the manual - Peace Library System
Contents
1. Collection 912 NAT In No National Geographic atlas of the v Professional Collection 371 007 971 CLA In o jo Clarke Betsy A is for ask a fundraising guide Professional Collection 361 763 0971 GOV INO INO ff Government programs guide Professional Collection 025 215 0971 SCH No Schrader Avin M Fear of words censorship and th 658 0480971 WRI n No wron Lz Value added workbook gearing 71003coL m no Cobmbo John Robe Colombo s Canadian references aalalalalalala ian aalala Professional Collection PC 971 004 CLA SW In No Classroom information on aborigir Professional Collection 011 730 973 BRA In no Bratman Fred The reader s companion a book Professional Collection 025 540 973 COR In No Cords Sarah Statz The real story a guide to nonfict Note lf a barcode does not scan properly you can type in a barcode and then click Process The list jumps to the position of the typed in item and the Done box is checked for that item If you want to mark items for weeding select the appropriate check box for that item These items can be listed on a report when you upload your inventory data into Polaris and you can create a record set of the items at that time a A Done Misshelved Shelf Location Weed Call Number Status Jeri Author Title E E Profesora cokcton 1 e120099710 n o ADrectory of Canadan plays anc E Professonal colection J3 912FR m o OOOO Frey great word a2. Columns Shelf Locations Statuses Misshelved Out of Range Fulfills a Hold Status Not In Provided by Yellowhead Regional Library Page 6 Scroll to the bottom of the list of items and click on the box marked Done for the last item on your list You will need to keep track of this item and confirm that you do in fact have it otherwise it will be incorrectly identified as inventoried Polaris Inventory Manager Process Items Done Misshelved Shelf Location Weed Call Number Status brs Author Title i E Professional Colection 812 009971 DIR In No A Directory of Canadian plays anc Fret great word ts amr m ho Natonal Geographie ats of the w E 371 007 971 CLA Clarke Betsy A is for ask a fundraising guide manoa he So fenemet nerea 025 215 0971 SCH Schrader Alvin M Fear of words censorship and th 658 048 0971 WRI a Value added workbook gearing t 971 003 COL aa John Robe Colombo s Canadian references O E Professonal Cokecton Professional Collection Professional Collection Professional Collection Professional Collection E professonal Cokecton 5 a m alaalia 5 5 Professional Collection PC 971 004 CLA SW In Classroom information on aborigir Professional Collection In Bratman Fred The reader s companion a book Professional Collection 025 540 973 COR In a The real story a guide to nonfict Professional Coll
3. DVD RW Drive F ue t Computer uw Network Save as type Adobe PDF Files pdf v Cancel Filename APRPLS PCiwerioy Statstcs Reponpar z cel Provided by Yellowhead Regional Library Page 15 Once the update is finished you will see some information appearing Do not press OK until you see that it says Updating Polaris Updating Complete Once you see this you can press OK la M Inventory Statistics Report _ Include Misshelved Subreport Include Out of Range Subreport Include Items Not In Subreport Include Expected Items Not Processed Subreport _ Include Weeding Subreport Update OutOfRange tt copied to D aprplspcOutOfRange tt Processing OutOfRange tt OutOfRange tt Processed WW Creating Inventory Statistics Report Expected Items Not Processed record set created Expected Items Not Processed record set filled Inventory Statistics Report Created Updating Polaris Updating Complete The Inventory Statistics Report and OutOfRange tt fle if one exists for this update are located in r You can now load the next collection to inventory or if you are finished you can exit PIM To exit choose Exit from the File menu When you are finished inventorying all of the collections remember to save all of the files loaded on the USB onto your own computer and delete them from the USB Provided by Yellowhead Regio
4. No Shelf Location Block Audiobooks Audio Books Block Christmas Books Block Collec Block First Nations Block Large Print Juvenile Fiction r Block Talking Book Juvenile Non Fiction DVD Local Reference Fiction Adult Main Stacks Fiction Juvenile Picture Books International Collection Exclude the selected shelf location s Starting Call Ending Call v Include prefix in call number Shelf locations or collections are interfiled There are 3 ways to LOAD data from Polaris choose one 1 By Collection Code you can choose from the list of collection codes that are specific to your library Peace Library System recommends this method 2 By Shelf Location you can also choose to exclude selected shelf locations For example If you have a travel section somewhere in your library not interfiled with your non fiction you could inventory the NF excluding the Travel shelf location 3 By Record Set you may use this feature for items that may not necessarily follow regular Call formats scan them into a record set and inventory them that way It is also a good way to polish off your inventory if there are random items left over once the collections have been completed Please contact Peace Library System if you need assistance with organizing your collection codes or shelf locations or for assistance with record sets Provided by Yellowhead Regional Library Page 3 Select
