[OPEN-ILS-GENERAL] Inventory Item

[Lindsay Stratton]

Pioneer uses a system similar to SITKA's, using reports, but we also create special inventory accounts. 

The inventory account - libinventory - is used to login to an EG session and then each item currently on the shelf in the inventory location is scanned in checkin. This changes both the Last Editor and the Last Edit Date for the inventoried items. (Here's a link to an example of the inventory report: http://plum.pls-net.org/twiki/bin/view/Evergreen/InventoryByShelvingLocationReport) 

The report can be run on demand, filtered by shelving location. It displays item status, item info, create date, circ date, edit date, last editor, holds on the bib, and copy notes, and includes ALL items that are, or should be, in that location. Once output to Excel, staff can easily sort out items inventoried, items in circ, items known to be lost/missing/bad status, and items that are actually missing from the shelf. The combination of last editor/last edit date allows staff to work on inventory without limiting patron access to that part of the collection, and without really worrying about scanning everything on shelf in a single session. 

Our libraries have reported that they like this process because it also helps them catch items that have other problems - such as bad status items on the shelf, items that don't have records at all, items still checked out to patrons; and on the fly weeding. 

We also have general shelf list reports (by shelving location and call number range) which can also be used for inventories, but are geared more specifically for collection development and weeding projects. 

Lindsay Stratton 
Library Automation Services Manager 
Pioneer Library System 
2557 State Rte 21 
Canandaigua, NY 14424 
585-394-8260 x104 

> From: "Scott Thomas" <scott at albright.org>
> To: "Evergreen Discussion Group" <open-ils-general at list.georgialibraries.org>
> Sent: Thursday, July 30, 2015 8:40:55 AM
> Subject: Re: [OPEN-ILS-GENERAL] Inventory Item

> Thank you, everyone, for your insights. We don't use In Record In-House Use very
> often. Would this work as an ersatz inventory tool?

> Scott

> -----Original Message-----
> From: Open-ils-general
> [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of Hardy,
> Elaine
> Sent: Wednesday, July 29, 2015 1:27 PM
> To: Evergreen Discussion Group <open-ils-general at list.georgialibraries.org>
> Subject: Re: [OPEN-ILS-GENERAL] Inventory Item

> If the item is checked in or out. The inventory date is set for any item scanned
> during an inventory process and would include items never checked out such as
> non-circulating collections and those items that are circulating but haven't
> checked out. It helps identify missing copies and other exceptions. You can
> fake an inventory date in Evergreen by checking in the items on the shelf all
> on one date, setting the active/last edit date and then allowing you to run
> reports for items not on the shelf and not checked out for that date.

> Elaine

> J. Elaine Hardy
> PINES & Collaborative Projects Manager
> Georgia Public Library Service
> 1800 Century Place, Ste 150
> Atlanta, Ga. 30345-4304

> 404.235.7128
> 404.235.7201, fax
> ehardy at georgialibraries.org
> www.georgialibraries.org
> www.georgialibraries.org/pines

> -----Original Message-----
> From: Open-ils-general
> [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of
> Jason Stephenson
> Sent: Wednesday, July 29, 2015 1:21 PM
> To: Evergreen Discussion Group
> Subject: Re: [OPEN-ILS-GENERAL] Inventory Item

> The active date is set the first time a copy is scanned for check in or
> check out.
> It sounds to me like the date that you want.

> Quoting "Hardy, Elaine" <ehardy at georgialibraries.org>:

> > Not exactly. The date inventoried is the date an item is confirmed to
> > be in the library's collection, either on the shelf or out on loan. It
> > is system set during an automated inventory and is separate from
> > active or other system dates on an item

> > Elaine


> > J. Elaine Hardy
> > PINES & Collaborative Projects Manager Georgia Public Library Service
> > 1800 Century Place, Ste 150
> > Atlanta, Ga. 30345-4304


> > 404.235.7128
> > 404.235.7201, fax
> > ehardy at georgialibraries.org
> > www.georgialibraries.org
> > www.georgialibraries.org/pines

> > -----Original Message-----
> > From: Open-ils-general
> > [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of
> > Jason Stephenson
> > Sent: Wednesday, July 29, 2015 1:15 PM
> > To: Evergreen Discussion Group
> > Subject: Re: [OPEN-ILS-GENERAL] Inventory Item

> > If I understand the question correctly, the active_date on a copy should
> > serve this purpose. This meant to be the date that the copy became "live"
> > in the system.

> > Quoting Scott Thomas <scott at albright.org>:

> >> 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>


> > --
> > Jason Stephenson
> > Assistant Director for Technology Services
> > Merrimack Valley Library Consortium
> > 4 High ST, Suite 175
> > North Andover, MA 01845
> > Phone: 978-557-5891
> > Email: jstephenson at mvlc.org

> --
> Jason Stephenson
> Assistant Director for Technology Services
> Merrimack Valley Library Consortium
> 4 High ST, Suite 175
> North Andover, MA 01845
> Phone: 978-557-5891
> Email: jstephenson at mvlc.org
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