Ft Collins Inventory Procedure
Contents
1. Must have 1 Millennium Create Lists Excel Printer In Millennium Create Lists highlight your review file of exceptions ex cg 9 19 05 exceptions and click Export Records Choose the following fields to be exported in this exact order Append or insert extra fields as needed e tem i Status 88 required field e tem i Barcode b required field e Item i Location 79 required field e ltem i I Type 61 optional e Bibliographic b Call Number c required field e Bibliographic b Author a optional e Bibliographic b Title t required field Enter the path and filename to save to c inventory mjf exceptions txt for example Click OK to start exporting Export Format Export ITEM Information Fields to be exported Line ITEM i Append ARCODE ITEM LOCATION 5 BIBLIOGRAPHIE CALL 6 BIBLIOGRAPHIC AUTHOR BIBLIOGRAPHIC TITLE Delete Tan La em hrv Insert PE cE Field delimiter Text qualifier Repeated field delimiter Maxirnum field length 0 1000 snone amp File colinventory mit exceptions te 4 Repeat for each exceptions review file 5 Open Excel and open the exported text file Ex File gt Open gt CircDesk gt Inventory gt Main Choose All files at bottom Double click on file wanted 11 6 In the first screen of the Text Import Wizard choose Delimited and click Next Text Import Wizard Step 1 of 3 PI The Text2. change to match the item type of the collection you are working with for example YTPE 1 21 Day Book for Main Juvenile Fiction Double click on value to open list of choices e NOTE Make sure the two DUE DATE lines are grouped with parentheses This is very important 5 If you are working with a collection that has multiple item types Such as entertainment video which includes both videos and DVDs go back to Step 4 and instead select mjm inventory exceptions multiple i types The Saved Query we use is similar to above but with multiple ITYPEs The ITYPEs must be grouped with parentheses The Saved Query we use ITEM LOCATION not equal to mjf lt OR ITEM STATUS not equal to OR ITEM DUE DATE not equal to AND ITEM DUE DATE less than 04 25 2006 OR ITEM TYPE not equal to 22 lt AND ITEM TYPE not equal to 8 NOTE For libraries with many more ITYPEs it might not be practical to use the ITYPE in the query You can delete the ITYPE line of the query 6 Choose Search and click Yes to start searching 7 Repeat this procedure from step 2 for each file using a different empty list for each location code 10 Create the Exceptions Report This section describes how to create the exceptions report for printing This report lists all the items scanned that do not belong in the scanned section or have a record problem All items on this report need to be found and fixed
3. ee ae 9 Click Yes to upload the files and then OK to confirm Make a note of the number of items sent Upload to server i 368 circulation transactions have been sent 11 Close Millennium Offline Circulation File gt Exit Copy file to review file 12 Open Dalva character based INNOPAC and open III s Inventory control module From Main Menu go to C Circulation subsystem A Additional circulation functions P Process PC transactions 13 Enter your Millennium initials and password wt Dalva 24 7 12w Reflection for UNIX and Digital File Edit Connection Setup Macro Window Help Leh amp D O h k INNOPAC Copyright 1999 Innovative Interfaces Inc k PROCESS PC TRANSACTIONS x FTS Transfer of B321 or PC CIRC transactions from PC XMODEM Transfer of B321 or PC CIRC transactions from PC PROCESS transferred CIRC transactions VIEH messages from processed CIRC transactions Process transferred USAGE counts COMPARE inventory to shelf list QUIT Choose one F X P U C Q Fort Collins Public Library Catalog Sunday August 06 01 20PM T400 7 198 59 47 15 via TELNET 14 Go to C Compare inventory to shelf list T Transfer file of barcodes to Review file 15 Choose an empty file to load the text file into Make sure the empty files Max Records is big enough to fit all the barcodes from the text file you are transferring or you will get an error 16 Enter the review fi
