Stocktake
Performing a stocktake is crucial for maintaining an accurate inventory of your library's resources. In this tutorial, we will guide you through the steps to conduct a thorough stocktake using BiblioTECH's Stocktake feature.
Accessing Stocktake
- Start by logging in to your BiblioTECH web app account.
- After logging in, navigate to the "Circulation Manager" section.
- Within the Circulation Manager, select the "Stocktake" tab to access the Stocktake area.
Marking Resources for Stocktake
- In the Stocktake area, you'll find two important buttons at the top right of the screen: "Mark for Stocktake" and "Analyse Stocktake."
- Begin the stocktake process by clicking on the "Mark for Stocktake" button.
- A window will pop up, allowing you to select which libraries you want to include in the stocktake. You can choose one or multiple libraries.
- After selecting libraries, you can further configure how resources will be marked by choosing one of the following options:
- "Mark All Resources": This option marks all the resources in the selected libraries.
- "Mark by GMD": Allows you to select specific GMDs (General Material Designations) to mark.
- "Mark by Dewey Range": Enables marking of resources within a specified Dewey Decimal Classification range.
- "Mark by Collection": Allows you to select specific collections to mark.
- Once you've configured your stocktake preferences, click "Save Changes" to initiate the marking process. The system will unmark all resources and then mark resources based on your configuration.
- Note that you can specify the library where the stocktake is being conducted, limit the Dewey range (if necessary), and choose to "Auto-return" resources to ensure they are in the correct location.
Conducting the Stocktake
- With resources marked for stocktake, you can now start scanning them. Scan the resource's barcode or manually type in the resource title in the search box and select the resource you are examining.
- Every time you scan a resource, the system will update the resource's "Last Seen Date" and return it to the selected library if the "Auto-return" option is activated.
- Beneath this section, you can view the resource details to verify their accuracy during the stocktake.
- Remember, the stocktake process can span several days or even weeks, so you don't have to complete it in one day. Your library operations, including loans, returns, and reservations, can continue as usual during the stocktake process without interference.
Generating the Stocktake Report
- Once all resources have been scanned, you can generate the Stocktake report using the "Analyse Stocktake" button.
- In the pop-up window, select the date you want to designate as the Stocktake start date.
- Optionally, you can tick the box to "Treat resources with no barcode as Virtual" (virtual resources are not included in the stocktake report).
- Click "Start" to generate the report. The system will examine each "Marked" resource based on the selected start date. Resources that meet specific criteria (e.g., sighted on or after the date, on loan, in specific libraries) will be "Unmarked."
- At the end of this process, any resources still marked are considered "Un-accounted for" and may be considered "missing."
- The system will display a summary report on the screen. You can download both the detailed and summary reports using the provided Download buttons.
Conducting a stocktake in BiblioTECH is a crucial part of maintaining an accurate and up-to-date inventory of your library's resources. By following these steps, you can efficiently mark, scan, and analyse your resources, ensuring your library's collection remains organised and accounted for. Thank you for choosing BiblioTECH for your library management needs. Stay tuned for more informative guides on maximising BiblioTECH's features!