[OPEN-ILS-GENERAL] Inventory Item

Deana Cunningham deana.cunningham at granvillecounty.org
Wed Jul 29 15:57:21 EDT 2015 

Hi Scott,

We have been working on an inventory process with Evergreen 2.5 for the past year, and we developed our method based on an article I found here:

http://www.roganhamby.com/evergreen/2013/8/5/inventories-with-evergreen

As someone else mentioned in this thread, we have been working in small batches. Before we migrated to an Equinox server and a support contract, our county IT staff ran a script to change the item status to "trace". We inventoried our closed collection first so we could get a good idea of the hurdles we would face. Then we did our smallest two branches in their entirety before moving to the second largest branch, which we decided needed to be broken down by location so that items weren't sitting in "trace" status for months at a time.  

Once we migrated to Equinox, our county IT staff was no longer able to run scripts for me, so our in house reports person developed a report that would allows me to select items by branch and location (i.e. J Fiction, Videos, Large Print Books etc.). I run the report and strip the data down to only barcodes in a CSV file, and load them back into an item status screen in batches of 500 or so in order to change the status to "trace". Of course the report also weeds out any items that are checked out as of the time the report is run, as changing the status of these items would disassociate them from the patrons who have them checked out. I will only do this while the libraries are closed in order to avoid the possibility of changing an item status at the same time as its status is being changed by a regular circulation process.

About a third of the way through our second largest branch I figured out how to add a statistical category to the item that can be set to 2015 to identify the year inventoried. I was not savvy enough to figure out how to get it to enter the exact date.

After each branch is completed, we run another report of all items still in "trace" status so staff can go and look for these items one last time. When that report is complete we consider the inventory for that branch complete.

After all branches are complete I imagine we will run a final report of all items still in trace status throughout the system and have every branch check one last time before deleting those items permanently.

If you have any further questions, feel free to contact me at the number below. I am happy to talk about our process.

Deana

Deana Cunningham
Branch Manager, South Branch Library
1550 S. Campus Dr.
Creedmoor, NC 27522
Phone: 919-528-1752
Fax: 919-528-1376
Website: www.granville.lib.nc.us
Email: deana.cunningham at granvillecounty.org

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Today's Topics:

   1. Inventory Item (Scott Thomas)
   2. Re: Inventory Item (Tony Bandy)
   3. Full author date on individual titles? (Tony Bandy)


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Message: 1
Date: Wed, 29 Jul 2015 16:35:11 +0000
From: Scott Thomas <scott at albright.org>
To: "open-ils-general at list.georgialibraries.org"
        <open-ils-general at list.georgialibraries.org>
Subject: [OPEN-ILS-GENERAL] Inventory Item
Message-ID:
        <1DA7EB7E1EB2D6419C0F444090CC6A91297639F7 at vcscex02.vcoresystems.com>
Content-Type: text/plain; charset="utf-8"

We have been with EG for four months, and this is the first time this has come up: there does not appear to be an Inventory Item function (at least in 2.6.3). I am not finding a Date Inventoried field in the item record nor can I locate a way to inventory an item. Am I missing something obvious? If not, how do Evergreen libraries inventory their collections?

Thank you,
Scott


Scott  Thomas, MLS
Head of Information Technologies and Technical Services
Scranton Public Library
Lackawanna County Library System
2006 N. Main Ave.
Scranton, PA 18508
Ph: 570-207-2379
Fx: 570-348-3020
Email: scott at albright.org<mailto:scott at albright.org>


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Message: 2
Date: Wed, 29 Jul 2015 16:41:12 +0000
From: Tony Bandy <tonyb at ohionet.org>
To: Evergreen Discussion Group
        <open-ils-general at list.georgialibraries.org>
Subject: Re: [OPEN-ILS-GENERAL] Inventory Item
Message-ID:
        <SN1PR0401MB1695CD26C1DED62F63AA8037BE8C0 at SN1PR0401MB1695.namprd04.prod.outlook.com>

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Hi Scott,

I'm certainly no expert, but we had sort of the same question a few years ago.  Here's a link to describe some methods that have been done before:

http://markmail.org/message/2yxyv4kwtdxb7h4s

It's a transcript of a SITKA conversation where they checked-in items using a wireless laptop, which sets the last edited date...then ran a report on the system for items whose date did not match this......

I've never tried myself yet, but seems a reasonable approach...maybe other folks have found a better method?

--Tony

Tony Bandy
tonyb at ohionet.org<mailto:tonyb at ohionet.org>
OHIONET
1500 West Lane Ave.
Columbus, OH  43221-3975
614-484-1074 (Direct)
614-486-2966 x19

From: Open-ils-general [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of Scott Thomas
Sent: Wednesday, July 29, 2015 12:35 PM
To: open-ils-general at list.georgialibraries.org
Subject: [OPEN-ILS-GENERAL] Inventory Item

We have been with EG for four months, and this is the first time this has come up: there does not appear to be an Inventory Item function (at least in 2.6.3). I am not finding a Date Inventoried field in the item record nor can I locate a way to inventory an item. Am I missing something obvious? If not, how do Evergreen libraries inventory their collections?

Thank you,
Scott


Scott  Thomas, MLS
Head of Information Technologies and Technical Services
Scranton Public Library
Lackawanna County Library System
2006 N. Main Ave.
Scranton, PA 18508
Ph: 570-207-2379
Fx: 570-348-3020
Email: scott at albright.org<mailto:scott at albright.org>


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Message: 3
Date: Wed, 29 Jul 2015 16:19:34 +0000
From: Tony Bandy <tonyb at ohionet.org>
To: Evergreen Discussion Group
        <open-ils-general at list.georgialibraries.org>
Subject: [OPEN-ILS-GENERAL] Full author date on individual titles?
Message-ID:
        <SN1PR0401MB1695FBCB7799EF086B6218A7BE8C0 at SN1PR0401MB1695.namprd04.prod.outlook.com>

Content-Type: text/plain; charset="utf-8"

Hello everyone!

I've been whacking away at this for a few days now, but can't seem to be finding any info.  Thought maybe if you had run into this, might be able to steer me in the right direction?

----------------

On our Evergreen 2.7.2 system, when we search for an author, say Ernie Pyle, the results list includes a full birthdate in this format:

Author--YEAR-Month-Day

However, when looking at individual title results, the format is only this:

Author--YEAR

I know more than likely it's something with the authors.tt2 file (misc tt2 file as well???) but not quite sure....

----------------

Have you run into this before?  Any thoughts?

Thanks in advance for your help!

--Tony

Tony Bandy
tonyb at ohionet.org<mailto:tonyb at ohionet.org>
OHIONET
1500 West Lane Ave.
Columbus, OH  43221-3975
614-484-1074 (Direct)
614-486-2966 x19

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