Preparing for a stocktake II

Guide used: Stocktaking Heritage Helpsheet HM46 + Webinar

 I am so glad I have tested the system twice. Yesterday I thought I would quickly scan books' barcodes into an excel file and upload into Heritage Cirqa. This, I suppose, could work well if your library was in a good state of affairs...

"Messy library shelves" by Nett E is licensed under CC BY-ND 2.0. 

This is not the case here as the library was more or less abandonned for years. I recatalogued the whole library, but this was done in haste, and now it shows. 

So the tricky thing with uploading your barcodes into an excel (then converted as .csv file) is that you get data such as: "Error: ID not found in catalogue" This is on me I suppose, difficult to blame others: I have catalogued items but not double-checked that all the copies have their barcodes recognised by the system. Most barcodes are fine, there's just a few. So not great to use excel really as you find yourself doing what? Going back to the shelves to search for barcodes?

So today I tried the Heritage/Cirqa scan accession directly into the system. It's not difficult as I work on a laptop. Much much better! It tells you straight away if there is something wrong with a book, such as ID not found in catalogue, or you scanned the same book twice - happens a lot and will over the summer as I'm sure there will be visitors and extra tasks to do. You can easily pile up your books with issues and then sort them out in the system later.

The missing stock list prints in a good format making it easy to check the shelves. Then, if you find some of the books (hopefully that will happen?) you just scan the accessions numbers again, and rerun the missing stock list.

Now I need to discover more of the process of missing items, a good idea to add this as an event, that's for sure, as there will be many, many missing books and I don't feel comfortable just erasing this data. There is always, anyway, the possibility to not show missing items in the public catalogue.

Got it! The Heritage Cirqa Flagship programme

 Quite happy to have received confirmation that I have passed all the exercises to get the Heritage Cirqa Flagship programme. Very happy about that as it was quite difficult to do for some modules, some were perhaps easier, such as the keyword edit option... some were really difficult and also involved IT help for installing stuff. I feel a lot more confident now.

"File:Graffiti in Shoreditch, London - Victorious Churchill by Paul Don Smith (11154302434).jpg" by MsSaraKelly is licensed under CC BY 2.0.

The reasons why I undertook this is that I felt I needed more training on the system, Heritage Cirqa is so rich in options, it's a bit like a lego, and you can really make it yours, i.e. a system totally adapted to your library.

The second reason is that I knew I would get a discount for further training, so always worth investing in learning.

And the third reason of course is that it is part of my CPD (in fact there was a CPD online course given by Heritage Cirqa which I found really inspiring). I belong to CILIP, the library association, and it is important to upgrade your knowledge all the time. I have to admit that given my recent work history (changes, unemployment and all that) I had not revalidated for quite a while! So thanks Heritage Cirqa for waking me up, as well as CILIP's mentoring emails, encouraging you to revalidate. How can you be a CILIP Mentor if you have not gone through the process yourself? You need to do this annually, it does not take much time, especially that CILIP's created a form for you to fill in. 

Fourth reason I believe is that I can show my line-manager a training that is structured and well-done. My line-manager is not a librarian so I hope it will make them understand that a library catalogue, nor a library, runs by itself... Not sure if it helped with my pay rise, but suddenly I got a pay rise so perhaps this particular training helped!

I would recommend you do this training (as I would recommend any person wanting to become a librarian to do the MA in librarianship) because:

- even if you know the system well, you may be doing things the 'hard way' and there might be easier and faster ways (exactly like being a librarian before an MA and after, trust me, I know what I'm talking about!)

-It takes away the fear, and there is always TESTDATA to try things on and it really boost your confidence you want to try things more

-It can be integrated in your CPD in fact it MUST be integrated into your CPD and you must be doing this every year. It is something you can speak about in details when you have your annual review with your line-manager.

-If you are considering doing CILIP's chartership, revalidation or certification, it will really, really help! And it is definitely, at all level, a training you must include there.

Bye for now, I must work on my reading lists now... which can be included in the LMS by the way!

Added 'copied version' so that you won't pretend you have it if you don't...you cheeky librarians out there!

Time for a clean up

 Time for a clean up of the library, though reshelving should be done not long before the stocktake I suppose as books have a tendency to move. I always insist with the students to leave the books on the tables, that saves a lot of trouble.

I have allocated a hell of a lot of time for this stock-take, from 25 July till 10 August, all this for...1,218 books to process. But if you include reshelving before hand and testing, it is not that long. Also, thinking that I will be doing this myself, I will not spend 8 hours a day on this. I like my wrists as they are and do not wish to injure myself. So that could be about 4 hours a day. Which seems reasonable as there will be students working on their dissertation in the library so I have to be there to... offer database search help, Harvard referencing or kleenex if needed for a cry session.  

One easy think to do right now is to check for weird accession status code, there are some that I normally never use or no longer use such as quarantined item, in circulation or processing. Spent a bit of time yesterday getting lost in Heritage Cirqa (I didn't feel like checking a guide and strongly believe there's a lot to win in getting lost, such as browsing a nicely catalogued catalogue rather than searching etc...) coz I knew I had items with this status but I did not know what items. Found it now. So I will locate the items in question and then probably spend some time understand how to change their status. I'll get there!

This could (almost) be an autoportrait: wise, calm, getting prepared

"Orang-Utan" by Robert Schöller is marked with CC BY-NC-SA 2.0.

Preparing for a stocktake

 Not the first time I do this but I do admit it's been a while, and it was also, another system. I just went to my training online so hopefully writing this post will help me remember!

I remember last time I did a stocktake, what was really the issue was the lack of preparation. There was so much time wasted almost about records not well catalogued, not well placed on the shelves, issues with the shelfmarks etc...

There will be of course, such issues arising here but my main goal is to assess how many items have disappeared in this library, which was more or less abandonned for a few years. I inherited a catalogue which I corrected as much as possible by recataloguing the whole collection. But lack of time and the fact that some books returned were placed back onto the shelves without checking them, means there are surprises from time to time. And badly recatalogued items as well, it happens to the best (?) of us!

The key issue at the moment is that some items are showing on the catalogue but they are nowhere to be found. This stocktake will be helpful for a good clean up of this, so that what is showing on the catalogue is actually showing on the shelves. 

Ah great, Cirqa has just sent us a link if we want to rewatch the Webinar. Will do that. The wine I had for my birthday yesterday have somehow clouded the brain... 

They have also provided us with a check-up list, wonderful. The more prep you do, the more likely the stocktake goes your way!

For example I realise I have items that are in quarantine, some remain of the good old (horrible and new) covid days. These kind of stuff can be edited in advance 

Prep and testing as well... can you imagine scanning 100 books only to realise your scanner can't take it?!

"Scream" by Apionid is marked with CC BY-NC-ND 2.0.

 

  Right, now for another coffee and then let's rewatch this training before it is too late (...my brain collapsing completely, the video access expiry date, and... students and staff queries.)