, e.g. who clears the status of “damaged” after a book is repaired or what happens when a books comes off exhibit • Opportunity to reexamine and rewrite policies and procedures

20. Benefits of broad staff participation • Everyone including administrators, librarians support staff and student assistants is participating • Brings together people form various areas and levels within the library, many for the first time • Large buy in for the project across all sectors of the staff • Significant enhancement in the library culture – promoting positive interactions and creating a larger sense of community

21. To be continued…