4. Wizard has determined that your data is Delimited TF this is correct choose Next or choose the data type that best describes your data Original data type Choose the File type that best describes your data Characters such as commas or tabs separate each field l Fixed width Fields are aligned in columns with spaces between each Field Start import at row li File origin windows ANSI h Preview of file CAInventoryimjF exceptions txt STATUS BARCODE LOCATION I TYPE CALL BIELIO AUTHOR fz 335052096663828 mjin L Adler D Adler David AL no 33052096644978 mjfn 1 Aiken J Aiken Joan 1924 Ho 33052096843232 mjfn 1 Amesse Amessd Susan Ho 33052096838000 mjfn l Alvarez J Alvares Julia gt Cancel Finish 7 Inthe second screen unselect Tab if necessary and select Comma Click Next Text Import Wizard Step 2 of 3 PI This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below Delimiters Tab Semicolon Space Other Text qualifier x Treat consecutive delimiters as one Data preview ALL BIBLIO SSOSZO96663838 SSOSZO96644 975 Ss SOSZO96843252 SSOSZ096838000 Cancel lt Back nes Finish 8 In the third screen highlight the second column barcode and select Text Click Finish Text Import Wizard Step 3 of 3 This screen
5. have 1 Plug the Percon into the black serial cable connected to the PC 2 Open Portable File Transfer software We have an icon on the desktop software settings the very first time you use the software check the settings and make sure they are correct for your setup Go to Options gt Settings Our serial cable is plugged into COM1 so our settings look like this WE Communications Settings Baud rate uama C 300 C 600 f 1200 C 2400 C 4800 Parity 9600 None C 19200 C Odd C 2 Bits C Even Cancel Go to Options gt Connect The message Communications port opened should appear immediately Percon Portable File Transfer joj x File Options Help Communications port opened Go to File gt Receive Navigate to the folder you wish to download the file to we use CircDesk on Fileserver gt Inventory gt Main or Hrmy Use the Fo ders and Drives section on the right side of the window to navigate File to Receive x File name Folders ox imif tet wo Vvent T hrm _ ok Cancel Network Sy gt INVENT 1 E Save file as type Drives Text Files TT Ea y Vihleseryver cincde Once you are pointing to the correct folder enter the filename for the inventory section you are downloading The filename should always be the location code you scanned ex mjf txt for Main Juvenile Fiction If you are downloadi
6. lets you select each column and set Column data Format the Data Format General General converts numeric values to numbers date values to dates and all remaining values to text Advanced Data preview l Do not import column skip Cancel lt Back Einish 9 Repeat for each exported text file 12 10 Format the exceptions report for printing You can create your own report style by formatting the report to your liking To print the report Highlight what you want to print e File gt Print Area gt Set Print Area e File gt Page Setup Page tab Landscape Margins tab Top Left Right Bottom 0 5 Header Footer 0 0 Sheet tab Print Gridlines OK e File gt Print Review a Click Margins to adjust column widths a Print a OK DoOvodt Example of report E Microsoft Excel mx exceptions xls File Edit View Insert Format Tools Data Window Help Cee Shy B BY Arial 60 0 2 A Al As D al Exceptions Report O40 710 for mt STATUS BARCODE LOCATTON I TYPE CALL BIBLIO TITLE 33052096075140 mx 794 73 Massey M 2003 Mike Massey s world of trick shots 33052094939958 mjx 793 8 Friedhoffer R Magic tricks science facts 33052094717016 mx 793 8 Houdini H 1993 Miracle mongers and their methods a comp vr 33052095341576 hx 795 34 Pritchard D 2001 Mahjong 33052096 180056 795 412 Daugherty B 2004 WNo limit Texas hold em the new player s g 33052096 7 75442 79
7. to Status you can also double click on the field to bring up a clickable menu Enter lt any gt under Find Under Replace enter m for Missing status 22 Go to Preview and select Process 23 Sometimes Circulation wants a printed report of the Missing Items If so follow the instruction for exporting a report under Creating Exceptions Report and print the list to Circ printer Most of the time Circ does not want a list of just these missing items These will appear on our next biweekly Missing In Transit Claimed Returned report 18
8. 5 412 Sklansky D 1999 The theory of poker gt bi temp mx exceptions Ready 2 3 4 5 6 33052096043833 mx 794 73 Byrne R 2003 Byrne s complete book of pool shots 350 8 9 11 Repeat for each exceptions report 12 If desired copy cut and paste each report into a new consolidated Excel spreadsheet Be sure to label each set of exceptions so you know which exception items are for which location code 13 Save the file as an Excel spreadsheet choose a xls type Use a title like Exceptions for Main Juvenile Fiction 4 5 06 and print 14 Resolve items on the Exceptions report NOTE It is very important to find and resolve these exceptions You should be able to locate these on your shelves in the scanned area You can go ahead and change the inventory date see below before resolving these exceptions However you MUST resolve these exceptions before creating your Missing Inventory report 15 If you are satisfied with your exceptions report go to MilCirc Create Lists and Empty your exceptions lists Do not delete your original lists yet First you must update the INVDA field See next page 13 Update the Inventory Date Field This sections describes how to change the inventory date field INVDA for all items you scanned This step must be done before creating your Missing Inventory report Must have e Millennium Cataloging e Authorizations for Global Update 1 In Millennium Cataloging
