Librarian Info > Inventory and Weeding > Inventory FAQs

Inventory: FAQs

How do I schedule an inventory for my school?

Send your request for an inventory to the ERS Helpdesk. Please include the specific date you would like to begin. Once your request has been received, your school will be scheduled for an inventory and a confirmation message will be sent to you via e-mail.

How is my school's collection prepared for inventory?

A process is run on LION, by the system administrator, that converts the status field to "Inventory" on all "on-shelf" items in your school. This procedure is usually done the evening before your inventory is scheduled to begin.

Are textbooks or Teacher resource room books included?

No. These items are excluded from the process unless you specifically ask us to include them.

After my collection has been converted to "Inventory" status, what do I do?

Portable barcode scanners will be delivered to your school on the start day of your inventory. Once you have the scanners, just scan all your "on-shelf" items, including your "reference" sections using the "Inventory" mode on the portable scanner. Training will be provided at the time the scanners are delivered.

What items should I scan?

You should scan ALL "on the shelf" items including ones that are on display, reference items, and books that are loaned to classrooms, but not checked out.

What items shouldn't I scan?

You shouldn't scan ANY new books in boxes that you receive from ERS. Check these books in as you normally would using Via.

Do I use the scanners to check in my bookdrop or books being returned by students?

No, all circulated items have been accounted for. Check in your bookdrop or materials being returned by students as you normally would using Via.

Can I continue to check out books to my students?

Yes, you can continue to check out items to your students. The system will prompt you with the message, "The item is in INVENTORY status, do you wish to clear it?" Respond "Yes" to these prompts and that will remove the item from "inventory" status and change it to "available". You will need to respond to this prompt for each book you check out while your collection is in inventory.

I'm not sure if I scanned an item, is it okay to scan it again?

Sure. This is not a problem.

Do I need to reserve a portable barcode scanner?

No. A set of scanners will be assigned to your school once your inventory has been scheduled and confirmed. ERS will determine the number of scanners to be used for your inventory.

How many scanners will be loaned to me for inventory?

You will be loaned 2 portable scanners for your inventory. Each scanner can hold an entire library's collection.

Can parent volunteers or students use the scanners?

Yes, the process is very easy and volunteers will help you to complete your inventory faster.

I'm using volunteers, can I get more than 2 scanners for my inventory?

Yes, If you are using volunteers to assist you, you can get additional scanners but the availability may be limited based on the number of other schools doing inventory at the time. We will try to accommodate your needs as best we can.

How long do I have to use the scanners?

We currently have 20 scanners available to distribute. So it is imperative that when doing an inventory you complete it as soon as possible so that scanners are available for the next schools on the schedule. We schedule the use of the scanners so that you will have 6 working days to complete the scan of your library, starting from the day the scanners are delivered to your school. So please plan accordingly!

What if there are no portable scanners available?

You can still do inventory using the old method. This involves carting books over to your circulation desk, checking in your items using Via and clearing the "inventory" status when prompted.

Do I have to replace the batteries in the scanners?

No, each scanner has a rechargeable battery pack. A recharging station is included with each scanner. Just place the scanners into the charging station at the end of the day. The charge in each scanner is good for approximately 100 working hours.

I've scanned all items in my library, what happens next?

Notify the ERS Helpdesk that you've completed your inventory. We will pickup your portable scanners and process the data in them. After doing so, we will then generate the following reports and send them to you via e-mail:

L3012 - Missing Inventory Items (Summary by ITYPE)
L3015 - Missing Inventory Items (Detail)
L3028 - Long Overdue Items
L1020 - Lost and Paid Items

You will need to examine the L3015 report and verify the accuracy of the items listed. This is a good way to see if any sections were missed during your inventory. If so, just "check-in" those items in Via. When done, notify us.

Do I need to look for every book listed in the "Missing Items" report?

No. Use the L3015-Missing Items report to confirm that you have not missed any sections of your collection during inventory and to spot check the shelves for any books that might be on the report.

What happens after I've confirmed the "missing" items?

Once we receive confirmation from you, ALL missing, lost and paid, long overdue, and withdrawn items will be deleted from the database. NOTE: Library Automation will NOT delete any books from your collection until we receive confirmation from you! Once deleted, the items cannot be reloaded into the database by us. You'll need to manually put any books you find back into the system using Item Record Management procedures. If you have any doubts about the number of items being deleted from your collection, DO NOT confirm and contact us immediately!

What happens if I find an item that was deleted?

You can put the item back into the database using Item Record Management procedures. If you need help with this, please contact the ERS Helpdesk.

How often should I do an inventory?

This largely depends on the size of your collection and the amount of use your library gets. But the current requirement is every 4 years.