Library Media Program Inventory

Transcription

1 Library Media Program Inventory

2 Why? Professional Responsibility

3 Why? Reconciliation of physical library collection with the information in the library automated system (Destiny)

4 Why? Locate materials that may have been previously marked lost

5 Why? Identify materials in need of weeding

6 Why? Provides understanding of collection and encourages sound decision-making about the collection and library program based on factual information

7 Why? Uncover any errors that may have been made in previous inventories, the checking in of materials, or importing of new titles

8 Why? School inventory data may be compared with Regional Center and District data in order to evaluate library program and set program goals

9 Why? Data used for district-wide collection and library program analysis

10 Why? Data used for possible funding opportunities (i.e., Heart of America Foundation Library Makeover grant and Barnes and Noble holiday book drive)

11 Therefore Be thorough in conducting inventory Report accurate information Inaccurate information/data misrepresents library program Ø If you don t understand the inventory survey question.contact Library Media Services!

12 Think Reflect Ask Why conduct an inventory Accuracy of data

13 Pop Quiz! Conducting an inventory encourages about the collection and library program based on factual information

14 Due Date June 7, 2013

15 Conducting an Inventory Process Overview Prepare Scanners Computer Collection Destiny Start inventory One if doing a full Several if doing a partial Scan collection Upload scans into Destiny Inventory Check Destiny for errors Search for remaining unaccounted Close inventories (finalize) Complete inventory survey report

16 Decide

17 Decision points Full or partial Full if If taking over a media center If significant issue arose in previous inventory Live or remote Live Slower but more accurate Corrects or identifies errors immediately Needs internet connection Remote Faster Need to review reports for errors Won t identify certain types of errors Type of scanner(s) to use

18 Prepare

19 Prepare Scanners Dolphin scanner Charge scanner Confirm Dolphin File Transfer software is installed Confirm Dolphin can Dock with computer Corded scanner Laptop and cart Extension cord Notepad application Bluetooth scanner Charge scanner Laptop and cart Extension cord Notepad application

20 Prepare Computer If using the Dolphin scanner Confirm Dolphin File Transfer software is installed Confirm location of XFER folder Delete all scan files from previous year Confirm that Dolphin can dock Confirm files are transferred to XFER folder If using a corded scanner Confirm Notepad or TextEdit is on computer Use a USB drive to save scans to xfer

21 Prepare Collection Partials require shelves to be in order Not an issue with full inventories Locate and organize other materials Equipment Nonprint

22 Prepare Destiny If still open, close or finalize last year s inventory before proceeding Inventory Started 4/17/2012

23 Prepare Destiny Use the Collection Statistics Summary report to identify call numbers that should be corrected before inventory begins. If a call number is outside of the range of the call numbers being inventoried, the item(s) will not be counted.

24 In this scenario, incorrect/ nonstandard call numbers represent 53 items that will not be counted.

25 This is how the CSS should look.

26 Think Reflect Ask Preparing Scanners Preparing Computers Preparing Collection Preparing Destiny

27 Pop Quiz! When conducting an inventory, if items that should be scanned are located in another section because they are misplaced, they will be marked and ultimately marked at the end of the inventory.

28 Start New Inventories

29 Partial Inventory? Full Inventory? Retire?

30 Updates Consider starting inventory earlier Full inventories are accepted preferred Live inventories tend to be more accurate School with staff changes full inventory Inventory Due June 7, 2013 Processed over summer Issues sent back to site at beginning of year for correction

31 Start New Inventories: Partials Year 1 ( ) Year 2 ( ) Nonfiction (Dewey Ranges ) Professional Reference Equipment* *Because of potential high value, will be done each year Biography Easy Fiction Short Story Collection Languages (SP, FR, IT, GR, CRP, etc.) Non-print Equipment* Sections are approximately half of collection size based on district collection breakdown

32 Start New Inventories If last year s inventory was finalized properly, then the main Destiny inventory screen should look like this Click the Start New button

33 Start New Inventory(ies) Inventory name(s) should reflect the year and if partial, the section scanned Don t enter a call number range to start a full inventory Enter a call number range to start a partial inventory Enter the date the inventory was started in the field labeled, Except for copies that have been seen on or after If doing a partial inventory, start the remaining inventories at this time If last year s inventory was not finalized, this date will default to the previous inventory s start date.