9. Inventory Instructions Fort Collins Public Library Revised 02 03 2007 The major parts of doing inventory are e Create a good plan e Scan barcodes e Find exceptions e Identify what is missing There are many details but these are the major steps It s important to stay organized and understand the difference between exception items and missing items As you go through the process again and again it will all make sense This document covers everything except creating the good plan Scan barcodes Start your inventory with a good plan Once you have your plan start scanning sections one location code at a time Must have e Portable barcode scanner e Good batteries 1 Scan barcodes into scanner We use a Percon portable barcode scanner we purchased from Ill See User Manual Page 102530 2 Each scanning session must be from a single location code While it s possible to combine location codes in a single session we don t recommend it These instructions only cover single location code session Download barcodes from Percon to PC This section describes how to transfer your scanned barcodes from the Percon to your PC Must have e Percon portable barcode scanner e Serial cable Percon gt PC e Portable File Transfer software loaded on PC from III e Inventory log file see below If you have a different barcode scanner you will have different file transfer software That s OK Adapt these instructions for what you
10. MARC 14 9 In the window that pops up change the following e Change Fixed Length Field to INVDA you can double click on the field to bring up a clickable menu e Type in lt any gt under Find e Leave Validate Field unchecked e Under Replace enter the inventory start date in this format MM DD YYYY ex 09 19 2005 Click OK Change Fixed length Field New Com Change fixed field Fixed length field 69 IND Validate tield Replace 10 Go to Preview tab Millennium Cataloging Ft Collins Public Library File Edit Yiew Go Admin Reports Window Help 5 Print Global Update Functions a vV 1 Select records 2 Command input 3 Preview Statistics View All Entries v Process Record Data Old INVYDA 114919616 Global Update rE Rapid Update 115615261 15515771 i1562769 x New INYDA Old INVDA New INYDA Old INVYDA New INYDA Old INVDA New INYDA Old IN VDA New IN YDA v Complete 367 Records 09 1 9 2005 09 1 9 2005 09 1 9 2005 09 1 9 2005 09 19 2005 11 If it looks correct click Process The update may take between several seconds to a few minutes depending on the size of the file 12 Repeat Steps 4 11 for each inventory review file of scanned barcodes 13 Once the INVDA has been updated for all collections and all the exceptions reports have been printed all i
11. ake a look at the file Is it reasonable 11 12 13 14 15 Sometimes export the file to look at call to make sure a huge section wasn t missed If so let Circ know which section they missed and they can inventory it They inventory the missed section run their exceptions report resolve the exceptions and update the INVDA field wait until they are completely finished and then start the process over again to identify the missing items don t want to change a bunch of items to missing status if it isn t true If the file looks reasonable proceed Use Millennium Statistics or character based M S B e MANAGEMENT Information e Statistics e Boolean search review file of missing items created in Step 9 above Look for anything grossly wrong Enter the date and number of missing items in each collection code into the Inventory Log The numbers are easy to see in the statistics in M S B or MilStats Go to Global Update Change Record Type to Item Change Index to Review 17 16 Choose the missing items file under Review File e g cg 8 6 06 missing items 17 Right click on the title bar usually displays Barcode go to Toggle gt Item Fixed Length Fields gt Status 18 Click Search and wait for the process to finish 19 Make sure all item lines are highlighted then go to Command Input tab 20 Select Change Fixed Length Field and click OK 21 Change parameters Fixed Length Field
