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Inventory Overview

Search Reports Status Database

This document serves to outline the procedures that can be used to complete an inventory of a collection in one of the TUG libraries using handheld scanners, pick and scan and Impromptu reports. If multiple locations are being inventoried at the same time additional "Found in Inventory" statistical categories should be created in SysAdmin so that reports can be run for each inventory location.
  1. Steps 2 through 8 should be completed on the same day for best results.
  2. Using a handheld barcode scanner scan the barcodes of the items on the shelf. Note the call numbers of the first and last items scanned. It is recommended that scanning stops at the end of a whole number and not in the middle of an LC call number that includes a decimal in the classification number.
  3. Upload the scanned barcode file from the handheld scanner to a PC. If more barcodes are to be scanned in the same day the upload should append to the existing file.
  4. Run "Pick and Scan" after all files of barcodes scanned for the day have been uploaded to update the item statistical code on the scanned items to the "Found in Inventory" item statistical category. The file may be saved for processing in Step 9.
  5. Run the "Inventory_location_error_list" Impromptu report. Determine if the items reported with the wrong location/item type need to be returned to the TRELLIS location listed on the report or if the item location should be changed on TRELLIS
  6. Run the "Inventory_status_error_list" Impromptu report. Retrieve any items that are still on the shelf and determine what needs to be done to correct the item. (E.G. if the item status is "Charged" and it is found on the shelf it should be "Discharged", if the item is marked "Missing" and is found on the shelf the missing status should be removed)
  7. Run the "Inventory_missing_search_list" Impromptu report.
  8. Run the call number shelving error report and locate all items reported as errors. Determine if the item has been misshelved or if the call number on the spine does not match the call number on TRELLIS. (the program for this step is not yet completed)
  9. Once the location error and status error reports have been searched use the file saved from Step 4 run "Pick and Scan" to remove the "Found in Inventory" item statistical category. Alternatively the Inventory Item List report may be run to create a file for input to "Pick and Scan".
  10. Once a search for the items on the missing search list has been completed apply the "Missing" status on the item record in TRELLIS and apply the "Missing in Inventory" statistical category.
  11. Run the "Inventory_missing_items" Impromptu Report. Distribute the list to selectors for reordering decisions.