5. _ No rumey Rebecca 3 The pubic brary managers fom EE WM Jocesar ne i en The new panning for resuts at Using PDAs in libraries a how to iPad programming a quick start How to do everything iPad Dwight _ iPhone amp iPod touch quicksteps Cre Em al The Internet the rough guide 5 Twitter tips tricks and tweets 005 369 HOW How to do just about anything in mssemc in ho ce 7 a FE roesontGoleton FET 005365 in in pet Pome an 7ee CT TE frensa r 5308 nooo Seve 196 Microsoft Excel 2010 on demand Man Stacks I Pcoossasyn n no syrstad Tracy usng Microsoft Excel 2010 E Professonal olection PCOO6MER m No Mercer Dave 1955 Building powerful and robust web Mansas C Pcoossms n no mser Brad My Pod touch Professional Collection 006 7 MCBR In No McBride Nat Teach yourself blogging aa Profesional Colson on Slo i E Provided by Yellowhead Regional Library Page 7 Select Preferences from the File menu of the Process Items screen again Preferences Process e Previous Screen Next Screen Close Fulfills E Done Misshelved Shelf Location Weed Call Number Status Hold Author Title E Lal a EE n L VAES In No Community survey handbook e a E Professional Colection PC 001 42 COM In No Community survey handbook te Professional Collection PC 001 42 COM In N
6. message box and set the item aside These items should be checked in using circulation functions in Polaris later e The status of this item is status Select OK on the message box and set the item aside for appropriate processing later e Item fills a hold request Select OK on the message box and set the item aside Check it into Polaris to transfer the item for ILL When you are finished scanning the section for the day or if you finished the section entirely Select File then Close in the Process Items window Manager Process Items A Done Misshelved Shelf Location Weed Call Number Status FUNIS Author Title Professional Colection 812 009971 DIR In No A Directory of Canadian plays anc Pm professonal Colecon E size iin i Fret great word ats i i Professonal Colecton 912 NAT mo po National Geographic ats ofthe Professional Collection 361 763 0971 GOV In ooo o sf Government programs guide l a Professional Collection D 025 215 0971 SCH mno o Jo Schrader Alvin M Fear of words censorship and th Professional Collection 658 048 0971 WRI Wright Liz Value added workbook gearing Professional Collection 971 003 COL Colombo John Robe Colombo s Canadian references No SS QS KS S K S S E S S J w v Professional Collection PC 971 004 CL
7. report e Misshelved subreport e Out of range subreport e Items Not In subreport e Expected Items Not Processed subreport these are items not inventoried which Polaris expected to be on the shelf and scanned e Weeding subreport Most commonly you will uncheck the Misshelved subreport and the Weeding subreport and leave the middle three checked If you marked off items during the scan for weeding you will want to leave the Weeding subreport checked Next click on Update gj Polaris Inventory Manager Updating ES 2 i Provided by Yellowhead Regional Library Page 12 A screen may pop up stating Would you like to copy the OutOfRange txt file to another location Click Yes i EJ Anew window will POPUP IRA ae ee OOOO tf eao letting you choose where you Organize New folder would like to save the txt file Click on the USB name Lexar on the left menu under Computer For File name add your library code and the abbreviation for the collection code or shelf location to the beginning of the file name Click Save Provided by Yellowhead Regional Library Page 13 If you checked off items for weeding a pop up window will appear asking Would you like a Polaris record set created containing the items flagged for weeding Click Yes A new pop up will appear letting you add in aname for the record set Add your library code and the abbreviation for the collection code or shelf locati
