Library Information Services

1. The first thing you need to know is that this process will NOT tell you what is out of order on your shelves. In our system is doesn't matter how many times you scan a barcode it will only count the item once. Everything that is checked out is automatically inventoried, so you DO NOT need to have all of you materials returned to do inventory.

2. Equipment and/or supplies:
A. PC computer with internet capabilities that can access JWALK
B. A scanner
C. A 50 ft. data cable (most schools have these, if you don't you can borrow one from Library Services)
D. Electrical extension cords.

3. You will use the same process if you are doing books or if you are doing AV, it doesn't matter. The only difference between the two is when you are updating the inventory file, and I want you to call me before doing this anyway.

4. Clear last year's inventory records. You do this by going to LM523 and clicking on the "delete" button. You will get a conformation pop-up click on the "yes" radio button click on "ok", this will start the job of clearing last year's inventory record. Next you will go to LM524, again you will click on the "delete" button and a conformation pop-up will ask if you are sure you want to do this, click on the "yes" radio button and click "ok" and this will clear last year's inventory shortages. Once these jobs are doing you can start this year's inventory file.

5. To do this you will put the PC on a cart with the long data cable plugged into a live internet connection and the extension cord plugged in. Open up JWALK, sign in and go to LM521.

6. In LM521 you will click on the "add" icon, when the pop-up comes up you will click on the "multiple items" selection and the next screen you get will be like your check in screen. Here you will scan in the barcodes of the materials you are inventorying. If you need to exit out of this to turn off the computer are to do something else you simply click on "exit", you will get a pop-up asking if you want an "inventory errors report", this defaults to "yes", you want to say YES to this every time, if you say no you cannot recreate this report. This report will tell you if any of the materials you scanned belong to another library, were scanned incorrectly, or if the barcode is not found, therefore it is VERY important that you print this report!

7. Once you have scanned all of the materials CALL ME! At this point we are ready to update the inventory file, if this is done incorrectly you can delete whole sections of your collection, so call me and I will walk you through the process.

8. After the inventory file is updated you will need to go to LM760 and print an inventory shortages report. At this screen you will leave the dates all zeros - this prints shortages for the current inventory - and click on the box next to "(C) shelf list" under Report type and chose the "Detail" option then click on the Print button. This report will print in a few minutes and you can use it to try to locate the missing materials. If you find something that is listed on that report, it has been marked "lost" in the system, all you have to do to reactivate the item in the system is to scan the barcode into the check out screen, this will take the "lost" tag off of the item.

***** In our district we inventory books one year and AV materials the next year, 2004-05 is a books year. If you have any questions, comments, concerns, or problems with this process please call or email me, I will be glad to come out to your school and get your inventory process started with you. Also remember you DO NOT have to stop circulating materials or close the library to do this!!! You can start anytime you want to and take as long as necessary to finish! *****