Library Inventory: FAQs
Updated: February 14, 2012
How do I schedule an inventory for my school?
Send your request for an inventory to the
ERS Helpdesk. Please include the specific date you would like to begin. ETLS will not determine the date for you. Once your request has been received, your school will be scheduled for an inventory and a confirmation message will be sent to you via e-mail.
What is the deadline for the 2011-2012 inventories?
All schools scheduled to do inventory during the 2011-2012 school year must complete it by
April 30, 2012!
How is my school's collection prepared for inventory?
A process is run on LION, by the system administrator, that converts the status field to "Inventory" on all "on-shelf" items in your school. This procedure is usually done the evening before your inventory is scheduled to begin.
Are textbooks or teacher resource room books included?
Yes, as of the
2011-2012 school year these items are included as part of your school inventory and must be scanned if you wish to keep them in your collection on LION.
After my collection has been converted to "Inventory" status, what do I do?
Portable barcode scanners will be made available for your school. You can pick up the scanners here at Fox Street up to
one week before your inventory start date. Once you have the scanners, just scan all your
"on-shelf" items, including your "reference" sections using the "Inventory" mode on the portable scanner.
Training will be provided at the time the scanners are picked up.
What items should I scan?
You should scan
ALL "on the shelf" items including ones that are on display, reference items, Teacher Resource, textbooks, and books that are loaned to classrooms, but not checked out.
What items shouldn't I scan?
You don't need to scan
ANY new books in boxes that you receive from ETLS. Check these books in as you normally would using Via.
Do I use the scanners to check in my bookdrop or books being returned by students?
No, all circulated items have been accounted for. Check in your bookdrop or materials being returned by students as you normally would using Via.
Can I continue to check out books to my students?
Yes, you can continue to check out items to your students. The system will prompt you with the message,
"The item is in INVENTORY status, do you wish to clear it?" Respond
"Yes" to these prompts and that will remove the item from "inventory" status and change it to "available". You will need to respond to this prompt for each book you check out while your collection is in inventory.
I'm not sure if I scanned an item, is it okay to scan it again?
Sure. This is not a problem. When in doubt, scan it.
Do I need to reserve the portable barcode scanners in advance?
No. two scanners will be automatically assigned to your school once your inventory has been scheduled and confirmed.
How many scanners will be loaned to me for inventory?
You will be loaned
2 portable scanners for your inventory. Each scanner can hold an entire library's collection.
What if there are no portable scanners available?
You can still do inventory using the old method. This involves carting books over to your circulation desk, checking in your items using Via and clearing the "inventory" status when prompted.
Do I have to replace the batteries in the scanners?
No, each scanner has a rechargeable battery pack. A recharging station is included with each scanner. Just place the scanners into the charging station at the end of the day. The charge in each scanner is good for approximately 100 working hours.
Should I remove the battery from the scanner?
No, do not remove the batteries from the scanners once you start your inventory! If you remove the batteries, you run the risk of losing ALL the barcode data you input on the scanner and it cannot be retrieved. Each scanner has an internal battery that powers the memory which stores the barcode data on the scanner. If the internal battery is fully discharged, all data in memory will be lost.
Can parent volunteers or students use the scanners?
Yes, the process is very easy and volunteers will help you to complete your inventory faster. The use of volunteers is highly encouraged!
I'm using volunteers, can I get more than 2 scanners for my inventory?
Yes, If you are using volunteers to assist you, you can get additional scanners but the availability may be limited based on the number of other schools doing inventory at the time. We will try to accommodate your needs as best we can.
How long do I have to use the scanners?
We currently have over 20 scanners available to distribute. So it is imperative that when doing an inventory you complete it as soon as possible so that scanners are available for the next schools on the schedule. We schedule the use of the scanners so that you will have as much time as you need to complete the scan of your library. So please plan accordingly!
How long will it take for me to scan my library collection?
This depends on the size of your collection and if you are using volunteers to assist you. The current average time for scanning a collection is approximately 7-10 business days.
I've scanned all on-shelf items in my library, what happens next?
Notify the ETLS Helpdesk that you've completed your inventory and return the scanners to our offices here on Fox Street. After receiving them, we will upload the barcode data to LION and change the status of all scanned items to "available". After doing so, we will then generate the following reports and send them to you via e-mail:
- L3012 - Missing Inventory Items (Summary by ITYPE)
- L3015 - Missing Inventory Items (Detail)
- L1020 - Lost and Paid Items
You will need to examine the L3015 report and verify the accuracy of the items listed. This is a good way to see if any sections were missed during your inventory. If so, just "check-in" those items in Via. When done, notify us.
Do I need to look for every book listed in the "Missing Items" report?
No. Use the L3015-Missing Items report to confirm that you have not missed any sections of your collection during inventory and to spot check the shelves for any books that might be on the report.
What happens after I've confirmed the "missing" items?
Once we receive confirmation from you, ALL missing, lost and paid, and withdrawn items will be deleted from the database.
NOTE: Library Automation will NOT delete any books from your collection until we receive confirmation from you! Once deleted, the items cannot be reloaded into the database by us. You'll need to manually put any books you find back into the system using Item Record Management procedures. If you have any doubts about the number of items being deleted from your collection,
DO NOT confirm and contact us immediately!
Once your inventory has been completed, your collection will be updated and a new Titlewise report will be sent to you via e-mail.
What happens if I find an item that was deleted?
You can put the item back into the database using Item Record Management procedures. If you need help with this, please refer to the
Item Record Management Procedures in the current Library Manual or contact the
ERS Helpdesk.
How often should I do an inventory?
The current requirement is
every 4 years. The current 4 year inventory schedule is kept on the ETLS website at the following link:
Inventory Schedule