1. Bruce Eames & Jane MillerAIUG 2012 Baillieu Stocktake Project: A pilot using Circa

2. BACKGROUND University Library 12 branch libraries across Parkville, Southbank, Burnley, Creswick, Werribee collections of approximately 4 million items in total currently undertaking a series of extensive collection moves to facilitate redevelopments and improve access to collections

3. HISTORY OF STOCKTAKING no history of systematic stocktaking ad hoc as Libraries refurbished or collections established new locations past stocktake processes did not include any real time connectivity to ILMS use of B321 scanner and batch loads manual processes – checking printed lists

4. BAILLIEU STOCKTAKE PROJECT the largest of the branch libraries in collection size –380,000 items in the general collection undergone a renaissance over the past couple of years –refurbished ground floor –new service model no systematic stocktake of the collection in around 20 years –many additions, relocations and moves Insync survey highlighted issues with ability to locate items on shelf

5. GROUND FLOOR – BAILLEIU LIBRARY Image: Ben Kreunen

6. METHODOLOGY leverage the investment in Millennium –need to ensure that the bibliographic database accurately reflects on shelf collection previous methods – manual and wireless barcode readers separated system work from shelf check part of the process –increased follow up if batch loads reported errors –significant time spent creating lists the process required streamlining and the ability to work on the system at the site of the stocktake – the shelf

7. CIRCA real-time connectivity to Millennium via a browser and internet connection secure – limited access to a range of functions via the browser –no requirement for access to full Millennium client –accessible via wireless with no need for VPN functionality –updating of item fixed fields –identify missing items and those that with outstanding statuses –correct or change statuses on the spot shelf list –determine whether current shelf order correct –identify items out of place

8. SETUP: HARDWARE Devices considered PDA’s - mixed reports - expense $500-$2000 iPad with scanner attached via camera connector or bluetooth -scanner not immediately easy to configure- -cost – iPad, bluetooth scanner - $1000 per unit netbooks - 10” screens - Usb ports – scanner configuration not an issue -Windows 7 (not Starter) -Cost - $400

9. PROJECT OVERVIEW plan to undertake stocktake of 380,000 general collection items between June and end October commenced with high use areas roster of 2-3 teams working simultaneously throughout the day –2 staff on each team – required to share scanning/workstation monitoring duties –2 shifts per day eg. 9-12, 1-4 –Statistics maintained and aggregated at the end of each week for reporting weekly meeting of project team to review statistics, discuss issues and system errors

10. Stocktaking with Circa

11. PROMOTION

12. CIRCA FUNCTIONALITY Circa functionality records item is on shelf - INVDA field confirms shelf order reports on out of order & missing items allows updating of item fixed fields checkin & checkout rapid update

13. CIRCA MAIN MENU

15. INVENTORY CONTROL Inventory Control checks book is on shelf checks item status records that item was scanned in the item fixed field INVDA (Inventory date) reports on shelf order (Shelflist function)

16. SCANNING BARCODES

17. SCANNING - SUCCESS

18. CIRCA ALERTS

19. UNEXPECTED STATUS

20. BARCODE NOT FOUND

21. ITEM BUSY

22. CIRCA SHELFLIST Shelflist function

23. SHELFLIST RANGE

24. SHELFLIST SUMMARY

25. SHELFLIST REPORTS

26. OUT OF ORDER

27. OUT OF RANGE

28. MISSING FROM SHELF

29. CIRCA ISSUES Circa Issues & problems patchy WiFi http error messages changes to items not saved? e.g. items with INVDA but missing status

30. PROCEDURAL ISSUES Procedural Issues & Problems documentation complex collections shelved in multiple locations lack of clarity how to handle items –on shelf with non available statuses –not on shelf but known to be elsewhere

31. STATISTICS Statistics – Weekly

32. STATISTICS Statistics – Weekly

33. STATISTICS

34. LESSONS equipment & physical setup worked well clear written policies & procedures – how to handle all the scenarios vigilant staff systems monitoring & support

35. © Copyright The University of Melbourne 2009 Questions? Bruce Eames bme@unimelb.edu.au Jane Miller jane.miller@unimelb.edu.au