Stocktake checklist

Stocktake of new location

When you create a new section in your library after the previous stocktake and you are stocktaking that section for the first time,
and you haven’t written any items off, what date do you type in when doing a H5;  ie write off items missing from the date of a previous stocktake which you obviously haven’t done?
Also, when doing the Q1 ie Stocktake Statement, what date do you put for the previous stocktake which you obviously haven’t done ?

From the stocktake manual

https://detwww.det.nsw.edu.au/it/schoolsystems/projects/thin_client/data/thin_client_imp/documentation/data/oasis_library_stocktate_2009.pdf

“If this is the first automated stocktake for the school [or section!]
there should not be any items to write off so a date that is
completely out of range e.g. 30/12/80.”
You would do the same for missing items.

If you don’t have a copy of this manual, I would print it off and refer to it frequently

The only thing I would not follow is the instruction on page 13 to print a shelf list! In our case the list would be over 400 pages. Instead I would print the summary report in the stocktake module
B2, H4 continue
<O>other, <A>all
<S>summary, <P>print
Any errors in classification will appear at the top or bottom of each location.
You will still need to check the enquiry terminal for error at the start and finish of barcode and accession numbers

Missed report

I completed the finalisation of the CDR- Fiction section earlier today but can’t seem to find the final report of items written off. Is there a way I can reprint this?

From the OASIS Main Menu select M2 and find the report that you need to print from the list.

Automatic disposal

Just wondering. Things that have been missing for two years. Should I dispose of them manually? I have some feeling that when you finalise it may do this?
Which way is better?

Yes it will automatically dispose of them when you finalise, PROVIDING that you enter the correct date, when prompted with the question “write off items missing before”. Note it says BEFORE, so if you enter the date of when the stocktake was finalised 2 stocktakes ago then you won’t write off the items that were missing from 2 stocktakes, you need to enter the date AFTER the finalisation date from 2 years ago,. (Hope this is clear.)

My philosophy when dealing with major decisions regarding stocktake (such as initialising & finalising) is to always do them in the morning when there is less chance of making a mistake as your brain isn’t fried from scanning in barcodes. Also never finalise in a rush ’cause that’s when you can stuff things up. If the phone keeps ringing & people are asking for favours & people are knocking on the door & some child is calling out “Miss!” then that is not a good time to finalise.

Loss rate

Trying to figure out the library rate loss. Can anyone tell me how I find out what has been added just to the non fiction area since the last stocktake or do you just use summary report figure this year minus the previous stocktake summary?

The DET’s current guide is in the School Manual of Financial Management which is available online.

It has guidelines related to libraries including the stocktake statement and calculating the loss rate in Ch 7; see 7.8 in the manual at the following link (may need to copy and paste to browser);
https://detwww.det.nsw.edu.au/finance/schools/smfm/chap07.htm#7.8_LIBRABY_MATERIALS

For the DET’s official guide to Stocktake, see the OASIS Library Stocktake document, updated last year, at this link;
http://www.curriculumsupport.education.nsw.gov.au/schoollibraries/assets/pdf/oaslibstockt2009.pdf
See the FAQs at the end of it too. The guide is easy to follow and has the accurate information in keeping with latest DET updates.No need to print it all, just the pages you want.

The stocktake manual is part of the main NSW DEET

School Libraries and Information Literacy page at;

http://www.curriculumsupport.education.nsw.gov.au/schoollibraries/

You may also wish to check the INTERLACE STOCKTAKE CHECKLIST at;

http://members.ozemail.com.au/~slacey/library_stocktake.htm

Disposing during stocktake

I have stocktaken computer software and there are a number of titles I want to dispose of. I have scan everything in, l looked for missing etc, do I now dispose of unwanted titles before I finalise that section? – I want to dispose as I go so I don’t have a big pile at the end, but need to work out the order of things.

To dispose of items during stocktake, even if you have already scanned them in, go into B1, D1 and bring up the item entry. Chose C for copies and then change the status from C to D. You can then put in a disposed of date and a reason for disposal if you wish. When you have changed everything you need to do a Weekly Housekeeping – B4, N4.
When you finalize your stocktake you will be asked if you want to dispose of items marked as D and just choose yes. This is all you need to do. 

One thing I did not say is that you must not delete anything. Just put the D into status and do your finalization so that they are disposed of correctly.

Stocktake with more than one computer

Does anyone know if you can stocktake on more than one computer at the same time?

Yes, stocktake can be done on more than one computer at the same time, but if you are going in via the portal you’ll need more than one person logging in. If you try to access OASIS via the portal at more than one computer you’ll “steal” your OASIS page from the other computer.

Good idea once you have intialised to change your OASIS log in to a lower level stocktake password, so that you don’t accidentally access H1 or H5. The lower level stocktake password security level is 145B

Sorry to burst your bubble, but you will lose about half the data you enter with two people on H3 at the same time – I emailed the helpdesk and they said that although the data looks like it’s going through half is not accepted. You can have one person on H3 and one on H2, though.

Treatment of previously missing

Doing stocktake and a book has come up as previously missing. Just want to confirm that I do not have to do anything?

 

Nothing, OASIS will take care of it.

Disposing at stocktake

Is it best to cull/dispose of all books before doing a stocktake or can you

dispose as you go?

 

You can dispose as you go. Just remember that Weekly Housekeeping needs to be done quite often (not “weekly”) when you are making these changes. This is to ensure that the statistics are correct especially do it before you finalise.

What to stocktake

I was appointed as the TL at Smithfield PS from the beginning of this term. I am still trying to get my head around the all the workings of the library. I have a few questions if someone could help please.
 1.
How do I do a ‘Software Stocktake’?
 2.
How do I delete missing books after a child has paid for an overdue book?
 3.
A stocktake was done last year do I need to do another one this year?
 4.
Where can I find info on how to program for library?

1. Hopefully your software all have their own location, so you only need to intitialise that location for stocktake. If the software does not have its’ own location, then I suggest that you go in and fix that first. Then you’ll be able to do the software stocktake every year as expected by the auditors.

2. You do not “delete” a resource that has been paid for. Instead what you do is: 1- return the book manually so that it is no longer in the student’s name. 2 – Go to General Resources (B1 D1) call the book up, select C = Copies make sure it is the correct barcode number in case of multiple copies) select E = Edit and Enter down to Status, change that to M for Missing, press Enter twice and then in the “Missing/Disp space enter the date it was paid for.

3.Apart from software, locations only need to be stocktaken every 2 years.