Using Innovative - PowerPoint PPT Presentation

Loading...

PPT – Using Innovative PowerPoint presentation | free to download - id: 723853-NmExZ



Loading


The Adobe Flash plugin is needed to view this content

Get the plugin now

View by Category
About This Presentation
Title:

Using Innovative

Description:

Using Innovative s Inventory Module for Library Stock-take : PolyU Library s Experience Camilla Chang Assistant Librarian (Systems) Pao-yue Kong Library – PowerPoint PPT presentation

Number of Views:61
Avg rating:3.0/5.0
Slides: 29
Provided by: Libra164
Learn more at: http://hkiug.ln.edu.hk
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: Using Innovative


1
Using Innovatives Inventory Module for Library
Stock-take PolyU Librarys Experience
  • Camilla Chang
  • Assistant Librarian (Systems)
  • Pao-yue Kong Library
  • The Hong Kong Polytechnic University

2
Outline
  • Background
  • Our Goals
  • Know Our Records
  • Prepare for the Inventory - Hardware Software
  • Our Work Flow
  • Inventories
  • Transfer Inventory Files
  • Before Generating the Report
  • Generate Inventory Report
  • Inventory Report Statuses

3
Background
  • Recommended by PolyU Internal Audit Unit
  • Audit Report on Review of Acquisition Disposal
    of Library Materials in March 2006
  • Inventory Module is ready for use
  • Innopac Inventory Module installed since we
    migrated to III in 1997
  • Regular shelf-reading but no organized inventory
    for many years

4
Our Goals
  • Target our Inventory on a small scale collection
    we select LC classification Class R (Medicine)
  • heavily used collection
  • a manageable size - contain 98,381 items
  • a fair representative of the collection - 8 of
    the entire Library physical holdings
  • To cover all kinds of materials in different
    collections
  • included books, av materials, serials, reference,
    ..
  • To minimize the disturbance to users
  • To complete the inventory project by the end of
    August

5
Know Our Records
  • Different Call Numbers
  • e.g. Call no. for books RC1 .G72
  • e.g. Call no. for av materials AV TV Program
  • Solution separate inventory reports for
    different call number ranges
  • No Call Numbers
  • e.g. Dummy checkin record
  • Solution add information to local call number
    field to reflect the type of materials

6
Know Our Records
  • Record with no attached holdings
  • e.g. ebooks, online journals
  • Solution move bib location to a temporary
    location
  • Items shelved in call number order
  • Solution use barcode scanning method to compare
    with Innopacshelf-list via Innopac Inventory
    Module
  • Items not shelved in call number order
  • Solution check manually against the printed
    copies of Innopac shelf-list

7
Prepare for the Inventory
  • Meetings with library staff
  • Conduct pilot runs
  • Generate statistics and trial inventory reports
  • Study the trial inventory report
  • Design worksheet workflow
  • Study how our barcode scanners work with Innopac
    Inventory module
  • Calculate the battery life and file size limit of
    the portable barcode scanners
  • Prepare workstation for file upload and printing
  • Shelf-reading before the inventory
  • Calculate no. of staff required for the inventory
  • based on the no. of items/team/hour
  • Allocate staff members by team

8
Hardware Preparation
  • 30 Apollo A38CX portable barcode scanners
  • 40 charged batteries
  • 9 download and FTP workstations
  • Printer for report printing

9
Software Preparation
  • Generate inventory report update Inventory Date
    (INVDA) field
  • IIIs inventory control module
  • For transferring inventory data file
  • any FTP client software
  • For update record and item STATUS field
  • MilCat Global Update

10
Our Work Flow
Generate reports update INVD
Identify correct errors
FTP data files
Scan barcodes
ERR missing
ERR wrong loc
ERR msh
ERR ST
ERR os, but co
ERR no item rec
11
Inventories
  • 6 August 2006 Sunday - Library closed for summer
  • 66 of the R class stock was checked on that day
  • Other stock-taking took place from 3 Aug to 18
    Aug 2006
  • Total 98,381 items were inventoried
  • Took up a total of 551 man-hours involving 85
    staff members spread out in 6 days

