Newman Division of Nursing Library Inventory Policy and Procedure INVENTORY Inventory of the collection is done during the

week before classes resume in January. The Librarians work together during that week to inventory the regular book collection, historical collection, media collection, reference collection and CD programs. At the conclusion of the inventory a report will be taken to the Chair containing the items found missing. Then the Librarians will send the list of missing items to the NDN faculty to determine if they have any of the items. The following is the steps to take when doing inventory. Course reserves inventory will be done at the end of each semester.

Helpful Codes Ndnfa: Faculty Workroom Ndnr: Reference Ndnrv: Reserve Ndnm: Media Ndnh: Historical Ndncp: Computer Programs Ndnp: Periodicals Ndn: all holdings

ESU NDN Library Policy and Procedure Manual

Step 1. Scanning Barcodes Using Scan Gun

1. Borrow the wireless scanner from William Allen White Library. By contacting Art Gutierrez, Library Systems Coordinator. 2. After clearing the scanner by scanning the Clear All Records barcode, you are ready to scan. 3. When the scanner is full it will make a buzz sound. Close out of all programs on the computer and open a new Notepad document. Then place the scanner in its cradle (it will download automatically). 4. After the scanner is downloaded save the document on the W Drive. If the wireless scanner is not available use a laptop and scanner. Borrow a laptop from Brenda or William Allen White Library. Open Notepad; go to Start, All Programs, and then Accessories. Once the program is open connect the scanner to the laptop. Note: that you might have to Enter after each barcode so that they are on different lines. Now you are ready to scan. When you are done scanning save the file and continue onto to the next step.

Step 2. Modifying and Saving Document to Server 1. Once you have completed capturing the barcodes you will need to add n: to the beginning of every barcode. a. To do this go to the Edit menu in Notepad and select, Replace from the drop down list. Most barcodes will start with 342, enter 342 in the Find field and enter n:342 in the Replace field. Choose the option to Replace All. If this step is not done then the system wont be able to identify the list. **Note: You must scroll thru the list and look for the occasional irregularity** b. Save the file as circ.dat to your desktop, be sure to remove the .txt from the file name 2. Copy or drag the updated file to C:Millennium/Offline/. To do this go to Start, My Computer, Local Disk(C:), Millennium folder, Offline folder, this is where you copy the file. You might be asked to overwrite an existing file, say Yes.

ESU NDN Library Policy and Procedure Manual

3. Open Millennium Offline Circ from the desktop shortcut and from the File menu choose to Upload Circ and Patron Data. 4. A pop box will appear asking, Is the server ready to receive data? Choose Yes. 5. A report will come up telling you the number of transaction processed. You will be asked if you want to clear the file. Choose No. Then close out of Millennium Offline Circ. Step 3. Processing Uploaded Files and Generating Report

1. Find the link on your desktop for the character based system it should look like this:

Double click the icon and choose the saved session for: White Library (library). Highlight the session and click on Load, then click on Open. You will be prompted for the username, which is: libtech (click Enter) and the password is w8ll81M * NOTE: the password is based on the name William, so after the w8 are two lowercase Ls and at the end before the M is a number 1. Next choose the following letters for the next 3 screens, C, P, and then enter initials ndn and the password is phys8c81nS Next choose C, for compare to shelflist. Then choose C, compare file of barcodes to shelflist Select the number of the file you want to compare. Most likely it will be a recently uploaded file which has a time stamp from when it was loaded. a. You should see a file that begins with rdi followed by for example, rdi0606105051, this stands for June 6, of 2006 at 10:50 am and 51 seconds. Knowing this you should be able to identify your file if there is more than one.

2. 3. 4. 5.

6. Choose A to list all items in the report 7. Select P to Print the report and choose option 3, which is email address, and enter your email. You should receive the report in your email within a few minutes. 8. Choose Q, to quit. Select No to updating inventory date in item records. 9. Select, No, for removing the inventory file. 10. To finish exiting the system choose option Q at the next 4 screens and finally X to exit the system.

ESU NDN Library Policy and Procedure Manual

Step 4. Working with the Report and Error Codes You will receive an email from FTS Email with the report. Copy and paste the email into Microsoft Word. These reports can be many pages so the first report or two print the entire report in order to get familiar with the layout. After that just highlight the errors from the report and paste in Word. You will reshelve books in the correct order per the report and bring books with error codes to Beth to resolve. The report will identify misshelved books, and books with various statuses. Including: Inventory Statuses OK on On-shelf: The item's physical location matches the shelf list, or shelf the status of the item is NOT an "off-shelf" status.

Ok Check out OK ST=[code]

Checked out: The item is checked out and not on the shelf.

STATUS = [code]: The item's STATUS field is non-blank, and the item is not on the shelf.

ERR missing

The item is not checked out and its STATUS is blank and therefore should be on the shelf, but it is not.

ERR msh

Mis-shelved: The item is physically out of sequence according to the shelf list. If it belongs at another point within the range of this inventory report, the line number of its correct position will be given (e.g., msh, #15).

ERR no item rec ERR os, but co

There is no Item record in the system for the given barcode. INNOPAC shows the barcode and call number for the next record in the database.

On-shelf but checked out: The item was found on the shelf but the system shows it as checked out to a patron.

ERR ST=[code]

STATUS = [code]: The item has a code in the STATUS field which the library has specified as an off-shelf status, but the item was found on the shelf.

ERR

Wrong location: The item's location code differs from that of the

ESU NDN Library Policy and Procedure Manual

wrong loc

first and last items in the range.

Last Item Shelved

The item was the last correctly shelved item; followed by an ERR msh item.

Status Codes M B N T $ ! W R D Missing Book repair Billed In Process Lost and Paid On HoldShelf Withdrawn At bindery New Book Shelf Last Revised: 04/27/2011

Created: 03/07/2007 Last Reviewed: Spring 2011

ESU NDN Library Policy and Procedure Manual