CONDUCTING AN INVENTORY OF THE CHENG LIBRARY’S CIRCULATING COLLECTION:Design, Implementation and Outcomes

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

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

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

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

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

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

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

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

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

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

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

REPORTS

EXAMPLE: NOT ON SHELF REPORT

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

MEASURES OF ASSESSMENT/OUTCOMES/BENEFITS

Anticipated

• Identified missing items• Found status exceptions• Discovered location inconsistencies

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

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

TO BE CONTINUED…