34 What Full and Partial Inventories Look Like Partial Inventory Full Inventory Do not enter a call number range when doing Full inventory!

35 Start New Inventories Each inventory will indicate the percentage complete Percentage # represents the items already accounted for when inventory started Refer to during inventory to help determine progress

36 Start New Inventories The Accounted for titles are those materials that are currently checked out or marked lost The Unaccounted for titles are all other materials that need to be scanned for inventory

37 Example New screen shot neded Enter the current date when starting new Started on 4/1/2013 Enter 4/1/2013 in date field Will include everything in the specified range scanned on or after 4/1/13

38 Example Percent complete If date entered is same as day started Percent complete should be relatively low If percent is high, something is wrong 10.09% Complete Fiction Started 4/1/2013

39 Example Check status and progress At start of and throughout inventory check the: Accounted for (includes lost & checked out) - Increasing Unaccounted for - Decreasing Dewey Started 4/1/2013" 4,665 Unaccounted for 517 Accounted for

40 Think Reflect Ask Starting full inventory Starting partial inventories Sections to be inventoried Monitoring % complete Ø Accounted for Ø Unaccounted for

41 Pop Quiz! How many mistakes are the inventory screen below? Example: Full inventory started on April 1, Fiction /20/2012

42 Pop Quiz! How many mistakes are the inventory screen below? Example: Full inventory started on April 1, Fiction /20/2012

43 Scanning

44 Scanning Corded scanner Remote or live Laptop or desktop on cart Don t need to be attached to network Transfer to USB drive Save file using section name

45 Scanning Bluetooth Scanner Remote or live Scan to open Notepad application Up to 50 ft. away Put in inventory mode and save scans to device Save to Notepad file Transfer to USB drive Save file using section name

46 Scanning Dolphin scanner Remote only Store to device and transfer using Dolphin File Transfer Utility Transfer to computer Destiny can be accessed from Locate file and rename the scan file to section done i.e. Rename Scan.log to

47 Scanning Scan backwards Pull books out and push in as scanned Faster Saves spines Remove books that don t scan, because of a damaged barcode or book needs repair

48 Upload Scans

49 Upload Scans - Live Scan barcodes directly into Destiny inventory window Step 1

50 Upload Scans - Live Copy information will list at the bottom of the screen Step 2

51 Upload Scans - Live Some errors will be corrected as soon as the items is scanned Step 3

52 Upload Scans - Live Some errors will be corrected as soon as the items is scanned Step 3

53 Upload Scans - Live Some errors will not be corrected, but you are notified with book in hand Step 4

54 Upload Scans - Remote Transferred scan files need to be uploaded into Destiny. Transferring files to the computer, does not automatically upload to Destiny. Step 1 From the main inventory screen click the Browse button

55 Upload Scans - Remote Browse to the location the scan or barcode file is located Step 2 Click Open Full Inventory Started 11/

56 Upload Scans - Remote Once the desired path is in the Or upload a file of barcodes field Step 3 Click the Upload button Repeat for all scan files Best practice to upload immediately after transferring Full Inventory Started 11/

57 Upload Scans - Remote Check for Errors Step 4 Review the Inventory Reports in the Job Manager for the following errors by clicking on the View link lost or checked out skipped out of range

58 Upload Scans - Remote Check for Errors Step 4 Lost items will be indicated by the [ Copy Status ] text throughout the report Check-in the item to change its lost status

59 Upload Scans - Remote Check for Errors Step 4 Checked out items are also indicated by the [ Copy Status ] text Search for the Copy Status text in document by using the Find command or scan while scrolling Check-in the item to change it s lost status

60 Upload Scans - Remote Check for Errors Step 4 Skipped items are barcodes that aren t in the catalog Books were deleted Put on shelf without uploading record From another library Look for the number of skipped items in the summary 3/28/2012 9:37 AM Fiction A-D.LOG

61 Upload Scans - Remote Check for Errors Step 4 Search through document for the word skipped Using the call numbers, locate the books scanned before and after skipped barcode

62 Upload Scans - Remote Check for Errors Step 4 Out of range errors only occur when a partial inventory has been initiated Call numbers were specified in starting new inventory Indicates that a book was scanned that is out of the range specified May indicate that a book is misplaced Move through each document to locate and correct these errors

63 Think Reflect Ask Scanners used for inventory Scanning barcodes live Uploading scanned files

64 Pop Quiz! When uploading scan files to your computer it is always recommended that you save the files using the of the area just scanned.