12. folders and printers Display file size information in folder tips Display simple folder view in Explorer s Folders list Display the contents of system folders Display the full path in the address bar Display the full path in the title bar C Do not cache thumbnails Hidden files and folders Do not show hidden files and folders Ce Show bh d folders Hide extensions for known file types Soe ae a ee ee Restore Defaults 5 Copy inventory file from CircDesk on Fileserver gt Inventory gt Main or Hrmy to c Millennium Offline e Inthe CircDesk on Fileserver gt Inventory gt Main or Hrmy folder window right click on the first file you wish to upload and choose Copy e Inthe Offline folder window go to Edit gt Paste Or you can also right click on the white space in the folder and choose Paste 6 You need to rename your transferred file circ dat e lf there is an old circ dat file in the Offline folder delete it e Right click on the newly pasted file and choose Rename Change the name to circ dat That s the file you just deleted Click Yes to confirm the name change Upload file to Ill server 7 Start Millennium Offline Circulation program Millennium Offline Circulation File View Go Help Check Out Key or Scan Patron ID Barcode lb Patron Barcode _Item Barcode Due Date Date Time Upload to Server Is the server ready to recenve data If 0 Choose YES to upload data
13. go to Global Update You will start out in the Select Records tab 2 Change Record Type to Item uncheck all other options 3 Change Index to Review in drop down menu 4 In the Review File drop down menu choose the inventory review file of your scanned barcodes ex cg 9 19 05 mjf Do NOT choose the exceptions file 5 Goto Tools menu gt Toggle gt ITEM Fixed Length Fields gt INVDA This is the inventory date field 6 Click Search and wait for the process to finish Y Millennium Cataloging Ft Collins Public Library SE File Edit wiew Go Tools Admin Reports Window Help Global Update Functions 1 select records 2 Command input 3 Preview Statistics Record Type hdillennium ue BIBLIOGRAPHIC AUTHORITY FPATRO ITEM ORDER CcHEcKIN C COURSE P wn x Flrcmes i 367 a Catalog Global Upd Rapid Upd pdate T otal 1 Groups 36 P 7 Make sure all item lines are highlighted selected then click on the Command Input tab 8 In the window that pops up select Change Fixed Length Field and click OK Choose Command Type Command Choices Change variable length field O Delete variable length field Insert variable length field Change special field Delete duplicate field O Add to beginning of variable length field O Add to end of variable length field Copy variable length field Change non MARC field to MARC Change MARC field to non
14. ials and password and go to the Create Lists mode Millennium Cataloging Ft Collins Public Library File Edit View Go Tools Admin Reports Window Help Edit Functions E CALL AUTHOR TITLE PUBLISHER ISN STD Index b BARCODE lt ENTRIES 2 Select an empty list and choose Search Records 3 Enter the following information e Review File Name lt initials gt lt date gt lt collection gt exceptions ex cg 9 19 05 mjf exceptions e Store Record Type Item e Range to Review e Review File Use the drop down menu to find and select the review file you created above ex cg 9 19 05 mjf 4 Choose Retrieve Saved Query and select mjm inventory exceptions or see Step 5 below if you have multiple itypes Click Select The Saved Query we use is ITEM LOCATION not equal to mjf OR ITEM STATUS not equal to OR ITEM DUE DATE not equal to AND ITEM DUE DATE less than 04 06 2005 OR ITEM ITYPE not equal to 1 e ITEM LOCATION change Value A to match the location code of the file you are working with for example mjf for Main Juvenile Fiction e ITEM STATUS leave status as If you are working with a reference collection change status to o for LIB USE ONLY e ITEM DUE DATE leave 1 date as change 2 Value A to match the date that the inventory of the collection began for example 04 25 2006 Check your Inventory Log file if you arent Sure e ITEMITYPE
