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

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conducting an inventory of the cheng library s circulating collection

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

Design, Implementation and Outcomes

why do an inventory
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
history of inventories in the library at william paterson university
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
first automated inventory
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
additional goals of the dra inventory
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
slide6

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
search for an appropriate inventory program
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
the library stacks management system
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
modifying the program
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
coordinating scanning
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
google calendar to coordinate
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
scanning
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
items not on shelves
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
measures of assessment outcomes benefits
Measures of Assessment/Outcomes/Benefits

Anticipated

  • Identified missing items
  • Found status exceptions
  • Discovered location inconsistencies
unanticipated
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
benefits of broad staff participation
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