In the summer of 2002 the Tutt Library collection was inventoried. The 2002 project included inventorying the main collection, oversize, folio, and the reference collection. Each of these collections is housed separately, so we didn't have to bypass any books while inventorying. The total number of books inventoried was 274,214. There were over 8,700 errors found which included shelving, call number, checked out but on shelf, location, Prospector books and such. We had two inventory teams. One team was a circulation team. This team was responsible for shelf reading, scanning, creating inventory reports, pulling and reshelving books. The second team was a cataloging team. This team was responsible for highlighting the inventory reports, making corrections to the pulled books, filing completed reports.

Circulation Team

• Prior to scanning a range the circulation team shelf read the range.
  From previous experience we knew that the books needed to be somewhat in order. From previous experience we knew that the call number of first book scanned had to come before the call number of the last book scanned.
• The circulation team scanned the range with the Percon scanner.
  Scanning one range at a time gave all departments a manageable number of items to work with.
  Total number of items that existed in a range was between 600-800 items.
  Scanning one range at a time gave the Percon a manageable number of records to store.
  Scanning one range at a time gave the circulation team variety in their job. They could shelf read, scan, or process a report.
  When scanning a range the circulation team inserted a flag into books that needed new spine labels.
• The circulation team transferred the data from the Percon into the system.
  See attached instructions for downloading the information.
  The circulation team assigned a specific control number to the inventory report.
  The control number was the inventory date followed by a letter of the alphabet. (6/14/02A).
• The circulation team ran the inventory report
  Using the "Show All" reports.
  The control number was recorded at the top of the report.
  The inventory report was placed in a basket in the cataloging area to be highlighted by the cataloging team.
  
  Cataloging team

• The reports were highlighted in different colors indicating the type of error that occurred.
• The color coding alerted the circulation team as to the type of error they were looking for.
  • ERR missing (Pink)
  • ERR no item rec (Pink)ERR msh, # (Blue)
  • ERR msh (Blue)
  • ERR os, but co (Green)
  • Call Number errors (circled in blue)
    • This is not a feature of the III inventory module.
    • When cataloging staff looked at the report they looked for call # errors.
      • This type of error can also account for shelving errors.
      • Examples of this type of error:
        • 0 in place of O, or O in place of 0.
        • Cutter that were not spaced properly
  
  Circulation Team
  
  
• The circulation team would initial the front page of the report they were going to process.
• The circulation team would pull, verify, and correct highlighted problems.
  All report notations made by the circulation team would be written to the right of the call number.
  • ERR missing:
    • If found - these books would remain on shelf.
      • The circulation team would verify the call number and the barcode (last six numbers).
      • The circulation team would write (OS) "on shelf" on the report.
    • If not found - The circulation team would write (NOS) "not on shelf" on the report.
  • ERR no item rec
    • The circulation team this book.
  • ERR msh:
    • These books were not pulled. Cataloging would highlight and attempt to assist the inventory team in locating book. As the project progressed the circulation team became proficient in locating shelving errors.
  • ERR os, but co :
    • The circulation team would pull this book.
    • These books were taken to circulation
    • Circulation staff checked book in.
    • Circulation staff added inventory date.
  • OK checked out:
    • These books would not be highlighted.
• When the circulation team completed pulling, verifying and correcting the highlighted report they would bring the cart with the report and the problem books to cataloging.
• The circulation team placed books on the cart in corresponding order to the errors on the report.
• The circulation team brought to cataloging one cart of books per day that needed new spine labels.
• As the circulation team found books that should have been inventoried in a previous range they would go to the corresponding inventory report, cross off, initial and bring book to cataloging to add inventory date.
  
  Cataloging Team
  
  
  • ERR missing
    • If book was found the cataloging team added the inventory date to the record.
  • ERR no item rec
    • All of these books came to cataloging.
    • Cataloging team would search the TIGER for another copy.
    • If a copy was found - cataloging team would pull. Bib Services librarian would make a determination of need for duplicate copy.
    • If copy was not found - Bib Services librarian would make a determination if we wanted to add to the collection.
  • ERR os, but co
    • These books never came to cataloging. Corrections and inventory dates were added by circulation staff.
  • Call Number Errors
    • These books were pulled for cataloging corrections.
• Circulation team brought books that were found in collection that should have previously been inventoried (would have been missing on previous report)to add inventory dates.
• Cataloging team would create new spine labels for books that team inventory team identified as in need of new spine labels.
• Each day the circulation staff was made aware of the call number range that the inventory team had reached. The circulation staff then kept all checked in books that fell within that range on a cart. The cataloging team retrieved the cart multiple times a day to add inventory dates to those books.
• As the cataloging team made corrections to the inventory report they crossed off the error.
• The cataloging team member initialed report and filed report after corrections were all made.

  Cataloging After Inventory

• Upon completion of the inventory, the cataloging coordinator created a list of books that had no inventory date.
• These books were searched for again by cataloging team and if found the inventory date was added.
• Using the first list another list was created of books that still had no inventory date.
• The Bibliographic Services librarian determined if the books that had no inventory date should be withdrawn or reordered.
• Cataloging withdrew books that weren't being reordered.
• Acquisitions reordered books that needed to be reordered.

  Note After the Inventory Project:

• At the IUG 2003 Conference St. Olaf College presented their inventory findings and directions. This documentation is very detailed and well done. It gives information on understanding the inventory report errors. It is recommended that the St. Olaf documentation be referred to in understanding report errors.

5/16/03