15. ileserver Circdesk Inventory Inventory log xls some PCs will have a desktop shortcut to this location My Computer gt CircDesk on Fileserver gt Click on Inventory Our Inventory Log file looks like this 4 Microsoft Excel inventory log xls File Edit View Insert Format Tools Data Window Help date items date_ date changed barcodes Inventory Log Yearly 2006 started ended to missing wanded i missing missing h3 HRM Here and Now 0 00 hee HRMY Career Center 0 00 hef HRMY Espanol fiction 0 00 her HRM Espanol Ref 0 00 hesf HRMY Espanol audio book fic 3 4 2006 3 6 2006 3 8 2006 0 00 hesx HRMY Espanol audio book nonfic 3 4 2006 3 6 2006 3 6 2006 0 00 heve HRMY Espanol entertainment video 3 4 2006 3 6 2006 3 6 2006 2 53 hevx HRMY Espanol nonfiction video 3 4 2006 3 6 2006 3 3 2006 0 00 HRM Espanol nonfiction 0 00 HRM Fiction 0 00 HRM New Fiction 2 15 2006 2 20 2006 3 8 2006 0 52 HRM J Biography 0 00 HRMY J Colorado fiction 0 00 HRM J Colorado nonfiction 0 00 44 gt bf Dec 2002 Year 2003 Year 2004 Year 2005 Year 2006 Ready NUM Upload File from PC to Ill server This section describes how to upload your file of scanned barcodes from your PC to the Ill server You will create a review file of the barcodes which will serve as the basis for your Exceptions Report Must have e Millennium Offline Circulation software loaded on PC available from CSDirect e Access to Dalva this i
16. le name in the following format lt initials gt lt date gt lt location code gt ex cg 9 19 05 m f 17 Choose the correct text file to transfer check the number of items for a clue The filename will be something like rdi0806111913 the number represents the month day time 18 If prompted choose to remove the old text file If asked if you want to view barcodes that did not transfer choose No If you want to view the problem barcodes choose Yes You can print to Email Printer and enter your e mail address when prompted But we don t worry about barcodes that don t transfer wt Dalva 24 7 12w Reflection for UNIX and Digital File Edit Connection Setup Macro Window Help DER Se TDD re INNOPAC Inventory Function Files To Transfer Date Created of Items T400 7 198 59 47 15 via TELNET 19 Repeat steps 5 18 for each file you need to upload 20 Quit out of Dalva Find the Exceptions In this section you are looking for all the items you scanned that don t belong in the section you scanned or have some sort of problem with the record wrong location code wrong status etc You will create a review file of these exceptions Note This is not a list of missing items You will do that later This is only a list of items that don t belong or have a problem Must have e Access to Millennium Create Lists e Authorizations to use Create Lists 1 Open MilCirc in Admin gt Set Initials set your init
17. ng items e g cg 8 6 06 missing items oe 4 Enter the Store Record Type as Item 5 Select Retrieve Saved Query and choose mjm inventory missing items The Save Query we use Is ITEM STATUS equal to AND ITEM INVDA less than 09 23 2005 AND ITEM LCHKIN less than 09 23 2005 AND ITEM LOCATION equal to 6 Adjust the fields as follows INVDA lt inventory start date minus 3 days LCKIN lt inventory start date minus 3 days CREATED lt inventory start date minus 3 weeks LOC location code of completed collection NOTE Look in Inventory Log to get inventory start date 16 ks 8 If you have more than one collection code to process choose mjm inventory missing items multiple items instead Use the extra LOCATION lines to enter the additional collection codes Delete any extra lines The Saved Query is similar to above but can accommodate multiple location codes Location codes must be grouped with parentheses in a long OR statement This is what we use ITEM STATUS equal to 09 23 2005 AND ITEM LCHKIN less than 09 23 2005 AND ITEM CREATED less than 09 05 2005 If you are processing Reference materials where all items should be on status o LIB USE ONLY change the first line of the query to ITEM STATUS equal to o 9 When all collection codes are accounted for click Search to start the search 10 When the process is complete t
18. ng part of a large collection Adult Nonfiction for example you should number each file for that section ex mx1 txt mx2 txt mx3 txt etc 8 Click OK The message Waiting for file lt filename gt T XT should appear immediately Receiving MJF TXT Fie Options Help Communications port opened Waiting for file MJF TXT 9 Turn on the Percon if it is not already on by pressing the green I O button 10 Press F4 several times until you see the option F3 SEND FILE 11 Press F3 to send the file 12 Press F1 to select Send to PAC 13 Press F1 to select PC Download 14 On the PC the message File lt filename gt TXT received should eventually appear Depending on the size of the file you are downloading this could take a couple seconds to a couple minutes 15 If there are any problems do not erase the file when prompted You ll need to start over 16 If there were no problems press F1 on the Percon twice to erase the file This is permanent The file cannot be retrieved once you delete it 17 Press F4 to end 18 Turn off the Percon by pressing the green I O button again 19 If you have more Percons to download repeat above steps starting with Step 4 20 When you are finished downloading go to File gt Exit to close the Portable File Transfer program 21 Enter the inventory start and end date for the collection in the Inventory Log located at F