65 Why? Inaccurate information/data misrepresents library program Ø Low performing schools, but media center shows high attendance or high circulations Items that are in collection, but erroneously marked Lost Lost items that are in collection are eventually deleted erroneously Time consuming for LMS office to clean up inventories Difficult to communicate with media specialists during summer If you intend on conducting a full inventory, but initiate a Partial inventory, you will have thousands of error messages and items will not be inventoried If you intend on conducting a partial inventory, but initiate a Full inventory, you will have high percentage of losses (40% - 60%)

66 Think Reflect Ask Checking for Errors Ø Lost Ø Checked out Ø Skipped Ø Out of Range Correcting Errors

67 Pop Quiz! TRUE or FALSE? Skipped items are items that had been marked lost in a previous inventory.

68 Finalizing Inventories

69 Finalizing Inventories Delete lost materials If a full was done previously all from previous year If a partial was done previously all from the year prior to last

70 11-12 Fiction Started 3/28/2012 Finalizing Inventories If you have done everything to find copies, and still have copies unaccounted for, let it go. Click on the Finalize button.

71 Finalizing Inventories On the confirmation screen choose Mark all unaccounted for copies lost. Select Yes. Repeat for each open inventory

72 Finalizing Inventories After all are closed, click on the View In-Progress & Completed Inventories link from the main inventory screen.

73 Finalizing Inventories Clicking on the link brings up the list view of all In Progress inventories with their accounted and unaccounted for statistics. The View button will remain as long as the Completed Library Inventory Report remains in the Job Manager. Once the report is deleted, the View button will disappear Fiction Story Collection Easy Equipment Biographies 3/28/2011 3/28/2011 3/28/2011 3/28/2011 3/28/2011

74 Finalizing Inventories Clicking the View button takes you to the report type selection window which will produce and then send the report to the Job Manager.

75 Finalizing Inventories The Completed inventory tab lists previously closed inventories. No view button means no report in Job Manager Full" 6/5/2011"

76 Think Reflect Ask Finalizing inventories Deleting Lost materials Marking items Lost Viewing Completed and In Progress inventories

77 Pop Quiz! Keeping lost items indefinitely inflates collection size.

78 Inventory Survey

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82 In , schools will receive 4mely feedback upon inventory submissions, which will include raw Des4ny data.

83 Think Reflect Ask Completing online Inventory Survey Data collected directly from Destiny Ø Collection Statistics Ø Foreign Language Ø Circulations Submitting online survey

84 Pop Quiz! Multiple Choice If you don t understand the survey questions you should. a. Ask your colleague at another school b. Ask your microsystems technician c. Contact Library Media Services d. Both A and B

85 Inventory How to Guide: Completing the Online Inventory Survey To help with the inventory process, Library Media Services has created a step-by-step guide to conducting the inventory

86 Annual Library Media Center Inventory and Statistics How To Guide Completing the Online Inventory Survey 86

87 Introduction The How To Guide for Completing the Online Inventory Survey is a step-by-step guide to conducting a library media center inventory and completing the online inventory survey. This document provides explanations for all the questions in the inventory survey, a graphic representation or screen shot of where the information can be found in Destiny and how it is to be collected, and tips on what calculations are to be done to arrive at the answer for some of the inventory questions. The library media program inventory in Miami-Dade County Public Schools is to be conducted through the Destiny Library Management System. There are numerous ways to arrive at the answer to some of the questions requested on the inventory survey. In this guide we have provided, what we feel, are methods and strategies to collect the information requested in the inventory survey in the most expedient manner. Additionally, we ve included references to Destiny Custom Reports that provide the needed information. In some specific cases, you might use an alternate method, but in any case, you must be as thorough and exact as possible. [For example: The answer to questions such as Number of books purchased (Page 8) can be found by reviewing all the requisitions, invoices, and titles lists for the current year. It can also be determined by running a custom report created for you that counts all the books added to Destiny during the current school year. Once you have that information, you separate the number of books that you added as a result of donations or book fairs, and you have your answer for books purchased. If you did not add any books as a result of donations or book fairs, then the report will provide the answer to the inventory question without any needed calculations.] Below you will find the names of any custom created by Library Media Services that will help you answer some of the questions on the inventory survey. You can find these custom reports in Destiny under Back Office/Reports/Report Builder. Ø Books Added (Custom Report)* This report counts all the books that were added after June 13, 2011, and which have copy information and an assigned barcode. *Do not change any of the parameters of the custom reports. Please run the reports exactly as provided. 87

