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CONDUCTING AN INVENTORY OF THE CHENG LIBRARY’S CIRCULATING COLLECTION:Design, Implementation and Outcomes
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WHY DO AN INVENTORY?
Challenges Labor and time
intensive Complex process Fiscal constraints
BenefitsAccuracy 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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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REPORTS
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EXAMPLE: NOT ON SHELF REPORT
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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
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MEASURES OF ASSESSMENT/OUTCOMES/BENEFITS
Anticipated
• Identified missing items• Found status exceptions• Discovered location inconsistencies
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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
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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
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TO BE CONTINUED…
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