Inventorying Your Collection

Inventorying Your Collection
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Initial Set Up
Workflow - Item Status
Workflow - Check In
Workflow - Portable Barcode Scanner
Finishing Your Inventory

Initial Set Up

Record the date you start inventory on. You will need this when running reports later in the process.
In Evergreen, clone the Sitka report templates called Inventory - Un-scanned Items and Inventory - Scanned Items Count by Shelving Location. Both templates can be found under Sitka_templates → Inventory.
In Evergreen, go to Circulation → Check In.
1. From the Checkin Modifiers drop down select Update Inventory.
2. Ensure this is done on all computers where items may be checked in.

This ensures that any items currently circulating will have their inventory date updated when they are checked in.

Workflow - Item Status

Go to Circulation → Item Status.
Ensure you have rows set to at least 50.
Scan in your items.
Select all the items by clicking on the check box in the column label row.
From the Actions menu choose Update Inventory.
A confirmation will appear in the bottom right corner.
Repeat until you have scanned and updated all items in your desired section of your collection.
Run a report using the Sitka Template Inventory - Un-scanned Items. You will need the date you started inventory on and the shelving location(s) you did for the filters when running the report.
Take the list of un-scanned items the report produces and check the shelves to see if any were missed.
Scan in any missed items and update their inventory date.
Set the remaining items on the list to have a status of Missing. This can be done in batch through the Items Status screen.
Run a report using the Sitka Template Inventory - Scanned Items Count by Shelving Location. You will need the date you started inventory on for the filter when running the report.
This report will show you how many items have had their inventory date updated since you started inventory. You will likely see items from other shelving locations that have been updated through your regular check in process.
Repeat all the steps for every shelving location/section of your collection that you wish to inventory.

Workflow - Check In

Go to Circulation → Check In.
Ensure the checkin modifier Update Inventory is active.
Scan in your items.
Repeat until you have scanned and updated all items in your desired section of your collection.
Run a report using the Sitka Template Inventory - Un-scanned Items. You will need the date you started inventory on and the shelving location(s) you did for the filters when running the report.
Take the list of un-scanned items the report produces and check the shelves to see if any were missed.
Scan in any missed items and update their inventory date.
Set the remaining items on the list to have a status of Missing. This can be done in batch through the Items Status screen.
Run a report using the Sitka Template Inventory - Scanned Items Count by Shelving Location. You will need the date you started inventory on for the filter when running the report.
This report will show you how many items have had their inventory date updated since you started inventory. You will likely see items from other shelving locations that have been updated through your regular check in process.
Repeat all the steps for every shelving location/section of your collection that you wish to inventory.

Workflow - Portable Barcode Scanner

Using your portable barcode scanner, scan every item on the shelf in the chosen area.
Export the barcodes to a text file (we recommend using Notepad) and save the file. The barcodes should be in one single spaced single column without extra spaces anywhere.
Use Cut and Paste functions to break the big list of barcodes into smaller lists and save each list as an individual text file (we recommend each list contains under 500 barcodes). Name your files in sequence, e.g. inventory001, inventory002…, so that it will be easy to follow when you upload the files.
Go to Circulation → Item Status.
Ensure you have rows set to at least 500.
Click Choose File.
You will be prompted to browse your local computer to find the barcode files. Navigate to and select your first file and click Open.
Every item on the list is retrieved and displayed. It may take a while if the list is long.
Select all items using the checkbox at the top of the Row Selector Column.
From the Actions menu choose Update Inventory.
A confirmation will appear in the bottom right corner.
Repeat until you have updated all items in your desired section of your collection.
Run a report using the Sitka Template Inventory - Un-scanned Items. You will need the date you started inventory on and the shelving location(s) you did for the filters when running the report.
Take the list of un-scanned items the report produces and check the shelves to see if any were missed.
Scan in any missed items and update their inventory date.
Set the remaining items on the list to have a status of Missing. This can be done in batch through the Items Status screen.
Run a report using the Sitka Template Inventory - Scanned Items Count by Shelving Location. You will need the date you started inventory on for the filter when running the report.
This report will show you how many items have had their inventory date updated since you started inventory. You will likely see items from other shelving locations that have been updated through your regular check in process.
Repeat all the steps for every shelving location/section of your collection that you wish to inventory.

Finishing Your Inventory

Once you have inventoried all desired section of your collection, run the two inventory reports one more time. Anything that still shows up on the un-scanned report should be set to missing. The scanned item report will give you the final count of how many items were inventoried.

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