48.1. Running Inventory

The first step to running inventory is to chose the section of your library you will inventory. We recommend that you inventory a shelving location or particular call number range. There are several report templates you can use to aid you in preparing for your inventory.

Caution

For accuracy we suggest staff do not edit items without the physical copy on hand during the inventory period as eding an item will update the Last Edited Date field.

Tip

Once inventory starts, any item found in an incorrect location should be checked in before it is shelved in the correct location.

Running Inventory with the Staff Client

  1. In Evergreen go to CirculationCheck In Items.

  2. Check the items in.

Tip

Staff can check for cataloguing issues while checking in items for inventory. To do so set up your Check In interface with the following columns:

  • Title

  • Shelving Location

  • Circulation Modifier

  • Call Number

Staff can fix items right away or put them aside to be dealt with later.

Running Inventory with the Offline Module

If you do not have wi-fi available you can use Evergreen's Offline module to check items in for inventory.

  1. Open the Offline Module.

  2. Check in the items in the area you are inventoring. See Section 13.6, “Check In”.

  3. Connect the computer to the internet and open the Evergreen Staff Client.

  4. Upload your check ins. See Section 13.7, “Uploading offline transactions”.

    Make sure you follow up on any exceptions that appear when the transactions are uploaded. See the section called “Exceptions”. These items will need to be pulled from the shelf and checked in with on the live staff client to resolve the exceptions.

Running Inventory with a 3rd Party Portable Barcode Scanner

  1. Scan every item barcode on shelf in the chosen area.

  2. Export the barcodes to a text file (Sitka team recommends using Notepad.) to a computer with Evergreen installed. The barcodes should be in one single spaced single column without extra space anywhere.

  3. Use Cut and Paste functions to break the big list of barcodes into smaller lists and save each list as an individual text file (suggest each list contains about 50 barcodes). Name your files in sequence, e.g. inventory001, inventory002..., so that it will be easy to follow when you upload the files.

  4. On Item Status (F5) screen of Evergreen, click Upload From File.

  5. You are prompted to browse your local computer to find the barcode files. Navigate to and select your first file and click Open.

  6. Every item on the list is retrieved and displayed. It may take a while if the list is long. Select all items by using Shift key together with mouse. Click Actions for Selected ItemsCheck in Items.

  7. Repeat steps 4-6 to check in items in all files.

Tip

You may see prompt popups for items with special status, such as lost, missing, checked out, in-transit or routing to the holds shelf. Once you confirm the prompt, the loading will continue. But you need to follow up with items going on hold shelf and in-transit.

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