88 Collec*ons Section of the inventory You Number will see of the books question purchased from the inventory survey in this bar. In this section, you will find an explanation of the information and statistics that are to be The number of books purchased and added to the collection in Destiny since the last inventory. Run the Destiny custom report titled Books Added to determine the count of books that have been added to your collection since June 13, Only books that have copy information will be counted. gathered. Additionally, If books the that answer have been to purchased the but inventory have not arrived question or been imported requires into Destiny any at the calculations, time of this inventory you are not find to be counted. This report does not differentiate between books you purchased or books that were donated. It counts the books that were added to instructions on how to perform those calculations. Destiny. Subtract the number of books added, but not purchased from this total. Books Added Books Added custom report totals all books (copies) added to your collection since June 13, The graphic in this box will provide an illustration (screen shots, images of documents, pictures) of the question being asked. Whenever possible, it will show where the information can be found in Destiny or other sources. Where is information found? This section will Collection indicate Statistics which Summary reports Destiny or documents Inventory Module contain the information you Library Statistics Report need to answer the Manually question. Tracked/Calculated Other: Report: Books Added Note: This report does NOT differen*ate between books you purchased or donated books that you added to Des*ny. If you added donated books or books received as a result of a book fair into Des*ny, then you have to manually keep track of those *tles and subtract that amount from this total. Example: Total Books Added 1000 Books question. Added/Donated Number of Books Purchased 900 This NOTE section will provide you with additional assistance, examples, or tips for calculating the answer. Additionally, it will contain reminders of what information should NOT be included in the 88

89 Flowchart for Conducting the Library Media Center Inventory Preparation for inventory Prepare scanner If using Dolphin PHD Delete old scan files Print LMS online inventory survey to review questions for changes Do you have previous inventories still open? Finalize previous inventories No? Proceed to initialize new inventory. Initialize all new inventory Scan items Transfer/save scan files to computer Rename scan files Upload scan files to Destiny Check Job Manager for errors, skipped barcodes, or status issues. Skipped barcodes? Pull books with barcode errors to add copy to Destiny. No? Proceed to next step. Books comes up as checked out or lost? Check in book in order to change it s status from lost to available. Continue scanning other sections. Repeat process after every section. Continue until done with all sections. Look for unaccounted items in order to locate them. Delete all lost items from previous school year(s). Finalize inventory which marks remaining Unaccounted for items Lost Compile other inventory data for final report (attendance, lessons, subscriptions, etc.) Print and fill out a hard copy of the inventory survey Show inventory survey to principal Complete survey online and submit to LMS 89

90 Flowchart Legend Symbol Preparation for inventory Explanation Preparation for the beginning the inventory. Initiating a process. Process/actions Action steps that have to be taken such as scanning books. Document Document that may have to be printed or reviewed (i.e., LMS Survey). Decision/ question Alternate Process Point in the process in which a question arises, a decision may have to be made, or an alternate action may have to be taken (i.e., Have you finalized previous inventories?) before proceeding with actions. A step that may have to be taken before proceeding with the process. Manual input Information that will have to be input in a document, online survey, or form. End of process Termination of the inventory process. Final step to be taken. Alert. Indicates that care must be taken or a question must be addressed before continuing with actions steps. 90

91 Finished Compile your other inventory information (Attendance, lessons, subscriptions, etc.) Input information in the online survey. Have your principal review the completed inventory before submitting. Submit completed survey online. Keep two copies. One copy for the media center and one copy for the principal. You are done with Destiny inventory! A report, which includes both the survey data and Destiny statistical data, will be sent to you and your principal.

92 Check your work for accuracy! Time consuming reviewing all inventory submissions Media specialists gone during summer; can t confirm information Staff changes hinders ability to confirm was done in previous inventory Report goes to principals and region offices If you need help you can review online resources and posted documents If you don t understand the survey questions Ask Library Media Services!

93 Inventory Help From the main Help link on any screen From the How do I link on the main inventory screen From the Support page on ls.net Contacting our office

94 Inventory Help Documents that can help

95 Inventory Checklist

96 Inventory Help Documents that can help

97 Questions?