Conducting an Inventory of the collection

Abstract

In 1999, the Cheng Library at William Paterson University completed its first inventory utilizing an automated system, DRA. A schedule was constructed so that this process would be repeated in 5 year cycles. However, with the sale of DRA to SIRSI in 2002, the library was forced to reevaluate its ILS vendor and ultimately migrated to Endeavor’s Voyager. Unlike DRA, Voyager itself contained no inventory program so the 5 year cycle was suspended. As each year passed, it became apparent that if we were to reinstate the process, we would be required to devise a program suited to our specific needs. Library Information Systems (LIS) initially identified a program used by a Voyager colleague for shelf reading which had the potential for customization. Working in collaboration with librarians from Circulation and Cataloging, suitable alterations were achieved and an inventory was organized using Eastern Indiana University’s Library Stacks Management System . Personnel from throughout the library, professional and support staff, contributed to the scanning of the circulating collection. Working together, Cataloging and LIS developed reports to optimize the data collected. Cleanup was done collaboratively by Circulation and Cataloging in consultation with Collection Development. Because of the collaborative nature of the project, goals beyond a simple inventory, i.e. updating status and marking books missing, were achieved. In recent years, severe space limitations have necessitated weeding of the collection. The inventory provided a systematic look at each item so it could be evaluated. Many items were pulled either as second copies or condition problems and sent to Collection Development as candidates to be withdrawn. In addition, an organized effort at repair and rebinding was set up for books the Library wished to retain. A substantive, but initially unforeseen benefit was derived from the inclusion of the entire staff in the scanning process of the inventory. Working in pairs, personnel from though out the library came together, both professional and paraprofessional, many for the first time. While not quantifiable like many aspects of the inventory, the qualitative benefits were considerable and included not only widespread buy in for the project but an enhancement of the Library culture with a new sense of connectedness within the staff. The presentation will take participants through all stages of the project, including customization of the Library Stacks Management System software to better suit the needs of an inventory project, to logistics of the physical inventory including scheduling and library-wide participation, and finally to the ongoing reports and clean-up required as a result of the project.