Follett VERSION 6.00 - Manual (Page 213)

04/04 Chapter 19 Inventory basics 213
Inventory Checklist
As you take inventory of your collection, use this checklist to keep track of your
progress. You may copy this page (front and back) for future use. For detailed
information about these ten steps, please consult the Inventory, Reports, and
Backup and Restore chapters and the PHD appendices in the User's Guide.
Before taking inventory for the first time, we recommend that you read the
preceding sections, starting with Preparing for inventory" on page 210, and all
of chapter 20.
Steps for inventory
- 1. Create an inventory schedule.
D Decide whether to run a full inventory or a series of partial inventories.
D Divide your library into sections by call number and determine the order in which you will
inventory them.
- 2. Prepare your collection.
D Reshelve items on carts, in classrooms, on display, etc.
D Run a Copy List by Status, selecting Missing from the list.
If you find any missing" items, check them in.
D Run a Copies Without Call Numbers Report. Assign call numbers to these items.
Items without call numbers do not appear on inventory reports.
- 3. Prepare your equipment.
D Visually inspect your PHD and charge the batteries (or have extra disposables on hand).
D Load the PHD application. This will ensure that the correct version is loaded and serve to
verify that a valid connection exists between the PHD and the application.
D Erase any pre-existing scans in the PHD.
D Prepare remote batch disks and portable computers (if using).
D Format floppies for saving downloaded inventory files (if not using the hard drive).
- 4. Make sure you have a current backup of your database.
- 5. Run Begin Inventory.
Specify whether you want to run a full or partial inventory.
You cannot have more than one inventory (full or partial) open at a time. You must finalize one
before beginning another.
If you select to perform a partial inventory, only Available copies within the specified call
number range become Unmarked; copies outside the range remain Marked.
Important: The Begin Inventory process cannot be canceled and requires exclusive database
access. No other Follett applications may be open at any workstation except for the search
modules, such as OPAC and WebCollection Plus. Once this unmarking process is complete,
normal circulation and cataloging activities can resume.
- 6. Review the Inventory Statistics at the bottom of the window.
D Copies Marked are those currently checked or loaned out, on hold, at the bindery, lost, or
having a circulation type of *NC.
D Copies Unmarked are those that need to be inventoried.
D Copies Missing are those that became missing in previous inventories or
changed to missing in Cataloging.