19. nventory original and exceptions review files can be removed from Create Lists e Return to the Create Lists mode e Highlight the file you wish to delete e Click on the Empty button at the top e Choose Yes when asked if you are sure you want to delete the file 14 Repeat for each collection or exceptions file Be careful not to delete someone else s review file 15 Identify what is Missing This section describes how to identify all items considered missing after inventory and how to change them to missing status What you do after that depends on what works best for your library We run a biweekly search report that includes items on claimed returned missing and in transit status The items marked missing from inventory naturally appear on that report Eventually we delete anything that has been on missing status for 6 months or more These instructions only describe how to identify missing items after inventory and to change their status to Missing At our library Systems staff runs this report and uses Global Update to change status to Missing Must have e Scanned an entire location code Resolved all exceptions in the location code Updated INVDA for all scanned items in the location code Millennium Cataloging Authorizations for Global Update In Millennium Cataloging go to Create Lists Select an empty file and choose Search Records Enter the review file name in this format lt initials gt lt date gt missi
20. or Hrmy Example Mx1 txt gt Mx2 txt gt Mx3 txt gt Move file to Offline Circ folder 3 From My Computer open the Millennium Offline folder C Millennium Offline Click on Local Disk C gt then Millennium gt then Offline C Willennium 0ffline File Edit wiew Favorites Tools Help sack g gt Ba O Search Folders i Address File and Folder Tasks Make a new Folder Ee Publish this Folder to the Web UninstallerData Ed Share this Folder checkout gif 50 x 30 Other Places GIF Image D Millennium circcheckin gif G My Documents 32 x I2 GIF Image d My Computer jte checkin gif 50 x 30 GIF Image circ dat DAT File 10 KB circcheckout gif 32x 32 GIF Image 4 Make sure My Computer is showing file extensions gif dat etc If you don t see the file extensions do the following e Goto Tools gt Folder Options e Go to the View tab second tab e Inthe Advanced Settings box uncheck the Hide extensions for known file types option e Click OK You should only need to do this once the setting stays the same after rebooting Folder Options General View File Types Offline Files Folder views ou can apply the view such as Details or Tiles that pou are using for this folder to all folders Apply to All Folders Beset All Folders Advanced settings 6 Files and Folders Automatically search for network
21. s our character based INNOPAC e III s Inventory Control module C A P from Main Menu e Authorizations to process PC transactions see User Manual Prepare the files 1 From My Computer open the folder which contains your downloaded files We use CircDesk on Fileserver gt Inventory gt Main or Hrmy Your files should look like this MJF TXT Notepad Sele File Edit Format View Help 33852 096663838 SS 8527096644978 ooo 852 896849292 3585260968338 G68 roo 852896631645 z933 852096980513 SS 8527096651874 If you do not have files to combine skip this step 2 If you have downloaded multiple files for one location code e g mx1 txt mx2 txt mx3 txt you can consolidate the files into one txt file before uploading For example use Notepad to copy all the barcodes from mx1 txt mx2 txt mx3 txt into a single file called mx txt Do not combine files from difference location codes To combine file Open Notepad to open a new empty file Back at the CircDesk on Fileserver gt Inventory gt Main or Hrmy folder window double click to open the first file e g mx1 txt The file will open in Notepad Choose Edit gt Select All then Edit gt Copy You can also right click to see the same options In the new file choose Edit gt Paste Repeat for each file in that collection Save the new combo file Name it with the location code Make sure it is saved in CircDesk on Fileserver gt Inventory gt Main
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