Whilst the process of conducting a Stocktake is detailed here, there are a number of questions that are commonly asked:
Can I use a 'memory' style barcode scanner to scan a block of resources?
Yes – but definitely not recommended.
BiblioTECH does support this style of barcode scanner but problems can arise if the system reports an error. For example, you scan a block of 500 resources, then process this data through BiblioTECH which reports that 5 of the barcodes were not recognised. As they are not recognised, you do not know the titles, therefore you have to visually recheck every single barcode in the 500-resource block to locate the items – a seriously time-consuming process. Further, when scanning a resource using a computer connected to the BiblioTECH system, you get immediate feedback as to the details of the resource (you can check on screen if it is the correct resource) and the system can report if the resource is not in the correct location. Both of these facilities are not active when using a 'memory' style scanner.
Do I need to 'mark' resources before scanning commences?
No – you only need to 'mark' the resources to be analysed during the Analysis phase.
If you are conducting a Stocktake of a section of the catalogue, before commencing scanning, you need to know that you will be able to 'mark' that section when you get to the Analysis phase. Delaying 'marking' resources until the first step of Analysis allows the use of 'marking' for other purposes during the scanning period.
Can I speed up scanning by using more than one computer?
Yes – you would need multiple computers, each with a barcode scanner.
Do I have to close the library during a Stocktake?
No – with caveats.
BiblioTECH always updates stocktaking information whenever you Loan or Return a resource, therefore, you can make the library resources available to your users even though you are stocktaking. However, if others are in the library during the time you are scanning resources, you need to take special care to ensure that any resource taken from its location is scanned before being returned to its location – otherwise it may not get scanned and be reported as 'missing' during Analysis.
Can I add or delete resources during a Stocktake?
If you delete a resource, it will no longer appear in the catalogue and will be ignored during Analysis. If you add a new resource, make sure you scan it in Stocktake mode before making it available to your users.
Can the Stocktake scanning be interrupted?
Yes – with caveats.
During Analysis, each resource's LastSeen date is compared against the Stocktake Start Date. If you interrupt a Stocktake you need to ensure that the Stocktake Start Date is not changed when scanning resumes. However, you need to take special care to ensure that during the break in scanning, resources are not moved or relocated without your knowledge (similarly to if you were to keep the library open during a Stocktake).
Can I re-run the Analysis?
It is quite common in the first run of Analysis for resources to be highlighted as un-accounted for as they were missed during the scanning phase. You can go back, scan those resources and then re-run the Analysis – you do not need to rescan other resources. Re-run the Analysis using the same Stocktake Start Date and the newly scanned resources will be accounted for.
Can I stocktake two sections of the Catalogue?
In fact, when Analysing, you can target both sections at once or you can target each section separately. To target both together, run Analysis and 'mark' both sections. To target each section separately, run Analysis twice, 'marking' the relevant section each time.