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About stocktakes

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Discover an introduction to stocktaking in OLIB.

►Cataloguing> Stocktaking

The stocktaking process can all be managed from within OLIB Web. It is based around the Stocktaking domain in Cataloguing. From here you can:

  • Configure a stocktaking project
  • Capture the barcodes from your stock
  • View the results

In the Stocktaking domain you create a new record to define a stocktaking project. The record includes all the details to define the project such as Locations, Sub-Locations, Shelves, shelfmark range and start and end dates. OLIB puts the results of the stocktaking into folders to simplify completion of the process and emails a report containing the results.

It is recommended that you plan out your stocktaking before you begin defining the project in OLIB and capturing the barcodes. For the main lending section of the library it may be more practical to create a separate project for each section rather than have one large project.

If your library does not use the Dewey Decimal Classification system, or Universal Decimal Classification, you can use Sorting Rules to configure the filing order for your Classes and/or Shelfmarks. This will improve the usability of OLIB Stocktaking by reducing the occurrences of misfiled and missing items.

Procedure

  1. Plan a structure for your stocktaking projects depending on e.g. Locations, Sub-Locations, ranges of shelfmarks.
  2. In Cataloguing> Stocktaking create a new record with stocktaking details and the email report details: Configure stocktakes.
  3. Capture barcode details directly into the Stocktaking record - Or record barcodes in text files that you link as an 'object' in the Stocktaking domain.
  4. Run the stocktake checks process.
  5. View and analyse results.