►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 -
you are ready to run the stocktaking process:
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.
| 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.