Destiny Inventory

Transcription

1 Destiny Inventory April 1, 2011 Library Media Services is implementing a two year inventory cycle beginning this year. Unlike previous years, we will not require a full inventory, but rather several partials which equal roughly half of your collection, even though individual sites may vary. Using district statistics, the collection was divided into halves with the intention that the first half would be inventoried in the first year of the cycle and the second half during the second. The sections designated for each year are as follows: Year 1 Year 2 non-fiction (Dewey) professional reference *equipment fiction easy biography story collection non-print languages *equipment It has been determined that equipment should be included each year. This guide will help you with the steps needed to start and finalize the four partial inventories required for this year. Dwight Bailey dbailey@dadeschools.net Library Media Services 1

2 Destiny Inventory Begin a new inventory by going to the Back Office, clicking on the Inventory link and then clicking on the Start New Inventory button. 2. This year, instead of doing one full inventory, we will be doing four partial inventories. In order to do a partial inventory, a call number range needs to be identified. Start by naming the inventory with the school year and then the section of the library to be inventoried. Then in the Call Numbers from fields, enter the call number range. The first section should be the Dewey. To encompass the complete Dewey, the range should start at 000 and end at All circulation types will be included, so nothing is required for the Circulation Types section. If all previous inventories were closed, the date in the...seen on or after field should be the date the inventory was started. Please do not put a prior date in this field. Dwight Bailey dbailey@dadeschools.net Library Media Services 2

3 3. Once the Ok button is clicked, the following message will appear. Click on the Yes button. 4. Once an inventory has been started, the main inventory will appear like the example below. To check the current status of accounted and unaccounted items in that section, click on the % Complete link. 5. The status screen lists the number of items to be inventoried in the selected range, the items that are currently accounted for followed by the number of items that are currently unaccounted for. Typically all inventories start with some accounted for items, because items that are either checked out or marked lost are considered accounted for. Clicking on the See Details link in either section will bring up a list of that section. Finally it lists the total collection size. Click on the Close button once finished reviewing. Dwight Bailey dbailey@dadeschools.net Library Media Services 3

4 6. Before uploading barcodes to the open inventory, the other three inventories should be created starting with the professional section. Click on the Start New Inventory button again. 7. The professional section partial inventory name should start with the school year and refer to the professional section. The Call Numbers from fields should start at P and end at P. All circulation types will be included, so nothing is required for the Circulation Types section. If all inventories from previous years were closed, the date in the...seen on or after field should be the date the inventory was started. Click on the Ok button and the following Yes button. 8. Review this section s item status by clicking on the % Complete link. Dwight Bailey dbailey@dadeschools.net Library Media Services 4

5 9. The reference section partial inventory name should start with the school year and refer to the reference section. The Call Numbers from fields should start at R and end at R. All circulation types will be included, so nothing is required for the Circulation Types section. If all inventories from previous years were closed, the date in the...seen on or after field should be the date the inventory was started. Click on the Ok button and the following Yes button. 10. Review this section s item status by clicking on the % Complete link. Dwight Bailey dbailey@dadeschools.net Library Media Services 5

6 11. Start another inventory and name it by the year and refer to equipment. The Call Numbers from fields should start at EQ and end at EQ. Nothing is required for Circulation Types section. If all inventories from previous years were closed, the date in the...seen on or after field should be the date the inventory was started. Click on the Ok button and the following Yes button. 12. Once all the partial inventories have been created, they will appear in the Library Inventory drop down list. Before uploading barcodes into Destiny, choose the correct inventory section that the barcodes are associated with. Dwight Bailey Library Media Services 6

7 13. The preferred method of adding barcodes to the inventory is to upload a file of them. Once barcodes have been scanned and the file is copied to the computer, the file can be uploaded into Destiny inventory. First, click on the Browse or Choose File button. Navigate to the desired file and click on the Open button in the navigation window. Once the file has been selected, it will appear in the Or upload a file of barcodes field. Click the Upload button. Dwight Bailey dbailey@dadeschools.net Library Media Services 7

8 14. After uploading scans into Destiny, review the Inventory report in the Job Manager for Skipped, Lost and Checked out copies. If an item was scanned and it s barcode can t be found in the Destiny system, it will be skipped. The number of skipped items are listed in the job summary at the top of the report. There are several reasons that this can happen, but the most common is that the book was never added to the Destiny or had been deleted from it. It can also occur because of a scanner misread. To locate the skipped copies in the list, use the Find command and search for the word skipped. Once a skipped copy has been located in the list, note the call numbers of the books recorded just before and just after the unrecognized barcode was scanned. Locate the book and remove it from the shelf so that it can be cataloged later. For items that have a lost or checked out status, the blue Copy Status text links will indicate if any exist. To locate them search the report for the words checked out and marked lost. Since Destiny doesn t automatically change a copy s status once it s imported through the inventory process, the item needs to be manually checked in. If the item has been marked lost, it will become available only after it has been checked in. The same is true for items that are checked out. However, once checked in, any fines associated with this item should be removed. 15. An alternate method of entering barcodes into the inventory is to scan them in one at a time. This method is typically not recommended, since it can be very slow. However, a benefit to this method is that if an item which is still checked out, or marked lost, is scanned it will be checked in or it s lost status will change to available automatically. This type of inventory is recommended if there are barcode or other problems with the collection. Dwight Bailey dbailey@dadeschools.net Library Media Services 8

9 *Note: Even if a barcode is uploaded or scanned into the wrong inventory section, Destiny will still mark that item accounted for in the correct section and inventory that it belongs to. If this is done by scanning the barcodes one at a time, the following warning will appear. Regardless, as long as the item belonged to any of the open inventories, it will be accounted for. 16. After all items have been scanned and entered into Destiny inventory the items that haven t been scanned or are currently checked out or lost are considered unaccounted for. To view the unaccounted for list, click on the % Complete link. Then click on the See Details link beside the Unaccounted for number. Use the list to check the shelves to see if anything was missed. Also, review the list by call number to see if there are any noticeable patterns that may indicate whole shelves or sections not scanned. Dwight Bailey dbailey@dadeschools.net Library Media Services 9

10 17. After as many unaccounted for items have been located as possible, it is time to finalize each of the open inventories by clicking on the Finalize button in each inventory screen. On the following screen, make sure to select the Mark all unaccounted for copies lost option and then click the Yes button. Once all open inventories have been finalized, this part of the inventory process is complete. Dwight Bailey Library Media Services 10