Conducting an Inventory of the Cheng Library

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Conducting an Inventory of the Cheng Librarys
Circulating Collection

• Design, Implementation and Outcomes

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Why do an inventory?

• Challenges
• Labor and time intensive
• Complex process
• Fiscal constraints

• Benefits
• Accuracy 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

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History of Inventories in the library at William
Paterson University

• Last manual inventory
• Done in the 1980s 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-1990s the clips remained but their
  significance and utility was largely forgotten

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First automated inventory

• Library automated first 1980s 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

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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 collections within a 5 year cycle

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• 2001 - Inventory conducted of the collections in
  Reference and the Curriculum Materials Department
• 2002 - DRA sold to SIRSI
• 2003 - Cheng Library migrates to Endeavors
  Voyager system
• Voyager lacks an inventory program
• Inventory schedule suspended

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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

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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 Voyagers Oracle
  database
• Staff already familiar with the Access/Oracle
  interface
• Reports easily customized

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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

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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

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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

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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

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Reports
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Example Not on Shelf Report
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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

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Measures of Assessment/Outcomes/Benefits

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

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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

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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

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To be continued
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