8. A SW Classroom information on aborigir m 7i Professional Collection 011 730 973 BRA No Bratman Fred The reader s companion a book vi W Professional Collection 025 540 973 COR Cords Sarah Statz The real story a guide to nonfict v v Professional Collection a 025 210 973 DOL Doll Carol Ann 1949 Managing and analyzing your colk M v Professional Collection 658 800 2854 EBU The e business infokit V W Professional Collection 020 285 4678 LIB Library 2 0 and beyond innovati v Professional Collection 025 197 4711 PRI Privacy guidelines for British Colun Professional Collection 027 809 7123 PUB Public libraries housed in school fa Professional Colection 354 712 300819 F e No Freedom of information and prote Professonal Colecton 354712 300819 F n no Freedom of information and Proti Professional Colection 354 712 300819 F In No Freedom of information and prote Professonal Colection 354712 300819 n No The right to know the right to pr Professonal olecton L 354712300819 F n no rme noht to know the right to pri Professonal Colection 025 525 0285467 n No Cohen Steven M 1 Keeping current advanced Interr Professonal Colecton PC ovo 0235UB in no ubrary Technican Careers brig b aS SS i KIER S S i I lt SK HT Provided by Yellowhead Regional Library Pa
9. POLARIS INVENTORY MANAGER User Manual ae Peace Library System Copyright Yellowhead Regional Library 2011 Updated by Peace Library System June 2013 What YOU Need to Know About PIM Polaris Inventory Manager What will you need e All required equipment will be provided to your library by PLS e You should receive a laptop equipped with PIM a USB stick and a wireless barcode scanner with a charger e You will need a wireless network connection to update the inventory data into Polaris but not while you take the inventory e If you do not have wireless it is still possible to do inventory Please notify PLS Headquarters What will PIM do e PIM will identify items that are misshelved have a status other than IN or satisfy hold requests e You can also mark items for weeding e You CAN stop or resume your session at any time You can close and re open PIM without losing data e When you are finished a section PIM updates to the Polaris database when prompted This is when you need the wireless network connection e A PDF report is automatically generated along with an optional txt file you might want a txt file if you want to upload the data into excel at a later date e You set the parameters for the reports and PIM in general to ensure you are only getting information that matters to YOU e PIM can create record sets in Polaris if you choose e Additional standard custom reports can be run in Po
10. ection e 025 210 973 DOL ie a ee Professional Collection 658 800 2854 EBU In The e business infokit Professional Colection te ee Library 2 0 and beyond innovat O O O O O 025 197 4711 PRE n o Privacy guidelnes for rsh Cour 027 8097123PUB n o Pubicibrares housed in school fa 354712300819 F n o Freedom of information and prote Professional Colection 354 712 300819 F In No Freedom of Information and Prote Professional Collection 354 712 300819 F In No Freedom of information and prote E Professional Colection 354 712 300819F n no mme right to know the right to pri M e E e E TT E Professional Colecton asoa m o ae Professional Collection M Pc DVD 023 5 LB JIn Library Technician Careers bringin Professional Collection EL Professonal Colecton E Professional Collection E an ai 2 i a eepe peppen Hl A pop up will appear saying You have skipped a number of items Is this item misshelved Click No lt Noe Se Done Meshelved Shelf Location Weed Call Number Status ory Author Title presori cok EI pcooLaecon m fo TOTE melessonalColeaon E ecoo1 42com n no ammunty survey handbook t Professional Colection PC 001 42 COM Community survey handbook te ZS Di i e rt a Professonal Colecon E 025 157 46RU m No Bru Rebecca 1 The pubic rary manage form Professonal Colecton o251974BRU n
11. ge 10 You can resume the inventory at any time To resume the inventory open the main PIM window by clicking on the PIM icon on the desktop Then choose Scan from the File menu You will see the listing of a a EL 5 items in the collection code or shelf location that you were inventorying Those items that have been inventoried will be checked off When you have Collection s ae See re ee es 7 finished the set of items you are ready for the next step If you are a library without wireless steps 3 and 4 will be completed for you at PLS Headquarters Please proceed to step 5 Step 3 UPDATE THE DATABASE When you update Polaris with your inventory data the inventory date for the relevant items is updated and an Inventory Statistics report is automatically generated as a pdf file The report contains information such as the update date and time the date and time the item information was loaded branch and call number range or record set and totals If you have not attached the USB that came with PIM attach it now To update first make sure you have a wireless network connection Next Comme choose Update from the File menu of Load 25 2 21 11 PM the main PIM window Scan rary System Branch Reports Exit Shelf Location s a Collection s Professional Collection a Provided by Yellowhead Regional Library Page 11 You can select any or all of the following subreports to include in the Inventory Statistics
