Stocktake

Using library stocktaking data to make evidence-based decisions http://www.coda.ac.nz/cgi/viewcontent.cgi?article=1003&context=whitireia_library_cp

Tips and Tricks for Effective Libraries A powerpoint presentation from Sue Lacey, Australia http://www.watlnsw.org.au/conf/doc/TipsandTricks.ppt

Some tips and tricks - modified from Inter-Lace (Sue Lacey) [|http://members.ozemail.com.au/~slacey/tl_info3.htm#Stocktake%20Tips]

**Stocktake Tips** > > > > > > > ||
 * Have 2 substantial folders – clearly mark them Stocktake Statements & Write Offs.
 * Stocktake Statements
 * have year dividers; you should retain the last 7 years.
 * location master sheet in front.
 * Current year's write-offs. Previous 6 years write-offs be placed into folders or packs & clearly mark the year on the outside. Store with the current Write-Off folder.
 * Set up a master sheet of all locations (collections)
 * Fill in the dates you initialise & finalise each section.
 * Retain in the front of stocktake statement folder.
 * Tidy up the shelves - It’s not necessary to have the shelves in order but it does make it easier to check for missing items.
 * Put signs on shelves that are being stocktaken so that you know where you are up to, others know where you are up to and if the library is still open, the students know what is happening.
 * Don’t initialise too much at once. (break it down into A, B. C, 001-009 (or even sub sections)) -200 resources is just manageable.
 * Scan the resources, download the data and find the errors.
 * Find the problem resources, remove them from the shelves if required.
 * Fix records immediately where possible.
 * Sort other problems (wrong location, barcode not found, poor records) as required.
 * If this job is huge you can finalise before fixing all the problems.
 * Don’t 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 and clearly mark it.
 * Staple the stocktake statements for each location together in the following order -
 * Stocktake Statement (with loss calculation);
 * Current stock if required;
 * Missing Report;
 * "Items previously missing, now recovered" reports.
 * Place this in the stocktake statement Folder.
 * Calculating the Loss Rate
 * ** Loss Rate % = ** ||  || ** Number of Items Missing ** ||
 * ** Loss Rate % = ** ||  || ** Number of Items Missing ** ||

** Sub Total ** || ** 100 ** || > ||
 * || ** x ** ||

** 1 **

>  
 * At the start of a new year, check to see if any locations have been initialised in.
 * If there are any locations in this list, they have not yet been finalised. Finalise them as soon as possible.