bruce eames & jane milleraiug 2012 baillieu stocktake project: a pilot using circa
TRANSCRIPT
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Bruce Eames & Jane Miller AIUG 2012
Baillieu Stocktake Project: A pilot using Circa
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BACKGROUND
University Library• 12 branch libraries across Parkville, Southbank,
Burnley, Creswick, Werribee
• collections of approximately 4 million items in total
• currently undertaking a series of extensive collection moves to facilitate redevelopments and improve access to collections
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HISTORY OF STOCKTAKING
• no history of systematic stocktaking
• ad hoc as Libraries refurbished or collections established new locations
• past stocktake processes did not include any real time connectivity to ILMS • use of B321 scanner and batch loads
• manual processes – checking printed lists
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BAILLIEU STOCKTAKE PROJECT
• the largest of the branch libraries in collection size– 380,000 items in the general collection
• undergone a renaissance over the past couple of years– refurbished ground floor– new service model
• no systematic stocktake of the collection in around 20 years – many additions, relocations and moves
• Insync survey highlighted issues with ability to locate items on shelf
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GROUND FLOOR – BAILLEIU LIBRARY
Image: Ben Kreunen
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METHODOLOGY
• leverage the investment in Millennium– need to ensure that the bibliographic database
accurately reflects on shelf collection
• previous methods – manual and wireless barcode readers separated system work from shelf check part of the process
– increased follow up if batch loads reported errors– significant time spent creating lists
• the process required streamlining and the ability to work on the system at the site of the stocktake – the shelf
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CIRCA
• real-time connectivity to Millennium via a browser and internet connection
• secure
– limited access to a range of functions via the browser– no requirement for access to full Millennium client– accessible via wireless with no need for VPN
• functionality– updating of item fixed fields– identify missing items and those that with outstanding statuses– correct or change statuses on the spot
• shelf list– determine whether current shelf order correct– identify items out of place
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SETUP: HARDWARE
Devices considered
• PDA’s
- mixed reports
- expense $500-$2000
• iPad with scanner attached via camera connector or bluetooth- scanner not immediately easy to configure- - cost – iPad, bluetooth scanner - $1000 per unit
• netbooks
- 10” screens
- Usb ports – scanner configuration not an issue- Windows 7 (not Starter)- Cost - $400
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PROJECT OVERVIEW
• plan to undertake stocktake of 380,000 general collection items between June and end October
• commenced with high use areas
• roster of 2-3 teams working simultaneously throughout the day– 2 staff on each team – required to share scanning/workstation
monitoring duties– 2 shifts per day eg. 9-12, 1-4– Statistics maintained and aggregated at the end of each week for
reporting
• weekly meeting of project team to review statistics, discuss issues and system errors
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Stocktaking with Circa
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PROMOTION
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CIRCA FUNCTIONALITY
Circa functionality
• records item is on shelf - INVDA field
• confirms shelf order
• reports on out of order & missing items
• allows updating of item fixed fields
• checkin & checkout
• rapid update
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CIRCA MAIN MENU
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CIRCA MAIN MENU
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INVENTORY CONTROL
Inventory Control
• checks book is on shelf
• checks item status
• records that item was scanned in the item fixed field INVDA (Inventory date)
• reports on shelf order (Shelflist function)
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SCANNING BARCODES
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SCANNING - SUCCESS
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CIRCA ALERTS
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UNEXPECTED STATUS
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BARCODE NOT FOUND
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ITEM BUSY
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CIRCA SHELFLIST
Shelflist function
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SHELFLIST RANGE
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SHELFLIST SUMMARY
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SHELFLIST REPORTS
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OUT OF ORDER
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OUT OF RANGE
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MISSING FROM SHELF
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CIRCA ISSUES
Circa Issues & problems
• patchy WiFi
• http error messages
• changes to items not saved? • e.g. items with INVDA but missing status
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PROCEDURAL ISSUES
Procedural Issues & Problems
• documentation
• complex collections shelved in multiple locations
• lack of clarity how to handle items–on shelf with non available statuses–not on shelf but known to be elsewhere
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STATISTICS
Statistics – Weekly
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STATISTICS
Statistics – Weekly
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STATISTICS
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LESSONS
• equipment & physical setup worked well
• clear written policies & procedures – how to handle all the scenarios
• vigilant staff
• systems monitoring & support
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© Copyright The University of Melbourne 2009
Questions?
Bruce [email protected]
Jane [email protected]