12. ge txt Prefix is included in call number Expected Items Not Processed is a count of items with a status of In that were not found The maximum number of items that will be shown on this report is 5000 Exceptions Out of Range Items Call Number Barcode Last Circ Date Y DUV i 30100000275414 18 10 1999 11 18 26 AM Items Not In Call Number Status Barcode Last Circ Date PC 025 5 WIC Librarian s guide to passive programming easy Out 30100005562667 24 06 2013 and affordable activities for all ages Expected Items Not Processed Call Number Title Barcode Last Circ Date 025 197 4 BRU The public library manager s forms policies 301000027 15433 03 05 2010 and procedures manual with CD ROM 025 197 4 BRU The public library manager s forms policies 301000027 15557 17 10 2006 and procedures manual with CD ROM 004 16 CUD Using PDAs in libraries a how to do it manual 30100002672642 PC 004 16 STE iPad programming a quick start guide for 30100005179892 28 08 2012 iPhone developers Page 1 of 10 Report Printed 2013 06 25 2 48 54 PM Save the pdf file to the USB like you did with the OutOfRange txt file Include your library code and collection code or shelf location abbreviation in the file name You can then close the pdf window Save in ua Computer G7 B Hard Disk Drives 1 th ra Recent Places Local Disk C eo n 7 263 GB free of 297 GB Desktop Devices with Removable Storage 2 Za wu
13. laris and SimplyReports after Before You Begin e Consider weeding to reduce having to inventory items you ll only wish to weed after To assist with weeding you can run the custom Weeding Report Simple with Collection Filter Utilities gt Reports amp Notices gt Custom gt Weeding Report Simple with Collection Filter e Are your shelves in good order Try to ensure that your shelves are in proper call number order e Ensure that your item records particularly call numbers are consistently formatted e tis important to ensure your collection codes are correct For example examine your collection codes to make sure that you do not have any items assigned to collection codes that you do not actually use Also ensure that all items have a collection code You can do this by running a collection code count report in SimplyReports please see refer to the Reports section of this instruction book Provided by Yellowhead Regional Library Page 1 Before starting to scan items make sure you charge the barcode scanner overnight Step 1 LOAD Double click on the Polaris Inventory Manager PIM icon to open PIM Do not be concerned if you see a different library s name or information File Configure Scan Update Reports Exit Provided by Yellowhead Regional Library Page 2 Choose your branch at the top Your available shelf locations and collections will populate Record Set Available Available
14. nal Library Page 16 Step 4 UPDATING OUT of RANGE ITEMS Once inventory is completed you will need to update the inventory date for all of the Out of Range items so they do not get missed Log into Polaris on the computer which has all of the files from the USB loaded onto it Select Circulation Check In File Acquisitions Serials Cataloging Patron Services Circulation Administration Utilities Window Help ae poj POJ gt z pe Check Out z D OERLCARAA c 8 0 0 Patron Status Bookmobile Request Manager Holds Queue Hold Requests ILL Requests Options Select View Update Inventory Date or click on mE Bulk Mode In House Mode Free days Save Current View as User Default Barcode Due Date Status Comment Material Type Patron Name Assigned Bra Pending patron account transactions Patron Name Barcode New Fines Old Fines Waive New Charge New Manage All Fines Update Last Inventory Date NUM Provided by Yellowhead Regional Library Page 17 i ied When the screen pictured below appears press CTRL ALT I for inventory Make sure that the Polaris check in Window is your active window Check In Upd File View Tools Help JE 3 iv illl EY Item barcode Update Inventory Date Barcode Status Comment keg X U D L O For Help press F1 A file explorer window will appear Locate the folder where you saved
