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Stocktake in Alice

Stocktake in Alice. Why Stocktake?. Identify missing items Check items are in correct shelf location Get an accurate picture of losses Remove non-existent items from the collection. How long will it take?. Factors: Number of items Collection tidiness Position of barcode

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Stocktake in Alice

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  1. Stocktake in Alice

  2. Why Stocktake? • Identify missing items • Check items are in correct shelf location • Get an accurate picture of losses • Remove non-existent items from the collection Martin Hood – OASIS Extras

  3. How long will it take? • Factors: • Number of items • Collection tidiness • Position of barcode • Scanning strategy used • Perform a timed sample and extrapolate Martin Hood – OASIS Extras

  4. How often should I Stocktake? • A complete stocktake every two years • Can be rolling partial stocktakes Martin Hood – OASIS Extras

  5. When should I stocktake? • When sufficient time can be allocated • When enough staff are available • When most resources can be recalled Martin Hood – OASIS Extras

  6. Preliminaries • Review Location/Classifications and correct • Stocktake, Process, Report, Summary • Management, Authority Files, Locations • Consider colour coding spine labels • Identify under used resources • Cull outdated, damaged or under used items • Review overdues and recall long term overdues Martin Hood – OASIS Extras

  7. Full or Partial Stocktake? • Depends on: • library size • People resources • Time available Martin Hood – OASIS Extras

  8. Full Stocktake • Advantages • Best for a small library • Faster processing • Full accurate figures available at end • All over for two years when complete • Disadvantages • Library is closed to circulation until complete • Can take a long time for a large library Martin Hood – OASIS Extras

  9. Partial Stocktake • Advantages • Easier to organise and less stressful • Each location can be done more quickly • Corrects shelving errors on the way • Circulation closed for a shorter time • Disadvantages • Stock reports are only current for part of the library Martin Hood – OASIS Extras

  10. Immediately prior to stocktake… • Recall items on loan (optional but recommended for long term loans) • Circulation, Notices, Recall Notices (Issue recall) • Circulation, Reports, Recall (recalled items not returned) • Process all outstanding returns • Items on loan are excluded from stocktake as they are considered to be accounted for. • Print initial Stocktake Summary Report • Stocktake, Process, Report, 01 Summary Martin Hood – OASIS Extras

  11. Stocktake Report Martin Hood – OASIS Extras

  12. Stocktake Steps • Initialise (Marks everything ‘not yet scanned’) • Entry (Scan barcodes) • Report (How many / what has not been scanned) • Finalise (Mark unscanned items as missing) • Purge (Really a separate step – remove disposed and long term missing items) • History and Clear Martin Hood – OASIS Extras

  13. Stocktake Exercises 1 • Prepare Data • Loan item 3000 to borrower 1002 (Mark Arias) • Override Overdues and other messages • Change Status of copy 1529 to MISSING • Hint: Management, Catloguing, Copies, find by barcode, Edit STATUS = Missing • Change Location for REF 920 from blank to ‘Reference’ • Hint: Circulation, Global Change, Change Locations Martin Hood – OASIS Extras

  14. Initialise For a Partial Stocktake, enter the Range Martin Hood – OASIS Extras

  15. Clear • Oops! I initialised the wrong area! • ‘Un-initialise’ Martin Hood – OASIS Extras

  16. Entry • Direct Entry – Scan barcodes in • Get Immediate feedback about problems • Entry from a file • Portable (memory) scanner • Store barcodes in scanner memory • Dump into Alice (best through a file) Martin Hood – OASIS Extras

  17. Direct Entry 1 Martin Hood – OASIS Extras

  18. Direct Entry 2 Martin Hood – OASIS Extras

  19. Entry through a file 1 • Open Notepad (Start, Programs, Accessories, Notepad) • Enter Barcodes • Type • Scan • Dump barcodes from memory scanner • Save text file of barcodes Martin Hood – OASIS Extras

  20. Entry through a File 2 Martin Hood – OASIS Extras

  21. Using a Portable Scanner • All Barcodes 1067 scanner • Capture Barcodes • Plug in Battery Pack • Scan: Start, Enable Scan & Store, Exit • Scan item barcodes • Scan: Start, Disable Scan and Store, Exit Martin Hood – OASIS Extras

  22. Using a Portable Scanner 2 • Dump barcodes to a file • Plug scanner into computer • Open Notepad File • Scan: Start, Transmit, Exit • Visually Check for bad scans • Save Notepad file • Scan: Start, Clear Data, Confirm, Exit • Load into Alice using ‘Load from File’ method Martin Hood – OASIS Extras

  23. What do the Messages mean? Martin Hood – OASIS Extras

  24. Report • Summary • Counts only • Succinct • Use for general progress reporting • Detailed • Includes details of each ‘missing’ item • Can be VERY long report • Use when nearing the end to identify exactly what needs to be found Martin Hood – OASIS Extras

  25. Review • Print detailed report and go chasing these books • When found, scan them • Anything shown on this report will be marked as MISSING when you finalise. Martin Hood – OASIS Extras

  26. Finalise 1 • Caution: • Only finalise when all scanning of a range is complete • Ensure the Finalise Range matches the entry range. There is no ‘undo’ • Not Scanned => M (missing) • Disposed and scanned => R (recovered) • Missing and scanned => F (found) Martin Hood – OASIS Extras

  27. Finalise 2 • Print a Detailed Stocktake report before Finalising • NO report is produced by Finalise • Enter the range you want to finalise Martin Hood – OASIS Extras

  28. History • A list of all Stocktake actions that change data • Initialise • Finalise • Clear Martin Hood – OASIS Extras

  29. Purge • This is really a completely separate step from stocktake • Physically removes copies and catalog records if • Missing prior to cutoff date • Marked as Disposed • Provides an audit trail report • Should be the ONLY way copy and catalogue records are removed Martin Hood – OASIS Extras

  30. Purge (2) Martin Hood – OASIS Extras

  31. Purge 3 Martin Hood – OASIS Extras

  32. Stocktake Report Martin Hood – OASIS Extras

  33. Current Stock Report Martin Hood – OASIS Extras

  34. Stocktake Exercises 2 • Summary Report • Stocktake, Process, Report, All • Initialise • Range: REF 000 to REF ZZZ • Enter - Use Direct entry or File Entry for these barcodes • 3000, 1529, 1530, 1531, 1532, 1533, 3152, D00005, D00007 Martin Hood – OASIS Extras

  35. Stocktake Exercises 3 • Report – Summary Report • Stocktake, Process, Report, All • Report – Detailed report • Stocktake, Process, Report, Range, location=REF • Finalise • Stocktake, Process, Finalise, Range, • Location=REF • Classification 000 - ZZZ Martin Hood – OASIS Extras

  36. Stocktake Exercises 3 • Purge • Stocktake reports Martin Hood – OASIS Extras

  37. Questions and Discoveries • http://www.oasisextras.com.au • Does a ‘FOUND’ item get its STATUS automatically changed back to ‘CATALOGUED’? • At circulation? • At next Stocktake? • Does stocktake CLEAR change the stocktake status of items that have already been scanned? Martin Hood – OASIS Extras

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