Transcript Stocktake in Alice

Stocktake in Alice
Why Stocktake?
Identify missing items
Check items
are in correct shelf location
Get an accurate picture of losses
Remove non-existent items from the collection
Alice Stocktake
Martin Hood – OASIS Extras
How long will it take?
Factors:
Number
of items
Collection tidiness
Position of barcode
Scanning strategy used
Perform a
Alice Stocktake
timed sample and extrapolate
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How often should I Stocktake?
A complete stocktake every two
Can
be rolling partial stocktakes
Alice Stocktake
Martin Hood – OASIS Extras
years
When should I stocktake?
When sufficient time
can be allocated
When enough staff are available
When most resources can be recalled
Alice Stocktake
Martin Hood – OASIS Extras
Preliminaries
Review
Location/Classifications and correct
Stocktake,
Process, Report, Summary
Management, Authority Files, Locations
Consider colour
coding spine labels
Identify under used resources
Cull outdated, damaged or under used items
Review overdues and recall long term overdues
Alice Stocktake
Martin Hood – OASIS Extras
Full or Partial Stocktake?
Depends on:
library
size
People resources
Time available
Alice Stocktake
Martin Hood – OASIS Extras
Full Stocktake
Advantages
Best
for a small library
Faster processing
Full accurate figures available at end
All over for two years when complete
Disadvantages
Library
is closed to circulation until complete
Can take a long time for a large library
Alice Stocktake
Martin Hood – OASIS Extras
Partial Stocktake
Advantages
Easier
to organise and less stressful
Each location can be done more quickly
Corrects shelving errors on the way
Circulation closed for a shorter time
Disadvantages
Stock
Alice Stocktake
reports are only current for part of the library
Martin Hood – OASIS Extras
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 returns
 Items
on loan are excluded from stocktake as they are
considered to be accounted for.
 Print
initial Stocktake Summary Report
 Stocktake,
Alice Stocktake
Process, Report, 01 Summary
Martin Hood – OASIS Extras
Stocktake Report
Alice Stocktake
Martin Hood – OASIS Extras
Stocktake 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 1
Prepare
Loan
Data
item 3000 to borrower 1002 (Mark Arias)
 Override
Change
Overdues and other messages
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:
Alice Stocktake
Circulation, Global Change, Change Locations
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Initialise
For a Partial Stocktake,
enter the Range
Alice Stocktake
Martin Hood – OASIS Extras
Clear
Oops! I
initialised the wrong area!
‘Un-initialise’
Alice Stocktake
Martin Hood – OASIS Extras
Entry
Direct Entry
Get
– Scan barcodes in
Immediate feedback about problems
Entry from a
file
Portable (memory) scanner
Store
barcodes in scanner memory
Dump into Alice (best through a file)
Alice Stocktake
Martin Hood – OASIS Extras
Direct Entry 1
Alice Stocktake
Martin Hood – OASIS Extras
Direct Entry 2
Alice Stocktake
Martin Hood – OASIS Extras
Entry through a file 1
Open
Notepad (Start, Programs, Accessories, Notepad)
 Enter Barcodes
Type
Scan
Dump
barcodes from memory scanner
Save text file
Alice Stocktake
of barcodes
Martin Hood – OASIS Extras
Entry through a File 2
Alice Stocktake
Martin Hood – OASIS Extras
Using a Portable Scanner
All
Barcodes 1067 scanner
Capture Barcodes
Plug
in Battery Pack
Scan: Start, Enable Scan & Store, Exit
Scan item barcodes
Scan: Start, Disable Scan and Store, Exit
Alice Stocktake
Martin Hood – OASIS Extras
Using a Portable Scanner 2
Dump
barcodes to a file
Plug
scanner into computer
Open Notepad File
Scan: Start, Transmit, Exit
Visually Check for bad scans
Save Notepad file
Scan: Start, Clear Data, Confirm, Exit
Load
Alice Stocktake
into Alice using ‘Load from File’ method
Martin Hood – OASIS Extras
What do the Messages mean?
Accepted
Already Seen
OK
Invalid Barcode
xOutside Range
Previously Missing
Uninitialised
On Loan
Circulated or blank
Seen in Loans
Barcode bad or mis-scanned
Alice Stocktake
Previously scanned
Not in selected Location/Dewey Range
Currently has status of Missing
Was not initialised or catalogued since initialisation
Currently on loan. Return through circulation
Loaned and returned since initialised
On loan and returned before being scanned.
Martin Hood – OASIS Extras
Report
 Summary
 Counts
only
 Succinct
 Use for general progress reporting
 Detailed
 Includes
details of each ‘missing’ item
 Can be VERY long report
 Use when nearing the end to identify exactly what needs to be
found
Alice Stocktake
Martin Hood – OASIS Extras
Review
Print detailed
report and go chasing these books
When found, scan them
Anything shown on this report will be marked as
MISSING when you finalise.
Alice Stocktake
Martin Hood – OASIS Extras
Finalise 1
Caution:
Only
finalise when all scanning of a range is complete
Ensure 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 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
History
A list of
all Stocktake actions that change data
Initialise
Finalise
Clear
Alice Stocktake
Martin Hood – OASIS Extras
Purge
This is
really a completely separate step from
stocktake
Physically removes copies and catalog records if
Missing
prior to cutoff date
Marked as Disposed
Provides an
audit trail report
Should be the ONLY way copy and catalogue
records are removed
Alice Stocktake
Martin Hood – OASIS Extras
Purge (2)
Alice Stocktake
Martin Hood – OASIS Extras
Purge 3

Alice Stocktake
Martin Hood – OASIS Extras
Stocktake Report
Alice Stocktake
Martin Hood – OASIS Extras
Current Stock Report
Alice Stocktake
Martin Hood – OASIS Extras
Stocktake Exercises 2
Summary
Report
Stocktake,
Process, Report, All
Initialise
Range:
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 3
Report
– Summary Report
Stocktake,
Report
Process, Report, All
– Detailed report
Stocktake,
Process, Report, Range, location=REF
Finalise
Stocktake,
Process, Finalise, Range,
 Location=REF
 Classification
Alice Stocktake
000 - ZZZ
Martin Hood – OASIS Extras
Stocktake Exercises 3
Purge
Stocktake reports
Alice Stocktake
Martin Hood – OASIS Extras
Questions and Discoveries
http://www.oasisextras.com.au
Does
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?
Alice Stocktake
Martin Hood – OASIS Extras