15. o Community survey handbook te Professional Collection 027 822 3 PR In No PR notebook for school librarians E F Professional Collection _ 025 197 4 BRU In No Brumley Rebecca 1 The public library manager s form E Professional Colection 025 197 4 BRU In No Brumley Rebecca 1 The public library manager s form E Professional Collection 025 197 4 NEL In No Nelson Sandra S The new planning for results a st a Professional Collection 004 16 CUD In No Cuddy Colleen Using PDAs in libraries a how to Main Stacks PC 004 16 STE In No Steinberg Daniel H iPad programming a quick start F a Nrafarcrinnal Callactian F NO OMA 1c DAI Tn Trancit Ala Dalias oli Uma tn da minn thinn iNad Now uncheck Misshelved under Alerts and press OK TT EE la y Preferences Leh x Appearance Collections Columns Shelf Locations Statuses Misshelved Out of Range Fulfills a Hold Status Not In Provided by Yellowhead Regional Library Page 8 Now you are ready to inventory your items Scan your items in using the barcode scanner f you are having difficulty with the barcode scanner you can manually check the items off using the check boxes File Help Done Misshelved Shelf Location Weed Call Number Status fers Author Title j Professional Colection 812 009971 DIR In No A Directory of Canadian plays anc Professional Colection 912 FIR In No Firefly great world atlas Professional
16. on to the beginning of the record set name Click OK Eo BIAIN Creating Inventd Next a pop up window will ask if you would like to have a record set created for Expected items not processed Click Yes A new pop up will appear letting you add a name for the record set Add your library code and the abbreviation for the collection code or shelf location to the beginning of the record set name Click OK Provided by Yellowhead Regional Library Page 14 After a few moments a new window will appear of a pdf document with the Inventory Statistics Report This report gives you detailed information about your collection Click on the Save icon p C ProgramData Polaris Polaris Inventory Manager 2013 06 25 14 45 27 Inventory Statistics Ri p v x Inventory Statistics Report pdf gt lt a at a a ABe Kx 4 a 1 1010 66 5 i a Re Find E Inventory Statistics Report inventory Updated 2013 06 25 2 48 53 PM Items Processed 4 Inventory Time Frame 2013 06 25 2 43 28 PM to 2013 06 25 2 43 44 PM Items Misshelved 1 Load Date and Time 2013 06 25 2 43 13 PM Items Not In 1 Branch Peace Library System Branch Items Out of Range 1 Record Set Expected Items Not Processed 188 Shelf Location Items to be processed 234 Collection Professional Collection Weeding record set Starting Call Number 027 822 3 PR PIM_WEEDING_APRPLS_20130625_144527 Ending Call Number PC 025 5 WIC OutOfRange txt copied to D OutOfRan
17. regularly and then update the inventory date File View Tools Help amp PF it ill tem barcode Find Update Inventory Date Barcode Status Title Comment 30100000264137 In The Last great dinosaurs a guide to th Inventory update successful Step 6 SENDING PIM BACK Once your inventory is complete please return PIM with all of its components and delete any files you have saved to the laptop or USB Provided by Yellowhead Regional Library Page 21
18. tems are inventoried we strongly recommend you do a double check in process during your inventory and for at least six weeks after to catch items that have been renewed etc To do the double check in check the item in as you usually would in the Normal view i Norma File View Tools Help 4 P F it iil E amp Item barcode 30100000264137 Free days 0 F Normal Mode Barcode Due Date Status Comment Material Type Patron Name Assigned Bra Ke X U D L Pending patron account transactions Patron Name Barcode New Fines Old Fines Pay New Waive New Charge New Manage All Fines For Help press F1 Next change to the File View Tools Help JE 3 iT E2 Update Inventory Date or Item barcode 30100000264137 Update Inventory Date view by selecting View click on mE and scan in ipda Seley Dias t h e b a rco d e Barcode Status Comment For Help press F1 2 items checked in Provided by Yellowhead Regional Library Page 20 The items you check in will be inventoried A number of pop ups may appear but you can just keep pressing OK For each item the Comment column lists whether the inventory date was updated successfully and or any other pertinent information Please note The Update Inventory Date check in does not change an item s circulation status i e from out gt in You must first check the item in
