Bruce Eames & Jane Miller AIUG 2012

Baillieu Stocktake Project: A pilot using Circa

BACKGROUND

University Library• 12 branch libraries across Parkville, Southbank,

Burnley, Creswick, Werribee

• collections of approximately 4 million items in total

• currently undertaking a series of extensive collection moves to facilitate redevelopments and improve access to collections

HISTORY OF STOCKTAKING

• no history of systematic stocktaking

• ad hoc as Libraries refurbished or collections established new locations

• past stocktake processes did not include any real time connectivity to ILMS • use of B321 scanner and batch loads

• manual processes – checking printed lists

BAILLIEU STOCKTAKE PROJECT

• the largest of the branch libraries in collection size– 380,000 items in the general collection

• undergone a renaissance over the past couple of years– refurbished ground floor– new service model

• no systematic stocktake of the collection in around 20 years – many additions, relocations and moves

• Insync survey highlighted issues with ability to locate items on shelf

GROUND FLOOR – BAILLEIU LIBRARY

Image: Ben Kreunen

METHODOLOGY

• leverage the investment in Millennium– need to ensure that the bibliographic database

accurately reflects on shelf collection

• previous methods – manual and wireless barcode readers separated system work from shelf check part of the process

– increased follow up if batch loads reported errors– significant time spent creating lists

• the process required streamlining and the ability to work on the system at the site of the stocktake – the shelf

CIRCA

• real-time connectivity to Millennium via a browser and internet connection

• secure

– limited access to a range of functions via the browser– no requirement for access to full Millennium client– accessible via wireless with no need for VPN

• functionality– updating of item fixed fields– identify missing items and those that with outstanding statuses– correct or change statuses on the spot

• shelf list– determine whether current shelf order correct– identify items out of place

SETUP: HARDWARE

Devices considered

• PDA’s

- mixed reports

- expense $500-$2000

• iPad with scanner attached via camera connector or bluetooth- scanner not immediately easy to configure- - cost – iPad, bluetooth scanner - $1000 per unit

• netbooks

- 10” screens

- Usb ports – scanner configuration not an issue- Windows 7 (not Starter)- Cost - $400

PROJECT OVERVIEW

• plan to undertake stocktake of 380,000 general collection items between June and end October

• commenced with high use areas

• roster of 2-3 teams working simultaneously throughout the day– 2 staff on each team – required to share scanning/workstation

monitoring duties– 2 shifts per day eg. 9-12, 1-4– Statistics maintained and aggregated at the end of each week for

reporting

• weekly meeting of project team to review statistics, discuss issues and system errors

Stocktaking with Circa

PROMOTION

CIRCA FUNCTIONALITY

Circa functionality

• records item is on shelf - INVDA field

• confirms shelf order

• reports on out of order & missing items

• allows updating of item fixed fields

• checkin & checkout

• rapid update

CIRCA MAIN MENU

CIRCA MAIN MENU

INVENTORY CONTROL

Inventory Control

• checks book is on shelf

• checks item status

• records that item was scanned in the item fixed field INVDA (Inventory date)

• reports on shelf order (Shelflist function)

SCANNING BARCODES

SCANNING - SUCCESS

CIRCA ALERTS

UNEXPECTED STATUS

BARCODE NOT FOUND

ITEM BUSY

CIRCA SHELFLIST

Shelflist function

SHELFLIST RANGE

SHELFLIST SUMMARY

SHELFLIST REPORTS

OUT OF ORDER

OUT OF RANGE

MISSING FROM SHELF

CIRCA ISSUES

Circa Issues & problems

• patchy WiFi

 

• http error messages

 

• changes to items not saved? • e.g. items with INVDA but missing status

PROCEDURAL ISSUES

Procedural Issues & Problems

• documentation

• complex collections shelved in multiple locations

• lack of clarity how to handle items–on shelf with non available statuses–not on shelf but known to be elsewhere

 

STATISTICS

Statistics – Weekly

STATISTICS

Statistics – Weekly

STATISTICS

LESSONS

• equipment & physical setup worked well

• clear written policies & procedures – how to handle all the scenarios

• vigilant staff

• systems monitoring & support

© Copyright The University of Melbourne 2009

Questions?

Bruce Eamesbme@unimelb.edu.au

Jane Millerjane.miller@unimelb.edu.au