Options for Inventory Control Use of INNOPAC Inventory Control software at the Claremont Colleges Library October 27, University of San Diego SCIUG Conference 2009

Claremont Colleges Library Honnold/Mudd Library Over 1.1 million items 70% in main stacks 30% in distinct collections: ∙Reference ∙Asian Studies ∙Government Publications ∙Special Collections SCIUG Conference 2009 October 27, University of San Diego

Two Goals 1. Transfer scanned barcodes to a review file 2. Identify missing material material on the shelf but not in the catalog coding errors mis-shelved material damaged items; items in poor condition; items with barcodes falling off SCIUG Conference 2009 October 27, University of San Diego

Why not Circa? Circa couldn’t tell us if things were out of order on the shelf Circa couldn’t store barcodes for offloading into a review file SCIUG Conference 2009 October 27, University of San Diego

Previous Inventory Experience Last inventory was in 1988 Lots of paper reports generated Left us feeling the collection needed a lot of work So we waited almost 20 years to do it again SCIUG Conference 2009 October 27, University of San Diego

Moving Forward Purchased inventory module in May 2006 Purchased handheld scanners (see 2006 SCIUG & 2007 IUG presentations) Subject Specialists did some weeding Staff shelf read sections ahead of scan SCIUG Conference 2009 October 27, University of San Diego

The Process Scan Download from scanner Upload to catalog server Process through inventory module Print detailed report Update inventory date field in item record Take action on problems reported SCIUG Conference 2009 October 27, University of San Diego

Report Sample SCIUG Conference 2009 October 27, University of San Diego

Inventory Statuses StatusMeaningAction to Take OK on shelfOn-shelfdo nothing OK checked outChecked outdo nothing OK ST = [code]Item not on shelf (known)do nothing ERR missingItem is missinggive info to Circ Dept ERR mshMis-shelveddo nothing (?!) ERR no item (w/o call #)Not in Blaispull then discard or catalog ERR no item (w/ call #)Rejected approval bookdo nothing ERR os, but coOn-shelf but checked outpull, give to Circ Dept ERR ST = [x]Item on shelf but cataloged with off-shelf status give info to Circ Dept ERR loc [xxxxx]Item belongs in a different location pull, shelve in correct location SCIUG Conference 2009 October 27, University of San Diego

Our Results Got about 90% finished –Never addressed 3% “missing” (record in catalog but item not on shelf) –Did not inventory Government Publications Less than 5% uncataloged (NIBs) –These were pulled –Librarian reviewed (discard or catalog) –Surrogate made –Book reshelved Less than 1% had circulation issues –Still checked out to patron –Status showed missing, on search, unavailable, binding, mending, etc. SCIUG Conference 2009 October 27, University of San Diego

For us Scanned between 400 to 1400 barcodes/hr Staff gained a better appreciation for how the catalog works Took about 2 years at part-time –Student staff worked hrs/wk –Staff member worked hrs/wk Supervising student staff Creating reports Searching for books Pulling books Making surrogates SCIUG Conference 2009 October 27, University of San Diego

Impressions “Pretty easy” according to project manager Would use it again  Wished scanner held more data (however INNOPAC program can’t handle more than 5,000 barcodes at a time) SCIUG Conference 2009 October 27, University of San Diego

Issues Mismatched barcodes Bound-withs (“missing” parts weren’t) Folio integration problem Not everything in specialized collections barcoded/cataloged Location changes not always noted on spine label Multi-volume bibs & order of attached items (would item resequence software help?) No way to change default list of Off-Shelf Status codes (had to re-enter with each report) SCIUG Conference 2009 October 27, University of San Diego

Questions Candace Lebel Integrated Library Systems Coordinator Research & Development Claremont Colleges Library AIM/Yahoo IM: candacelebel Phone: SCIUG Conference 2009 October 27, University of San Diego