What’s in your collection? Library inventory using Millennium, Excel, and a little determination.
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What’s in your collection? Library inventory using Millennium, Excel, and a little determination Inventory the old-fashioned way • Printed shelflist from Telnet subsystem • Students checked list against items on shelf There must be an easier way! And we weren’t alone Debbie Nichols and were on the job! • Maryville acquired the Inventory Module in late 2003 • It came with a Percon scanning device Is there a better way? Why can’t it work like this does ? Simple data format: a text file n:35213001557436 n:35213001634821 n:35213001619913 n:35213001252467 n:35213001798568 n:35213001798626 n:35213001798840 Duh! Of Course!!! or Excel won! All you need is (laptop) love And an Excel template Save before you scan! Scanning items Barcode placement matters Line ’em up! Drag your cells carefully! Formula fills in the column for you Paste into Notepad and save .txt file File travels to designated person Find the easiest way for you to send files • Email • Flash drive • CD-RW (?) Or use a laptop with Millennium installed(?) Write down where you stopped! Upload txt file to a server Telnet: Blast from the past From Millennium Control Bar choose Telnet Logging in Your MillCirc initials here File has to get from your server to Millennium Choose your location/IP Log into your server To get to a list of your files... Find the most recent file Success! Barcodes vs Shelflist Barcodes vs Shelflist (again) Rename and select file Errors only! List checked out items Wait for file to process… Don’t give up now! Results at last Email results Check address carefully After entering address… Update INV DATE (& remove file?) Quit/Exit your way out You’ve got mail! Some errors you may see… OK checked out – Look in circ and double check that it is checked out. If it was due long ago, tell Circulation about it. Make note. ERR missing – See if you can find it on the shelf. If not, change the status to Missing and make a note on your sheet. ERR msh – Mis-shelved. Check the shelf to see if it is mis-shelved and put it in place. If it isn’t mis-shelved, write “not” next to it. ERR no item record – Locate the next book you are given, then pull the previous book (last 6 digits of barcode should match). Attach an item if you can find a proper bib; if not, give to Cataloging. ERR os, but co – on shelf but checked out. Check circ; check in item. Tell Circulation about it. You’ll discover hidden gems in your collection Check “errors” against shelf • • • • • • One misshelved item can show many errors Pre-stamps vs call numbers Call number different on spine Weird call number spacing in record Items not attached to bib Other excess/wrong data from ILS conversion(s) • Tampering by alien invaders, library ghost, etc. Tips • • • • • • Assign clear roles and workflows Have a cheat sheet on hand Have goals (daily/weekly) Use uniform file names!!! Shelf-read before starting (First book in file) Be flexible: glitches happen DON’T PANIC! Contact [email protected] www.twcnet.edu/adamsj [email protected] www.twcnet.edu/sroy [email protected] Credits Buffy the Vampire Slayer is the property of Joss Whedon and Warner Bros. Used under fair use for educational purposes. “Crazy Face” by starmama. Used under CC BY license. All screencaps taken with Jing Free.