C ONDUCTING AN I NVENTORY OF THE C HENG L IBRARY S C IRCULATING C OLLECTION : Design, Implementation and Outcomes

W HY 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

H ISTORY OF I NVENTORIES IN THE LIBRARY AT W ILLIAM P ATERSON U NIVERSITY 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

F IRST 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

A DDITIONAL G OALS 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

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

S EARCH 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

T HE L IBRARY S TACKS M ANAGEMENT S YSTEM Created at Eastern Illinois University Jan Sung Nackil Sung tml tml 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

M ODIFYING 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

C OORDINATING S CANNING 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

G OOGLE C ALENDAR TO COORDINATE URL sent to all Library staff Staff can check the calendar against their availability Sign up via to two coordinating librarians

S CANNING 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

R EPORTS

E XAMPLE : N OT ON S HELF R EPORT

I TEMS 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

M EASURES OF A SSESSMENT /O UTCOMES /B ENEFITS Anticipated Identified missing items Found status exceptions Discovered location inconsistencies

U NANTICIPATED 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

B ENEFITS 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

T O BE CONTINUED …