Conducting Inventory. Full Inventory Reference Guide

Transcription

1 Conducting Inventory Full Inventory Reference Guide

2 Due Date June 6, 2014

3 Conducting an Inventory Prepare Scanners Computer Collection Destiny Start inventory Scan collection Upload scans into Destiny Inventory Check Destiny for errors Search for remaining unaccounted Delete lost materials Close inventories (finalize) Process Overview Complete inventory survey report

4 Decide

5 Decision points Live or remote Live Slower in scanning but more accurate Identifies errors immediately Lost previously Checked out Barcode not found Needs internet connection Remote Faster in the scanning process Need to review reports for errors Won t identify errors on the spot Type of scanner(s) to use

6 Prepare

7 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

8 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

9 Prepare Destiny If still open, close or finalize last year s inventory before proceeding Inventory Started 4/17/2013

10 Start New Inventory

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

12 Start New Inventory Inventory name should reflect the year Don t enter a call number range to start a full inventory Enter the date the inventory was started in the field labeled, Except for copies that have been seen on or after If last year s inventory was not finalized, this date will default to the previous inventory s start date.

13 Start New Inventory Each inventory will indicate the percentage complete Percentage # represents the items already accounted for when inventory started: checkouts, lost, etc. Refer to during inventory to help determine progress

14 Percent Complete If date entered is same as day started Percent complete should be relatively low If percent is high, something is wrong 4.49% Complete

15 Start New Inventory 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

16 Check Status and Progress At start of and throughout inventory check the: Accounted for (includes lost & checked out) - Increasing Unaccounted for - Decreasing 14 Unaccounted for 298 Unaccounted for

17 Scanning

18 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 Scanning

19 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 Scanning

20 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 Scanning

21 Upload Scans

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

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

24 Upload Scans Live Some errors will be corrected as soon as the items are scanned Book had been marked lost during the last inventory Step 2

25 Upload Scans Live Some errors will be corrected as soon as the items are scanned Book is currently checked out but on the shelf Step 3

26 Upload Scans Live Some errors will not be corrected, but you are notified with book in hand Step 4 Book s barcode is not found in Destiny

27 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

28 Upload Scans Remote Browse to the location the scan or barcode file is located Click Open Step 2

29 Upload Scans Remote Once the desired path is in the Or upload a file of barcodes field Click the Upload button Step 3 Repeat for all scan files Best practice is to upload immediately after transferring

30 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

31 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

32 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 visually scan for them while scrolling Check-in the items to change it s lost status

33 Upload Scans - Remote Check for Errors Skipped items are barcodes that aren t in the catalog Books were deleted Put on shelf without uploading record From another library Step 4 Look for the number of skipped items in the summary

34 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

35 Wrapping up the inventory process

36 Wrapping up Inventory Search for Unaccounted materials Delete materials lost from previous years

37 Wrapping up Inventory Search for Step 1 After scanning everything found View Unaccounted for list On Main Inventory page Click the Percentage Complete link

38 Wrapping up Inventory Search for Step 2 After scanning everything found View Unaccounted for list Click on the See Details link beside the Unaccounted for

39 Wrapping up Inventory Search for Step 3 After scanning everything found View Unaccounted for list Identify areas that may have been missed

40 Wrapping up Inventory Delete lost Step 1 Identify lost materials from previous years From the main inventory screen Click the Percentage Complete link

41 Wrapping up Inventory Delete lost Step 2 Identify lost materials from previous years On the resulting screen Click the Copies lost See Details link

42 Step Wrapping up Inventory Delete lost 3 List and identify lost materials from previous years Select Date Lost from the Sort by field Click the Go button Click the Show All link

43 Wrapping up Inventory Delete lost Step 4 List and identify lost materials from previous years Select Date Lost from the Sort by field Click the Go button Click the Show All link

44 Finalizing Inventory in Destiny

45 Finalizing Inventory in Destiny If you ve done your best looking for unaccounted for, and still have copies unaccounted for, let it go. Click on the Finalize button Full Started 2/24/2014

46 Finalizing Inventories in Destiny On the confirmation screen choose Mark all unaccounted for copies lost. Select Yes.

47 Finalizing Inventories in Destiny After closing, click on the View In-Progress & Completed Inventories link from the main inventory screen.

48 Finalizing Inventories in Destiny The Completed inventory tab lists previously closed inventories. No View button means no report in Job Manager Full Full 6/2/2014 6/5/2013

49 Inventory Survey

50 Annual Library Media Center Inventory and Statistics How To Guide Completing the Online Inventory Survey 50

51 Inventory Help

52 Inventory Help From the main Help link on any screen From the How do I link on the main inventory screen

53 Inventory Help From LMS s Inventory page at Contact Library Media Services

54 Inventory Checklist

55 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.

56 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!