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Run stocktake checks

Learn how to run the stocktaking process in OLIB.

►Cataloguing> Stocktaking

This information is related to Stocktaking in OLIB. Prior to running stocktaking checks you need to set up a stocktaking project.

Once your have -

  • Defined the stocktaking project
  • Entered the report email details
  • Captured the barcodes

you are ready to run the stocktaking process:

  1. In the Stocktaking domain, obtain the relevant stocktaking record and switch to modify mode.
  2. Beneath the list of Scanned Copy barcodes, click on Initiate Stocktaking Checks.
  3. When prompted with a message indicating the report is scheduled for imminent production (Job No: nnnn), click OK.
  4. OLIB will begin scanning the captured barcodes. On completion, the newly scanned file will appear in the Summary Results field. An email report will also be delivered to the To and CC recipients.
  5. On saving the record, the folders of results are displayed in the Summary Results field. This data is also replicated in the email. You are now ready to view and analyse the results.

What is included in the stocktaking checks?

The stocktaking analysis first identifies shelving information for the items that are found in the database. The shelving information comprises the combination of location, sub-location, shelf and shelfmark assigned to the item. (If the matched item has no shelfmark, a default shelfmark is generated and an audit record created for this).

It then walks through the item barcodes in sequence and records their current shelving information. If an item is matched that does not logically fit between the item immediately before it and the item immediately after it, this item will be reported as mis-shelved.

View the logic applied to the shelving information for all matching items
Field   Criteria   Result
Location, Sub-Location, Shelf Values on the preceding and following items both match the value on the current item  OK – compare shelfmarks
Location, Sub-Location, Shelf Values on the preceding and following items match each other, but the value on the current item is different Mis-shelved
Shelfmark If the above is OK and the value on the current item lies between (or matches) the values on the preceding and following items    OK, move on to next item
Shelfmark If the above is OK and the value on the current item does not lie between or match the values on the preceding and following items Misfiled
For the case where the 'end of the shelf' is reached
Location, Sub-Location, Shelf Value on the current item matches the value on the preceding item, but not the value on the following item (or there is no following item) OK
Shelfmark If the above is OK and the value on the current item follows (or matches) the value on the preceding item OK
Shelfmark If the above is OK and the value on the current item does not follow (or match) the value on the preceding item   Mis-shelved
For the case where the 'start of the shelf' is found
Location, Sub-Location, Shelf Value on the current item matches the value on the following item, but not the value on the preceding item (or there is no preceding item) OK
Shelfmark If the above is OK and the value on the current item precedes (or matches) the value on the following item  OK
Shelfmark If the above is OK and the value on the current item does not precede (or match) the value on the following item   Mis-shelved
Further general checks
Location, Sub-Location, Shelf  Values on the current, preceding and following items are all different Misfiled. Whilst it is theoretically possible to have a shelf with just one item, it is considered very unlikely, so the item is reported as misfiled.
 

 ...this may be useful if you need to query how results are arrived at.

For the purposes of considering a match above, a NULL value in Sub-Location or Shelf is treated as a correct match to another NULL value in the same field.

Any barcodes that do not match an item in OLIB are included in the email reporting completion of this stockcheck, together with the ISBN, title and shelving information for the previous and next matched items.

At the end of the process, any items in the database for the shelving locations identified are recorded as not found/on loan or not found/not on loan. The latter items are also listed in the stocktaking project’s Missing Items field. Items with an Exclude from stock check flag set to Yes and items that do not have a barcode are not included in this step.

 Note: it is possible that an item is reported as missing from the stockcheck of one file and reported as misfiled, mis-located or mis-shelved during the stock check of another. A review of the stock check audit trail on the item will reveal this.

 

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