Stocktaking - BiblioTECH Library Management System

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Stocktaking
There are two basic purposes for performing a stocktake:

1. To identify those resources that are currently in the Library and, as a consequence, those that are missing, and;
2. To ensure resources in the library are stored in the appropriate location.


In BiblioTECH, each Resource record has a Last Seen field. This is updated every time a resource is Loaned, Returned, or scanned during a Stocktake. Therefore, BiblioTECH is always monitoring the status of the resources in the catalogue. This Last Seen date is used during Stocktake Analysis to determine if a resource is still present.

As some library environments are complex or time may be limited, BiblioTECH allows a librarian to perform Stocktake Analysis across the entire library or just a section of it.


Preparation

Stocktake Start Date

During Analysis, this is the date that is compared against each resource's Last Seen entry and is used to determine if a resource is still present in the Library. This should be the day you commenced the stocktake.

To set it:

  1. Open the Circulation Manager.
  2. Enter Stocktake Mode by pressing F8, by clicking on the Actions --> "Stocktake" Mode menu, or by clicking the Stocktaking Mode button directly.
  3. Adjust the Stocktake Start Date value as needed.
    1. Note: This can be set at any time prior to Analysis


What is to be included

Decide which ‘section’ of the Library is to be involved in the stocktake. This could be the entire library (including any sub-libraries), one sub-library, or one section within a library (e.g. Non-Fiction in the Main Library).

During Analysis, you must be able to mark those resources that are to be included in the stocktake. Therefore, at this stage you need to verify that the target resources can be readily marked. Please note that you do not need to mark them yet – just verify that you are able to do so.


Scanning Resources

The scanning of resources during a stocktake can be a time-consuming process. BiblioTECH's 'Stocktaking Mode' has been designed to allow the Library to be open to users during the stocktake period. However, if doing this, you will need to ensure that any resource taken from the library is re-scanned before being returned to the shelf.


All resources identified as needing to be included in the stocktake must be identified in the BiblioTECH system. There are a variety of methods by which this can be achieved:

Notebook Computer & Wireless Network
On a notebook computer that can connect to the BiblioTECH Server, install the Circulation Manager (usage notes below).
Note: This is the recommended method as it allows direct access to the resources from the portable computer and enables the system to be continuously maintained.

Desktop or Notebook Computer Connected to the Network
On a computer that can connect to the BiblioTECH server, install the Circulation Manager (usage notes below).

Stand-alone Notebook Computer using the Portable Stocktake Module
On a notebook computer, install the Portable Stocktake module. When scanning is complete, you will need to transfer the stocktake information back to a computer with the Circulation Manager running (usage notes below).

Portable Barcode Scanner
Some Barcode Scanners allow you to scan a number of resources and then to load the list of barcodes into a computer.
Note: Whilst BiblioTECH supports this method, it is not recommended. There is no immediate feedback after scanning individual resources, therefore, if a problem does occur (barcode not identified, etc.) it can be difficult and time consuming to locate the cause of the problem.


Usage

It is recommended, but not required, that three tubs be utilised as resources are scanned during a stocktake:

  • One for those resources incorrectly shelved/housed.
  • One for those needing attention (damaged, etc.).
  • One placed near the shelves/housing with a sign 'Stocktaking – DO NOT return items to the shelves. Please place in this tub instead'.

By processing the resources placed in the tubs at the end of a stocktaking session you will be able to proceed in a steady and systematic manner completing the stocktake in a shorter time. The third tub will allow you to manage resources that otherwise may not be scanned.


Analisys Report

This is performed in Resources Manager under the Actions menu. During the Analysis stage, BiblioTECH will only review marked resources and assume that any resources that are out On-Loan, have no barcode, or have already been marked as 'lost' are not to be included in the Report.


Analysis is a three-step process:

1. Unmark all resources.
Use the Un-Mark All Resources option to ensure that any previous marks that may have been present are cleared.

2. Mark those resources to be included in the Stocktake Report.
For those sections of the Library identified for stocktake you will need to mark these resources.

The recommended method is to:

  • Sort the resources by whatever range you require.
  • Select a range by clicking on the first resource you require and, holding down the shift key, scroll down to the bottom of the range (or use the navigation tools located in the upper right-hand corner of the window to locate the last resource).
  • Select the last resource in the range, and
  • Select Mark in the window that appears.

Whichever method you use, select the Marked View once finished and review the resources that you have marked. The analysis results depend on this being accurate.

3. Generate the Stocktake Report.
Select the Analyse Stocktake option. Read the information and options available on the next screen and proceed when ready.

This will check every resource that is marked. The resource will be un-marked if it:

  • Was ‘seen’ during the stocktake.
  • Has no barcode (i.e. a virtual item).
  • Is currently out On-Loan.
  • Is already 'marked' as ‘lost’.

Please note that as the Analysis process un-marks resources it can account for, those remaining marked are considered not accounted for and may be lost. Details of these resources can be found in the report files generated during the Analysis process.

When you initiate the Analysis, you will be prompted for the folder where the report files will be saved – named StockTake_Details.csv and StockTake_Summary.csv respectively. After the analysis, these can be opened for review using a spreadsheet program (e.g. Microsoft Excel). The analysis will then proceed and when completed the summary report will be displayed for printing or saving (it is recommended you print this for reference).
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