1. Library Staff Training
Inventory in ALEPH
Library Staff Training
© South Dakota Library Network, 2013
©Ex Libris (USA), 2010
Modified for SDLN
Version 20.01

2. Steps for Completing Inventory
Preparing for inventory – updating records, if necessary
Inventory definition - item-01
Scan barcodes
Save as text file
Send file to SDLN – staff will place on server,
Inventory marking - item-08
Produces error report: loaned, out of order
Inventory reports
Inventory Summary - item-09 - listing of not found items (items that are a part of the shelf report, but were not in the file of scanned barcodes)
Inventory Report - item-10 - All found/not found items (may be VERY long, preview first)

3. Preparing for Inventory
Check item records
Update records if necessary

4. Preparing for Inventory
In Circulation Module Run Service General Retrieval Form (ret-adm-01)

5. Preparing for Inventory
Output File: Give it a filename. Use the first 3 letters of your library to begin the name; e.g. tst_ret_adm_01_books (use lower case letters and do not use spaces)
Retrieve items by collection, input collection code (all caps)

6. Preparing for Inventory
Output display: check that the Call No. Type is the same for all items

7. Preparing for Inventory
The item record (unless the Temporary Location box in tab2 is checked) pulls its information from its linked holding record. When errors are found, it is necessary to correct the holding record which in turn will update the item.

8. Defining the Inventory Range
Initiating the Inventory
The first stage in analyzing an inventory is to define a physical range of items as
an inventory.
The inventory being checked receives an identifier (Shelf Report Number) that
is used later for executing the inventory.
This is achieved by running the service:
Inventory Definition (item-01)

9. Inventory Definition (item-01)

10. Inventory Definition (item-01)
Output File: Give it a filename. Use the first 3 letters of your library to begin the name; e.g. tst_item01_ _books (use lower case letters and do not use spaces)
From Call Number: In the GUI client, cataloging module, find your first item record in the range. From this item, Tab2, copy the call number intact with the delimeter and subfield; e.g. $$h005.43$$iCUT. Paste this call number into the item-01 From Call Number field.
To Call Number: In the GUI client, cataloging module, find the last item record in the range. From this item, Tab2, copy the call number intact with the delimeter and subfield; e.g. $$h919.81$$iGLE. Paste this call number into the item-01 To Call Number field.

11. Inventory Definition (item-01)
Choose the Call Number Type: No Call No. Type, Library Of Congress, Dewey Decimal, etc.
The rest of the parameters may be filled in as you desire. Choose the correct Sublibrary, Collection is not mandatory, Item status may include or exclude item statuses, etc.
Note: If you use duplicate call numbers in different collections (example: REF and MAIN), make sure you fill in the Collection field.
See the HELP for complete instructions.

13. Inventory Definition (item-01)
The results of item-01 give you the Shelf Report Number.
Open the filename for the ‘Inventory Definition Report’. Note the Shelf Report Number

14. Scanning Barcodes
The next step is to create a file of barcodes. This file should be ed to SDLN staff at
You may use any barcode scanner, keeping in mind the following:
In order to work with the inventory reports, the primary requirements of any scan method used is that a file is produced with one barcode on each line of the file, and that it is capable of scanning 14 digit barcodes.
Start scanning barcodes with the From call number item you input to item-01, finish scanning barcodes with the To call number item you input to item-01.
Do not create any files with more than 500 barcodes.

15. Inventory Marking (item-08)
To compare your file of scanned barcodes to the shelf report, next run the Inventory Marking (item-08) service.
You will need the name of the file of barcodes you sent to SDLN and the Shelf Report Number from item-01

16. Inventory Marking (item-08)
In addition, you can choose whether or not to Produce an Error Report.
For the error report, you will need to input a report file name and mark which errors you would like to see.

17. Inventory Marking (item-08)
Inventory Marking report shows any discrepancies found between the shelf report and the file of scanned barcodes, such as items that aren’t in the database, items that aren’t included in the shelf report (but are a part of the database), missing items, misshelved items, or items that the database indicates are checked out.

18. Inventory Summary (item-09)
To create a list of items that are a part of the shelf report, but were not in the file of scanned barcodes, the Inventory Summary (item-09) can be run. Additionally, these items can automatically be updated to reflect a process status such as Missing.
You will need Shelf Report Number from item-01 and a report file name.

19. Inventory Summary (item-09)
For this inventory, all items were found

20. Inventory Report (item-10)
To create a list of the items included in a particular inventory, the service Inventory Report (item-10) can be run. Items that were found (or not found) on the shelves will be flagged accordingly.
You will need Shelf Report Number from item-01 and a report file name.

21. Inventory Report (item-10)
The Inventory Report will create a bibliography of items that are included in a particular shelf report. Additionally, the last column indicates if the item was accounted for or not.