Stocktake in Alice. Alice StocktakeMartin Hood – OASIS Extras Why Stocktake? Identify missing items Check items are in correct shelf location Get an accurate.

Stocktake in Alice

Alice Stocktake Martin Hood – OASIS Extras

Why Stocktake?Why Stocktake?

Identify missing itemsCheck items are in correct shelf locationGet an accurate picture of lossesRemove non-existent items from the collection

How long will it take?How long will it take?

Factors:Number of itemsCollection tidinessPosition of barcodeScanning strategy used

Perform a timed sample and extrapolate

How often should I Stocktake?

A complete stocktake every two yearsCan be rolling partial stocktakes

When should I stocktake?When should I stocktake?

When sufficient time can be allocatedWhen enough staff are availableWhen most resources can be recalled

PreliminariesPreliminaries

Review Location/Classifications and correctStocktake, Process, Report, SummaryManagement, Authority Files, Locations

Consider colour coding spine labelsIdentify under used resourcesCull outdated, damaged or under used itemsReview overdues and recall long term overdues

Full or Partial Stocktake?Full or Partial Stocktake?

Depends on:library sizePeople resourcesTime available

Full StocktakeFull Stocktake

AdvantagesBest for a small libraryFaster processingFull accurate figures available at endAll over for two years when complete

DisadvantagesLibrary is closed to circulation until completeCan take a long time for a large library

Partial StocktakePartial Stocktake

AdvantagesEasier to organise and less stressfulEach location can be done more quicklyCorrects shelving errors on the wayCirculation closed for a shorter time

DisadvantagesStock reports are only current for part of the library

Immediately prior to stocktake…

Recall items on loan (optional but recommended for long term loans)

Circulation, Notices, Recall Notices (Issue recall)Circulation, Reports, Recall (recalled items not returned)

Process all outstanding returnsItems on loan are excluded from stocktake as they are

considered to be accounted for.Print initial Stocktake Summary Report

Stocktake, Process, Report, 01 Summary

Stocktake ReportStocktake Report

Stocktake StepsStocktake Steps

Initialise (Marks everything ‘not yet scanned’)Entry (Scan barcodes)Report (How many / what has not been scanned)Finalise (Mark unscanned items as missing)Purge (Really a separate step – remove disposed

and long term missing items)History and Clear

Stocktake Exercises 1Stocktake Exercises 1

Prepare DataLoan item 3000 to borrower 1002 (Mark Arias)

Override Overdues and other messagesChange Status of copy 1529 to MISSING

Hint: Management, Catloguing, Copies, find by barcode, Edit STATUS = Missing

Change Location for REF 920 from blank to ‘Reference’

Hint: Circulation, Global Change, Change Locations

InitialiseInitialise

For a Partial Stocktake, enter the Range

ClearClear

Oops! I initialised the wrong area!‘Un-initialise’

EntryEntry

Direct Entry – Scan barcodes inGet Immediate feedback about problems

Entry from a filePortable (memory) scanner

Store barcodes in scanner memoryDump into Alice (best through a file)

Direct Entry 1Direct Entry 1

Direct Entry 2Direct Entry 2

Entry through a file 1Entry through a file 1

Open Notepad (Start, Programs, Accessories, Notepad)

Enter BarcodesType Scan Dump barcodes from memory scanner

Save text file of barcodes

Entry through a File 2Entry through a File 2

Using a Portable ScannerUsing a Portable Scanner

All Barcodes 1067 scannerCapture Barcodes

Plug in Battery PackScan: Start, Enable Scan & Store, ExitScan item barcodesScan: Start, Disable Scan and Store, Exit

Using a Portable Scanner 2

Dump barcodes to a filePlug scanner into computerOpen Notepad FileScan: Start, Transmit, ExitVisually Check for bad scansSave Notepad fileScan: Start, Clear Data, Confirm, Exit

Load into Alice using ‘Load from File’ method

What do the Messages mean?

Accepted OK

Already Seen Previously scanned

Invalid Barcode Barcode bad or mis-scanned

xOutside Range Not in selected Location/Dewey Range

Previously Missing Currently has status of Missing

Uninitialised Was not initialised or catalogued since initialisation

On Loan Currently on loan. Return through circulation

Circulated or blank Loaned and returned since initialised

Seen in Loans On loan and returned before being scanned.

ReportReport

SummaryCounts onlySuccinctUse for general progress reporting

DetailedIncludes details of each ‘missing’ itemCan be VERY long reportUse when nearing the end to identify exactly what needs to be

ReviewReview

Print detailed report and go chasing these booksWhen found, scan themAnything shown on this report will be marked as

MISSING when you finalise.

Finalise 1Finalise 1

Caution: Only finalise when all scanning of a range is

completeEnsure the Finalise Range matches the entry range.

There is no ‘undo’Not Scanned => M (missing)Disposed and scanned => R (recovered)Missing and scanned => F (found)

Finalise 2Finalise 2

Print a Detailed Stocktake report before Finalising

NO report is produced by Finalise Enter the range you want to finalise

HistoryHistory

A list of all Stocktake actions that change dataInitialiseFinaliseClear

PurgePurge

This is really a completely separate step from stocktake

Physically removes copies and catalog records ifMissing prior to cutoff dateMarked as Disposed

Provides an audit trail reportShould be the ONLY way copy and catalogue

records are removed

Purge (2)Purge (2)

Purge 3Purge 3

Stocktake ReportStocktake Report

Current Stock ReportCurrent Stock Report

Summary ReportStocktake, Process, Report, All

InitialiseRange: REF 000 to REF ZZZ

Enter - Use Direct entry or File Entry for these barcodes

3000, 1529, 1530, 1531, 1532, 1533, 3152, D00005, D00007

Stocktake Exercises 3Stocktake

Exercises 3Report – Summary Report

Stocktake, Process, Report, AllReport – Detailed report

Stocktake, Process, Report, Range, location=REFFinalise

Stocktake, Process, Finalise, Range, Location=REFClassification 000 - ZZZ

PurgeStocktake reports

Questions and DiscoveriesQuestions and Discoveries

http://www.oasisextras.com.auDoes a ‘FOUND’ item get its STATUS

automatically changed back to ‘CATALOGUED’?At circulation?At next Stocktake?

Does stocktake CLEAR change the stocktake status of items that have already been scanned?

Stocktake in Alice. Alice StocktakeMartin Hood – OASIS Extras Why Stocktake? Identify missing items Check items are in correct shelf location Get an accurate.

alice slide

summary slide

collection slide

clear slide

range slide

recall items

large library slide

used items

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