do I need to do before stocktake?
locations are going to be stocktaken.
on these shelves.
Put the items in that location
in reasonable order. This
is not essential, but it does make checking easier.
the location shelf list in enquiry (classification
then arrow right) is a must before initialising, there you can
pick up mistakes & correct them prior to initialisation.
Also check the top of the classification area (by typing 0
(zero) in enquiry) to make sure there are no records with
blank locations that have been inadvertently missed.
Deal with any long-term overdues.
Run B2/M4 (loans by return date)
- From date eg
01/01/95 (maybe start of Circ)
- To date
31/12/yy (where yy= current year minus 2)
Print this Report & retain
||Once you have
processed the listed resources, file it in
your stocktake folder.
Then... Check the shelves for the resources.
'heavy' the borrowers just once more.
- Return the
items in B2/E2.
- Run Weekly
Housekeeping - B4/N4.
In B1D1 - mark the items as missing...
by <B>arcode; Open the <C>opies
the barcode is the right one. (Multiple
copies can confuse the issue)
Change the STATUS to <M>issing
- In Missing/Disp
date put the item's DUE DATE (as per
- In comments,
put eg "Lost by student"
If there's quite a few resources on the list,
then run Housekeeping and Rebuild after
editing them all.
- Set a reasonable
time limit to complete the task through to
- Investigate the New Resources
Shelf & the Mending Shelf for items which will be part of
this stocktake & will need to be included.
do I need to remember during stocktake?
- When you initialise a
location for stocktake, OASIS takes a snapshot
of all items in that range - their location/classn/suffix info
& their loan status. The subsequent actions
you take during the stocktake process all refer
back to that "snapshot".
- It is recommended that you
do not enter any new items during stocktake, nor
change any of the location/classn/suffix details
during the process. Isolate or make a note of
these items & change after the stocktake
finalise. Making changes midstream causes
- The loan status of the item
can be changed during the stocktake process, but
you must follow up with Weekly Housekeeping
& entry of the items. Many people also don't
want to interfere with this & choose to
isolate returned items until after the finalise.
- You may <D>ispose of
items during the process so that they appear in
the stocktake reports (ie. the daggy stuff you
find while scanning that needs to be culled or is
damaged beyond repair).
- When stocktaking your Non
Fiction, Reference & Teacher Reference area,
make sure you initialise the
A800's. These will
not be captured in the normal range of NF 000
AAA to NF 999.999 ZZZ. You may also have some
NZ800's for New Zealand poetry if you have
downloaded them from SCIS. These will also need
to be initialised.
- When you have completed the
entry of data via H2 or H3, you will need to run
the Missing Report H4. It will include all items
now recognised as Missing or Disposed as
recorded by the initial scanning
of location resources. Missing items may have
been missing for more than 1 stocktake. This
report alerts you to this as well. After you
have printed the Missing Report, it is important
to go back to the shelves to determine if an
item was missed or incorrectly scanned. Also
check those 'hidden' places such as the mending
box, the new or display shelves and your
"special" pile. You may indeed have to run this
missing report several times as you whittle down
the missing items. Finally you will have
exhausted all possibilities and it is time to
do I need to do during Finalise?
- Don't leave too long a time
span between Initialise & Finalise.
finalise should be completed within a week or
two of beginning.
- Write off
items missing during previous stocktakes: The key to removal of items
that have been missing from previous stocktakes,
lies in the date you type in during the H5
you begin H5 Finalise, you are asked to select a
range to finalise.
|2B. Then you are asked to "Write
off items missing before" - you enter a date.
The date you enter for writing off missing items
is crucial & can be tricky.
||It is best explained
by an example. You, previously, did a stocktake of
the Fiction collection & finalised it on
03/12/2009. At that date there were items missing.
You have now done the next stocktake of this
location (05/12/2011). Some of the items on the
missing list now, were also missing in the 2009
stocktake. To write them off now, you would need to
enter the date for the day after the 2009 stocktake
finalise (04/12/2009). So that when you read the
command on the screen "Write off items missing
before..........04/12/2009" you will see that
any items that were missing on the 03/12/2009 will
Please note, if you
have typed in "Write off items missing
before.......03/12/2009" - the date of the
previous stocktake finalise. This command would not
include the items that were missing on 03/12/2009;
only those items 02/12/2009 or before. The operative
word is BEFORE the date.
- Write off
Disposed items also - you enter <Y>es. Then
print-outs do I need to keep for stocktake?
Documentation you should print
to hard copy and retain for audit purposes for a
period of seven
- During H2/H3 Stocktake
entry, print & retain any report listed as "Items previously
missing...." . These are
- The final H4 Missing Report
in <D>etailed form.
- The H5
Write off Report.
- The Q1 Stocktake statement
for that location with the loss rate calculated
& written at the bottom of this
good work practice
- Have 2 substantial
folders clearly mark them
Stocktake Statements & Write
- have year
dividers; you must retain the
last 7 years.
master sheet in
- Current year's
write-offs. Previous 6 years
write-offs be placed into folders or
packs (used post-packs are good)
& clearly mark the year on the
outside. Store with the current
- Set up a master
sheet of all locations
- Fill in the
dates you initialise & finalise
- Retain in the
front of stocktake statement
- Its not
necessary to have the shelves in order
but it does make it easier to check for
- Put signs on
shelves that are being stocktaken.
initialise too much at once.
- Have special
stocktake operators for stocktake entry
which prevent re-initialisation &
- Dont wait too
long before finalising.
- After stocktake,
- Run a Current
Stock Report to get an overview of
the location/whole collection.
- Move last year's
write-offs into another folder or package (eg. recycled post pack) and
clearly mark it.
- Staple the
stocktake statements for each location
together in the following order -
Statement (with loss calculation);
- Current stock if
- Missing Report;
previously missing, now recovered"
- Place this in
the stocktake statement
- Calculating the
- At the start of a new
check to see if any locations have been
initialised in B2/H1. If there are any locations
in this list, they have not yet been finalised.
Finalise them as soon as possible.
the Loss Rate?
loss rate is 4%
Loss Rate %
Number of Items
do I need to document?
|What do I need to
- Locations stocktaken, including
- Loss Rate for
- Record this on a
- Perhaps an Annual
|Print to hard
- Items previously
missing, now recovered
- Missing Report ~
retain the final copy after all
attempts have been made to locate
- Write-Off Report
Stocktake is a very hectic time for all working in the library.
It is very easy to lose track of those locations that have been
initialised and those finalised. This is particularly so if there
are several personnel involved.
Initialising a stocktake [B2/H1] and Finalising a stocktake
[B2/H5] must be completed by an operator with a top level security [ie.
the Teacher-Librarian or Senior Library Assistant].
Data Entry [B2/H2 or H3] during the stocktake and running the
Missing Report [B2/H4] do not need top security access. Often
during this phase there are many people, including volunteers,
assisting in the task. Thus it is best practice, that during this
data-checking phase, a lower level security operator code be used.
This allows the task to be completed efficiently with the added
security that no inadvertent mistakes can be made to
reinitialise or finalise incorrectly.
Add at least one [or preferably 2]
- In L3/D1, <A>dd an operator
- Call it S1 - Stocktake 1; and S2 - Stocktake 2
- Give them a security code of 145B
- Allocate an initial password of S1 or S2
- Go back to C3, log on for the first time with this new
password/operator(s). You will be asked to change the password.
Use something generic like STOCK or TAKE. This will only allow
access to H2/H3 & H4 in the Stocktake area. H1 & H5 are
blocked to this user.