Stocktake in Alice
Mar 26, 2015
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
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
How often should I Stocktake?
How often should I Stocktake?
A complete stocktake every two yearsCan be rolling partial stocktakes
Alice Stocktake Martin Hood – OASIS Extras
When should I stocktake?When should I stocktake?
When sufficient time can be allocatedWhen enough staff are availableWhen most resources can be recalled
Alice Stocktake Martin Hood – OASIS Extras
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Consider colour coding spine labelsIdentify under used resourcesCull outdated, damaged or under used itemsReview overdues and recall long term overdues
Alice Stocktake Martin Hood – OASIS Extras
Full or Partial Stocktake?Full or Partial Stocktake?
Depends on:library sizePeople resourcesTime available
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
Immediately prior to stocktake…
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
Alice Stocktake Martin Hood – OASIS Extras
Stocktake ReportStocktake Report
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
InitialiseInitialise
For a Partial Stocktake, enter the Range
Alice Stocktake Martin Hood – OASIS Extras
ClearClear
Oops! I initialised the wrong area!‘Un-initialise’
Alice Stocktake Martin Hood – OASIS Extras
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)
Alice Stocktake Martin Hood – OASIS Extras
Direct Entry 1Direct Entry 1
Alice Stocktake Martin Hood – OASIS Extras
Direct Entry 2Direct Entry 2
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
Entry through a File 2Entry through a File 2
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
Using a Portable Scanner 2
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
Alice Stocktake Martin Hood – OASIS Extras
What do the Messages mean?
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.
Alice Stocktake Martin Hood – OASIS Extras
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
found
Alice Stocktake Martin Hood – OASIS Extras
ReviewReview
Print detailed report and go chasing these booksWhen found, scan themAnything shown on this report will be marked as
MISSING when you finalise.
Alice Stocktake Martin Hood – OASIS Extras
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)
Alice Stocktake Martin Hood – OASIS Extras
Finalise 2Finalise 2
Print a Detailed Stocktake report before Finalising
NO report is produced by Finalise Enter the range you want to finalise
Alice Stocktake Martin Hood – OASIS Extras
HistoryHistory
A list of all Stocktake actions that change dataInitialiseFinaliseClear
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
Purge (2)Purge (2)
Alice Stocktake Martin Hood – OASIS Extras
Purge 3Purge 3
Alice Stocktake Martin Hood – OASIS Extras
Stocktake ReportStocktake Report
Alice Stocktake Martin Hood – OASIS Extras
Current Stock ReportCurrent Stock Report
Alice Stocktake Martin Hood – OASIS Extras
Stocktake Exercises 2Stocktake Exercises 2
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
Alice Stocktake Martin Hood – OASIS Extras
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
Alice Stocktake Martin Hood – OASIS Extras
Stocktake Exercises 3Stocktake Exercises 3
PurgeStocktake reports
Alice Stocktake Martin Hood – OASIS Extras
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?