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Reference Collection Inventory Project

Here's the 411 on the reference collection inventory project we are doing this summer. Below are the procedures (same thing on the front of the folder) and a link to all the lists.

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Procedures for Reference Inventory
Summer 2008

1. Taking inventory is similar to shelf reading. You do all the things you do when you shelf read, with the additional task of comparing what’s on the shelf to what’s on the list. As you compare what’s on the shelf to what’s on the list, you will have to make sure things are in call number order, tidy things up, and dust.

2. For every 2 hours you work during a shift, take inventory for 30 minutes.

For example, if you work from 12 noon – 8 pm, take inventory from:
12:30 – 1 pm ~ 30 min
2 – 2:30 pm ~ + 30 min
4 – 4:30 pm and ~ + 30 min
6 – 6:30 pm ~ + 30 min

for a total of 2 hours.

Please do not take inventory for more than 30 consecutive minutes. Your brain will get fried!

3. You’ll encounter two scenarios:

a. Something on the list is not on the shelf
• When this happens, write “NOS” (“not on shelf”) on the list, next to the appropriate item.
• At the end of your day, enter all the “NOS” items into the log on the inside of this folder.

b. Something on the shelf is not on the list
• Record the details of what’s on the shelf but not on the list on the “NOL” (“not on list”) log on the inside of this folder.

4. The list I created orders volumes strangely. In many cases, I have tried to manually fix this. For example, the volumes will be listed like this: 1, 10, 11, 12… 2, 20, 21, 22… If you encounter something like this, check all the entries for that title before assuming volumes 2 – 9 are missing.

5. Check the status of the book.

The list has a field called “status.” Codes are used to describe the status. Here are some codes:

o = Library use only ← Most items will have this status code
b = bindery
a = cat processing
– = check shelves
m = missing
f = reference desk
y = online
p = repair

If the book isn’t on the shelf, check the status code. If the code says “b,” then the book is at the bindery and it’s OK it’s not on the shelf. Still record it in the “NOS” log but indicate “bindery.”

On the other hand, if the book is on the shelf, but the code says “b,” highlight or circle the status code on the list.

6. Lastly, when you’re done with your 30 minutes session, draw a line below the last item and write your initials and the date.

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When you've come to the end of a list, you can download a new one by clicking on this link:
https://usffiles.usfca.edu/xythoswfs/webui/_xy-868974_1-t_LAT8az7T

Make sure to mark the printed list you finish so we all know you finished it.

Thanks!

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Comments

( 1 comment — Leave a comment )
(Anonymous)
Jun. 4th, 2008 11:38 pm (UTC)
^[]^ GOt it!

Katie. C
( 1 comment — Leave a comment )

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