Inventory Requirements - Follows a four year cycleInventory - Quick Start Guide - Realtime Inventory - updated Feb. 2009
Why do inventory?
- To provide an accurate reflection of item status in the catalog – identify missing items, update incorrect statuses (checked out, missing, lost, in transit, arrived request) of items on the shelf.
- Identify unresolved requests for items on the shelf.
- Identify cataloging errors – items marked one thing on spine label, something different in the catalog.
- Identify items shelved in wrong collection.
What to weed?* The CREW Manual - https://www.tsl.texas.gov/ld/pubs/crew/index.html
GOAL: To open up your library so we can show we are moving to more of a learning commons approach.
Try to eliminate at least one run of shelves.
Guidelines to Consider:
How much do you use your Reference section?
1. Can you move some titles to nonfiction and weed the rest
2. Do you still need a print encyclopedias if we are 1:2 with Chromebooks?
3. Do you still need a class set of Thesaurus and Dictionaries since they have them in the classroom? We haven’t purchased them for new schools in many years.
4. Are some of your reference sets available digitally? If so, do you still need the print?
Age of nonfiction. Guidelines say 11 years or less, but that is hard to do. Try to stay within 15 years. I can walk into many libraries and see items from 1990. That is 26 years old. Much has changed in 26 years.
Look at Biographies. If it isn’t studied in the curriculum and the students don’t know who the “stars” (athletes, musicians, actors, etc.) are, weed it. You might need to replace with more current materials.
Weed extra copies of fiction you no longer need. (Example: Additional Bluebonnet books after the new list comes out.)
Weed trendy topics of yesteryear? (Pet rocks?)
Look at Illustrations - Are the nurses was wearing a white dress, starched cap, white hose holding a needle 6 inches long. (Have our students even seen a nurse in a white uniform?)
You can have your para pull these titles if you wish, but it is the librarian’s professional judgement on whether to actually weed the title.
We’re going to look at items that have circulated less than 2 times within the past 5 years.Run the following report, Check Out History for 5 Years by Holdings Code for the holdings codes you are targeting in English and in Spanish if applicable. See these instructions to get the report sorted by Genre.Do you have to do all holdings codes this year? No. Just one or two representative groups. It depends on what shelves you are targeting removing which holding codes you would run this year.
Instructions for running the report.
Choose your school.
Choose which holdings code you are focusing on. You don’t have to do all of them this year. I’d focus on one or two.
# of circulations = minimum 2
Choose Call Number
FIC AAA to FIC ZZZ or 000 to 999.999
First date 8/1/2013 second leave default.
You can choose to let the program run and send you the report by email by filling in your email when prompted.
Beginning in 2017-2018 we will use the schedule below.
When you have cleared a shelf. Instructions for Removing the Empty Shelf
Have your secretary put in a maintenance HEAT ticket to take it apart and store it in your workroom (or wherever your campus stores items for the warehouse).
Fill out the fixed asset add/delete form found on the Business Office page under forms. (Be sure to sign into SchoolWires so you can see the forms link).
When you have the forms filled out email firstname.lastname@example.org to ask the warehouse to pick it up.
One copy is attached to item to be picked up
One copy to the Business Office
One copy to Technology
One copy to your secretary
One copy for yourself if you wish a copy.
Don’t forget to withdraw the relevant titles you decided to weed.
Steps to Withdraw a Title from TLC may be found on the For Staff Page/LS Staff. There is a video if you need step by step instructions.
Item Transfers – for withdrawing items or moving items to temporary holdings codes:
Deleting Items using Transfers
Deletion of items will be done by transferring the items – using item transfer – to the collection code of WD. Those items will then not show in the opac. We run a process weekly to delete those items.
· On the Staff Services tab, click on “Item Transfers” button
· Click on ‘Assign to New Collection Within This Location’ (NOTE: In the client software if you choose the default ‘Specified Location’, it will NOT update the collection information even though it allows you to select collection info in the pull down menu and then NONE of your items will be deleted so I HIGHLY recommend you use LS2 Staff for item transfers)
· On the right –select the collection ‘WD’.
· Scan the barcodes of the items you wish to withdraw. (Click the Search button if you type or paste the barcode.)
· You will see the items in the list below. The item is reassigned as soon as you enter the barcode.
NOTE: Items must have a status of ‘checked in’ or the system will not delete them.
Item transfer can also be used to temporarily move items into a new holdings code (Active holdings code). Follow directions above. When you are ready for the items to be returned to the original holdings code, select ‘Return to Home Location/Collection’. Scan the barcodes and the items will be returned to their ‘Owning’ collection.
Once you have removed them from the system, what do you do with them?
1. Send any that would be good for our alternative schools to Library Services with a note to transfer them to the appropriate school.
2. Mark the remainder DELETED or REMOVED on the front cover or across the page block.
3. Recycle them in your campus recycle bin.
4. Discard any that are modly, wet, or damaged.
Questions? Contact Library Services.