12
Transfer Inventory Files
  • Transfer the data file to IIIs circbatch
    directory /iiidb/circbatch
  • Note Use the upload menu if your Library
    brought IIIs B321 Percon Portable Barcode
    scanner
  • Name the transferred file to rdi_your_filename.ftp
    c
  • Note No need to re-name the file if your
    Library brought IIIs B321 Percon Portable
    Barcode scanner
  • Use telnet mode to access the Inventory Module
  • C gt CIRCULATION subsystem
  • A gt ADDITIONAL circulation functions
  • P gt PROCESS PC transactions
  • C gt COMPARE inventory to shelf list

13
Before Generating the Report
  • Make sure each files first and last record call
    numbers are in order
  • check before start scanning each inventory file
  • or, check or modify the first and last entry of
    the inventory file in the Inventory module
  • Define the off-shelf status for each collection
    report
  • status such as missing, withdrawn, claimed return
  • Define location codes for each collection report
  • Use Location Served list to define the
    locations for each collection
  • Eg. PolyUs Circulation collection include
  • cir - normal cir item
  • cirlb - cir item large book

14
Generate Inventory Report
INNOPAC Inventory Function

P gt PRINT shelflist, with circulation status
C gt COMPARE file of barcodes to shelflist
T gt TRANSFER file of barcodes to a Review File
Q gt QUIT
Choose one (P,C,T,Q)
15
Generate Inventory Report




INNOPAC Inventory Function
Files To Compare Date Created of Items
1 gt rdi_msinventory.ftpc 28-09-06 1220PM 4203
2 gt rdi_msinv2.ftpc 28-09-06 1249PM 1

File 1 selected
I gt INCLUDE only items at CIR Inventory 2006
S gt Off-shelf STATUS codes
A gt List ALL items
E gt List ERRORS only
16
Generate Inventory Report
SHELF LIST INVENTORY REPORT Tue 21 Mar 2006 for LOCATION CIR Inventory 2006 SHELF LIST INVENTORY REPORT Tue 21 Mar 2006 for LOCATION CIR Inventory 2006 SHELF LIST INVENTORY REPORT Tue 21 Mar 2006 for LOCATION CIR Inventory 2006

Beginning barcode and call 0000804463834 BF637.B4 A541 1996 Beginning barcode and call 0000804463834 BF637.B4 A541 1996 Beginning barcode and call 0000804463834 BF637.B4 A541 1996
Ending barcode and call 0000805254299 BF637.C45H287 1985 Ending barcode and call 0000805254299 BF637.C45H287 1985 Ending barcode and call 0000805254299 BF637.C45H287 1985

Total number of items that exist in this range 298
Number currently checked out 44
Number of items with off-shelf status 34
Number expected to be on the shelf 220
17
Generate Inventory Report
A. Number of barcodes in input file 200
B. Number of barcodes in input file that
do not belong in this area of the shelves 4
C. Number of barcodes in input file that are in
wrong place in this area of the shelves 13
D. Number of barcodes that are MISSING from
the input file 15
18
Generate Inventory Report
DETAIL REPORT FOR LOCATION CIR Inventory 2006

