Gathering Collection Data in Batches: Now what?

(Two ways to use portable barcode readers)

Portable barcode readers expedite

Tracking in-house serials use Running an inventory

OPN2001, $124QS6500BT, $472P460, $819

(1) How might we track the In-House Use of Serials?

• In-house Use form requires single barcode entry (cannot batch load files)

• Serials not barcoded

Solution•Track serial use at title level•Create new holding/item record for each

title (ZCT) •Place label w/barcode at shelving

location•Portable barcode reader scans title

barcode for each issue re-shelved •A PC macro automates transfer of

barcodes from scanner to Aleph In-house Use form.

ResultsIn-house use statistics by collection code/call

number breakdown (custom-18)

In-House Use Statistics since July 1, 2009Collection Title

In-House Use

ZCT Actual revista mensual. 1ZCT advocate. 1ZCT Africa research bulletin. Economic series. 1ZCT Afterimage. 1ZCT American economic review. 1ZCT American ethnologist. 1ZCT American historical review. 1ZCT American journal of dance therapy. 1ZCT American journal of health education. 1ZCT American journal of nursing. 5ZCT American journal of political science. 1ZCT American journal of psychology. 3ZCT American prospect. 1ZCT American theatre. 5ZCT Ancient philosophy. 1ZCT Archives of pediatrics & adolescent medicine. 1ZCT Art in America. 2ZCT Art journal. 1ZCT Artforum international. 3ZCT ARTnews. 3ZCT Atlantic monthly. 3

Setup1. Create new holding code, ZCT, in Aleph

a. xxx50/tab/tab40 (collection definition)

2. Add MARC 945 field with item dataa. global changes (manage-21) in xxx01

3. Create holding and item record using bibliographic data (manage-50), specifying:

a. Item/Holdings Creation Table: xxx01/tab/import/tab_hol_item_create_seb. Mapping Table: tab_itm_mapping_serial

4. Suppress ZCT holding recorda. global changes (manage-21) in xxx60

5. Create labels in Excel of Title/barcodes

6. Edit AutoHotkey script for scanner used, file path, etc.

More information about In-House Use

• ExLibris Knowledge Base

(2) Inventory with a Barcode Reader

•Steps we follow•Lessons learned

Getting Started

1. Footprints request (OLIS) to add "last-shelf-rpt-num" to z52 in ADM library per script in:

ExLibris Knowledge Base Information Item #16384-7953

Drake’s Workflow

Scan Section of Barcodes

• Keep a log so students can easily reference call number of the last item scanned•Maintain a file

naming convention:ref_20091009-1.txt inv77_errorsinv77_summary

Inventory Definition (item-01)

• Pay attention to call number type• Be sure to identify Collection

Inventory Definition Report

Inventory Marking (item-08)

Aleph-Speak in the Errors ReportError Report says: What it means:Item is not in the database. The barcode doesn’t match any

record. Try searching by title.

Item does NOT belong to Shelf Report No. XX, but to --

This item is out of the call number range OR the collection specified; also check the 852## indicator.

Item does NOT belong to Shelf Report No. XX, but to Shelf Report No. XX.

Mark the inventory of Shelf Report No. XX

Inventory Summary (item-09)

Aleph-Speak in the Summary Report

Summary Report says: What it means:“xx items not found.” These items have not yet been scanned,

but there could actually be many more barcodes not scanned except that they have an item process status OR are on loan.

The Cat module has an Inventory Marking form for single item marking: ItemsInventory Marking

Change Item Process Status to “Missing Inventory”

Print Trace Cards

More information

• Kortick, Y. (2007). How to Use Inventory Management Version 17 and Up (ppt). ExLibris Documentation Center/How To from Support/Holdings.

• ExLibris Knowledge Base • Oswego Inventory - SUNYLA 2009 presentation (Chris

Hebblethwaite). SUNY Oswego ALEPH/ExLibris Resources page via http://www.sunyconnect.suny.edu/

Questions?Pat Maxwell

Systems Librarian

Drake Library

The College at Brockport

pmaxwell@brockport.edu

585-395-2578

The following slides contain the steps we followed to add new holdings and item records in a batch mode.

Add issue data to bib record

xxx01/tab/import/tab_hol_item_create_se(edited to create call number based on title)

Defines where in the bibliographic record item holdings data elements are to be found for the creation of items and holdings

xxx01/tab/import/tab_itm_mapping_serial(edited to create call number based on title)

Label Format

•*B80* where “B80” is item barcode•Download barcode

font (we use codabar)•22 pt. worked best

http://freebarcodefonts.dobsonsw.com/

AutoHotkey

• Free, open source utility for Windows

• Create shortcuts, macros, more• http://www.autohotkey.com/

AutoHotkey Script

• Script reads data from barcode scanner into In-House Use window in the Aleph CIRC module

• Written by Ron Miller (Southern Adventist University) for Symbol CS1504 Keychain Scanner

• Edited for OPN2001

• ExLibris Knowledge Base 16384-15377

Add to z52 in ADM library like this (do not include the arrows):

> util g/2

Enter sequence number to update, or return to continue, or NEW to create new sequence, or 0 to exit: NEW <------

Enter sequence name (lower case): last-shelf-rpt-num <-----

Enter sequence start number: 0 <-----

Enter prefix for format output: [leave blank]

Do you want to suppress leading zeros in format output (y/n): Y <-----

Enter type (S/U): S <-----

KB Info Item # 16384-7953