Introduction to the Library Inventory Process

Table of Contents

1. Introduction
2. Inventory Overview
3. Inventory Steps
4. Inventory Planning
5. Inventory Options

This document summarizes the inventory process using Workflows Inventory, designed to help library staff effectively manage their collections. Before beginning, please review the full inventory directions linked below, as proper planning is essential to ensure accurate data capture and minimize disruption to system resources. For assistance with report generation or any questions, please reach out to support@wyldnetwork.org or open a ticket in FreshDesk. 

Due to the significant impact an extensive inventory can have on system performance, scheduling the inventory in advance with the WYLD office is required. 

Inventory Overview

Inventory is a straightforward process, though libraries may adopt various methods to execute it. The primary objective is to identify and mark all items currently present as ‘inventoried’. Items that are ‘checked out’ are also marked as inventoried, as they are in a known location. 

A report is then generated to identify items whose inventory dates do not match the current process’s date, creating a list of presumed missing items. Library staff will search for these items, updating any found with the current inventory date. Items that remain unlocated and still lack a matching inventory date are officially declared missing. This can be done manually or through two of the inventory reports available. A subsequent report will move all missing items to the discard home location. Finally, another report will remove all items designated with the discard home location.

NOTE: It is very important that all work for inventory is done with the login associated with the library being inventoried. Please do not use a login that belongs to a different library or branch.

A dedicated set of reports for the inventory process is available under the Inventory tab. Additionally, a toolbar named Inventory, which includes several wizards for managing the inventory process, has been created for your convenience. If you do not see the Inventory tab in your reports or the inventory toolbar, please contact the WYLD Office to request that it be added to your login.

Inventory Steps

The directions below provide a brief summary. For detailed instructions, refer to the full inventory process using the options below.

Step 1: Run 'Set Inventory Date'

Run this report daily during inventory to mark checked-out items as 'inventoried.'

Inventory Planning

Proper planning is essential to ensure accurate information is captured from the system. Before starting the inventory process, consider the following factors, as they will impact how reports are run. 

• Will the library be open or closed during the inventory?

• Will the entire collection be inventoried at once, or will it be done in sections?

• What home locations are used?

• How are call numbers entered into the system?

• How will items being returned or checked out be managed during the inventory?

• Are new books stored in a separate location?

• Are "on order" books or items in processing kept in a different location?

This is not a comprehensive list, there may be other factors specific to the library or location that will need to be considered. 

Inventory Options

• Inventory using the Inventory Item Wizard (recommended)
• Inventory using MobileStaff in online mode 
• Inventory using MobileStaff in offline mode
• Inventory by scanning materials into a NOTEPAD file (this would be conducted using a scanner wand. see the list of acceptable scanners)