Status Call Number Title
1. OK on shelf 463834 BF637.B4 A541 1996 880-01 Xin ling gai
2. OK on shelf 253622 BF637.B4A64 Applications of cond
3. OK checked out 236401 BF637.B4 A94 1999 Behavior modificatio
4. OK on shelf 253630 BF637.B4B33 1974 Behavior modificatio
5. OK checked out 234898 BF637.B4 B452 1999 Behavioral intervent
6. OK on shelf 253440 BF637.B4B453 Behavioral self-mana
7. OK ST w 890500 BF637.B4B47 Behavior modificatio
8. OK checked out 416376 BF637.B4 C35 1997 Don't sweat the smal
9. ERR missing 439331 BF637.B4 C3512 1997 880-01 Bie wei xiao
10. OK on shelf 253473 BF637.B4H64 I would if I could a
ERR msh, 13 209269 BF637.B4J44 Learning theory and
ERR msh, 12 253325 BF637.B4H84 c.2 Human behavior and i
11. OK on shelf 253317 BF637.B4H84 Human behavior and i
12. ERR msh 253325 BF637.B4H84 c.2 Human behavior and i
19
Inventory Report Statuses
  • OK on shelf On-shelf The item's physical
    location matches the shelf list, or the status of
    the item is NOT an "off-shelf" status.
  • OK checked out Checked out The item is checked
    out and not on the shelf.
  • OK ST code STATUS code The item's
    STATUS field is non-blank, and the item is not on
    the shelf
  • e.g. Item was marked withdrawn in INNOPAC
    database and the item was not on the shelf.
    Status is OK.

Status Call Number Title
9. OK ST w 890500 BF637.B4B47 Behavior modification
20
Inventory Report Statuses
  • ERR missing The item is not checked out and its
    STATUS is blank and therefore should be on the
    shelf, but it is not.
  • ERR msh Mis-shelved The item is physically out
    of sequence according to the shelf list. If it
    belongs at another point within the range of this
    inventory report, the line number of its correct
    position will be given (e.g., msh, 15).
  • Mis-shelved within range (correct line positions
    are shown)

Status Call Number Title
83. ERR missing 591735 BF637.B4 M37 2003 Behavior modification
Status Call Number Title
43. OK on shelf 253473 BF637.B4H64 I would if I could a
ERR msh, 46 209269 BF637.B4J44 Learning theory and
ERR msh, 45 253325 BF637.B4H84 c.2 Human behavior and i
44. OK on shelf 253317 BF637.B4H84 Human behavior and i
45. ERR msh 253325 BF637.B4H84 c.2 Human behavior and i
46. ERR msh 209269 BF637.B4J44 Learning theory and
21
Inventory Report Statuses
  • ERR msh Mis-shelved within range
  • This error appears mostly due to the inventory
    report follow the system input order for title
    with more than one item.
  • e.g. Title RD92.A38. Report suggested item order
    v.10, v.6, v.7, v.8, v.9
  • Scanner captured v.6, v.7. v.8, v.9,
    v.10
  • System Input Order
  • ITEM    2 gt COPY 1 LOCATION circp
    VOLUMEv.10 BARCODE0000800902082
  • ITEM    3 gt COPY 1 LOCATION circp
    VOLUMEv.6 BARCODE0000800514291
  • ITEM    4 gt COPY 1 LOCATION circp
    VOLUMEv.7 BARCODE0000800514309
  • ITEM    5 gt COPY 1 LOCATION circp
    VOLUMEv.8 BARCODE0000800517187
  • ITEM    6 gt COPY 1 LOCATION circp
    VOLUMEv.9 BARCODE0000800884595

ERR msh, 406 514291 RD92.A38 v.6 Advances in trauma a
ERR msh, 407 514309 RD92.A38 v.7 Advances in trauma a
ERR msh, 408 517187 RD92.A38 v.8 Advances in trauma a
ERR msh, 409 884595 RD92.A38 v.9 Advances in trauma a
405. OK on shelf 902082 RD92.A38 v.10 Advances in trauma a
406. ERR msh 514291 RD92.A38 v.6 Advances in trauma a
407. ERR msh 514309 RD92.A38 v.7 Advances in trauma a
408. ERR msh 517187 RD92.A38 v.8 Advances in trauma a
409. ERR msh 884595 RD92.A38 v.9 Advances in trauma a
22
Inventory Report Statuses
  • ERR msh
  • Mis-shelved out of range (correct line positions
    are not shown)
  • ERR no item rec There is no Item record in the
    system for the given barcode. INNOPAC shows the
    barcode and call number for the next record in
    the database.
  • This error appears mostly due to scanner mis-read
    the barcode.
  • e.g. Item barcode in DB is 0000805524816
  • Scanner captured 0000805544816, hence
    reported ERR no item rec

