Inventory - Procedure

During each quarter break, an equipment inventory is done of TV's, DVD/VCR's, remotes and Overhead projectors to note where the equipment is at that time. The scanner may be used. A spreadsheet listing the equipment is used to note room location.

In May/June of the year, materials checked out to the programs will be inventoried using the portable scanner.

Suggested procedure for the Program materials inventory:

1. An email is sent to the program chair with the number of materials checked out to the department. Ask when would be a good time to scan their collection.

2. A librarian will take the scanner to the program area to scan materials

3. The records will be downloaded into Surpass

4. A list of scanned materials will be printed (keep the list)

5. Renew the listed materials so they are due June 30 of the next fiscal year

6. Print list of "overdue" materials for the program- those materials that were not scanned and renewed for the next fiscal year. Hopefully, they will be able to find the materials.

7. This will begin the Inventory cycle

In November / December of the year, all materials in the library will be scanned (print and non print).

An inventory report will be created.

Materials will be marked as "Lost" after 2 inventory cycles.

Materials will not be deleted from the catalog and OCLC till four cycles of inventory have passed to ensure that a title has not been misfiled.

Inventory is cleared after finishing the December scanning.

(May 30, 2008 : kls)