19. the File menu Provided by Yellowhead Regional Library Page 5 This is where you will see the list of titles for items that you just loaded This is called the Process Items window inventory list To do this select Preferences from the File menu of the Process Items screen Jaidee P l e Previous Screen Next Screen Close Done Misshelved Shelf Location Weed Call Number Status ry Author Title m La al Professional Collection PC 001 42 COM In No Community survey handbook e a E Professional Collection PC 001 42 COM In No Community survey handbook te Professional Collection PC 001 42 COM In No Community survey handbook te P P Professional Collection 027 822 3 PR in No PR notebook for school librarians E E Professional Collection 025 197 4 BRU in No Brumley Rebecca 1 The public library manager s form Professional Collection 025 197 4 BRU lin No Brumley Rebecca 1 The public library manager s form Professional Collection 025 197 4 NEL in No Nelson Sandra S The new planning for results a st E F Professional Collection 004 16 CUD In No Cuddy Colleen Using PDAS in libraries a how to Main Stacks PC 004 16 STE In No Steinberg Daniel H iPad programming a quick start Nrnfarrinnal Coallactan nm ANRA ICC DAI In Tranrit Ma Dallas Tali Ume ta da nunn hinana iNad Under Alerts put a check beside Misshelved then press OK Appearance Collections
20. ts Professional Collection 912 NAT In No National Geographic atlas of the v Professonal Cokecton 7 371 007971 CLA m No_ Cake Betsy At for ask a fundrating guide Professonal Colection 025 2150971 SCH m no Schrader An M Fear of words censorship and th Professonal Colection 658 048 0971 WRI_lIn no _ Wrght Lz Value added workbook gearing D o nooo o D Jaa Professional Collection No Colombo John Robe Colombo s Canadian references Pcoriooaaasw m no Cassroom information on aborgr Professional Collection 011 730 973 BRA In No Bratman Fred The reader s companion a book Professional Collection 025 540 973 COR In No Cords Sarah Statz The real story a guide to nonfict Provided by Yellowhead Regional Library Page 9 The following messages may appear in a popup while scanning items the computer will make a different sounding beep if one of these messages comes up e Item not found in the current call number range Select OK on the message box and set the item aside This means the item is misshelved or currently has another collection code or shelf location listed for it which will need to be corrected When you update Polaris a txt file that lists the out of range barcodes will be automatically created You can view and update these items in Polaris later e Item s status is not JN For example the item may be checked out or marked LOST Select OK on the
21. which collection code or shelf location you wish to load by moving it from the Available column to the Load column with the right arrow To remove a collection code or shelf location select it and use the left arrow You may select more than one collection code or shelf location at a time by highlighting it and moving them all to the Load column Peace Library System Branch No Shelf Location Audio Books Block First Nations Block Large Print Block Talking Book DVD Local Reference Fiction Adult Main Stacks Fiction Juvenile Picture Books International Collection _ Exclude the selected shelf location s Once you have selected your desired collection code s or shelf location s click Load in the bottom right corner to gather the data from Polaris A pop up will appear saying Call Range Loaded Click OK a Load Call Range File Help Peace Library System Branch v Audio Books Block Collections International Collection Juvenile Fiction Juvenile Non Fiction Local Reference Main Stacks Picture Books Provided by Yellowhead Regional Library Page 4 Select Close from the File menu ae ee eee z O S Shelf Locations Available Load Professional Collection Load No Shelf Location a Audio Books gt Block Collections International Collection Juvenile Fiction Juvenile Non Fiction Now you are back to the main PIM window see below Step 2 SCAN Choose Scan from
22. your inventory files open it and select the first OutofRange txt file Click Open Open x 9 J Libraries Documents gt Inventory Search Inventory P Organize v New folder E e A i a 4 amp Favorites Documents library Arrange by Folder E Desktop Inventory J Downloads Name Date modified Type z Recent Places APRPLS PC OutOfRange 26 06 2013 11 21 Text Document 4 Libraries gt Documents gt d Music gt Pictures D amp Videos 4 iM Computer gt amp Local Disk C gt ce lexar F vr 4 File name inventory v Text Files txt v Provided by Yellowhead Regional Library Page 18 All of the Out of Range items will be inventoried A number of pop ups may appear but you can just keep pressing OK For each item the Comment column lists whether the inventory date was updated successfully and or any other pertinent information Repeat the process for each of the Out of Range files that you have So amp PF it iil Ttem barcode Find Update Inventory Date Barcode Title Comment 30100000275414 T Petunia Inventory update successful Check In Provided by Yellowhead Regional Library Page 19 Step 5 ITEMS CIRCULATING DURING INVENTORY There will very likely be a number of items that will be due back to your library either during your inventory process or after it To ensure that your circulating i
Download Pdf Manuals
Related Search