Status Call Number Title
258. OK on shelf 328834 BF637.C45 D49 1995 The interpersonal co
ERR msh 240804 R724.C33 1975 c.2 Moral dilemmas in me
ERR msh 203943 R724.C33 1984 Moral dilemmas in me
259. OK on shelf 328826 BF637.C45 D49 1995 c.2 The interpersonal co
Status Call Number Title
170. ERR missing 524816 BF637.C4 B48 1991 Best methods for the
ERR no item rec 544816
171. OK on shelf 805370 BF637.C4 B6612 1999 880-01 Yi bian ying
23
Inventory Report Statuses
  • ERR os, but co On-shelf but checked out The
    item was found on the shelf but the system shows
    it as checked out to a patron.
  • ERR ST code STATUS code The item has a
    code in the STATUS field which the library has
    specified as an off-shelf status, but the item
    was found on the shelf.
  • e.g. The item was marked missing in INNOPAC
    database but now appeared on shelf.
  • ERR wrong loc Wrong location The item's
    location code differs from that of the first and
    last items in the range.LAST ITEM SHELVEDThe item
    was the last correctly shelved item followed by
    an ERR msh item.

Status Call Number Title
173. ERR os, but co 451747 BF637.C4 C85 2005 Culture context in
Status Call Number Title
178. ERR ST m 406507 BF637.C4 J64 1998 c.4 Who moved my cheese?
Status Call Number Title
290. OK on shelf 236070 BF637.C45 F56 1994 Interpersonal commun
ERR wrong loc cirlb 645242 RC965.V53V57 Visual display units
24
Follow-up Actions
  • Studied each line item in the Inventory Reports
    carefully to identify problems and trouble-shoot
    errors
  • Verified the Missing errors in the Inventory
    Reports to determine if they were scanner misread
    or genuine missing messages.
  • Searched for the missing items.
  • Continued searching the missing items for one
    month before marking withdrawn and placing
    replacement orders.
  • Tidied up the shelves with correct call number
    shelving order.
  • Verified, updated and took appropriate actions on
    the items with off-shelf status.
  • Re-labelled wrong or worn out barcodes and call
    numbers.
  • Updated bibliographic and item records.
  • An inventory date was recorded in the INNOPAC
    database for each record checked.

25
Inventory Results
  • Item Missing
  • As of 7 September 2006, a total of 281 items
    (0.29 of the R Class items) were found missing.
  • No Item Record
  • 12 items (0.01) were found without item
    barcodes.
  • Items Mis-shelved
  • 527 items (0.54) were shelved in wrong order
    either within or outside the concerned call
    number ranges.


26
Inventory Results
  • Items on Shelf but Have Checked out Status
  • no item was found.
  • Off-shelf Items Found on Shelf
  • A total of 14 items (0.01) with off-shelf status
    were found on shelves. 8 items marked Missing
    and 6 items marked Withdrawn were found.
  • Items with Wrong Location
  • 143 items (0.15) were shelved in wrong sections
    or locations.

27
Summary
  • We spent a total of 928.25 man-hours in
    stock-taking 98,381 items. Only 281 items were
    found missing from the shelves.
  • The inventory was time consuming and labor
    intensive but in return our catalogue are more
    accurate and stacks are cleaner after the
    exercise.
  • The experience that we gain from this exercise
    can be used in the next inventory which will save
    lots of preparation time.
  • The Innopac Inventory Module provides more
    features and function then we expected but still
    need to improve on the error report.
  • The brief error report does not provide enough
    information for a beginner. The full error
    inventory report provides full details but also
    use lots of paper.

28
  • Thank You
About PowerShow.com