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How to do an library inventory using Destiny
Quick help directions
from Follett Software Corporation for conducting an inventory
Your goal is to make sure every item which is
physically a part of your collection and is entered into the
Destiny database becomes electronically 'accounted for'.
Pre scanning tasks
-
Get all Interlibrary loaned books back from patrons and returned to
the school where they were borrowed. If the book is lost, make the
appropriate restitution according to the
ILL Responsibilities and Procedures Document
-
Get a
handle on where your materials are in the district and what
materials from other schools your patrons have out.
-
Run
My materials located elsewhere
report found in Patrons>Checked Out/Overdue Materials &
Unpaid Fines. The administrator at the school who owns the
material is the only person who can mark the item lost. Do
not allow these items to be carried at a school for more than 1
year from the date due before marking them lost. When
marking lost, consider adding the fine for payment of the book
dependent upon whether you are willing to work with the LMS at
the school where the child is enrolled to get the money.
-
Run
My stu owing$ to
other schools report found in report builder.
If the fine is for a lost book, contact the LMS at the school to
decide whether to delete the fine or not. ONLY the LMS at
the school who owns the book can make the deletion of fines.
Lost book fines should not follow students for more than 2
years.
-
Run
My students w/oth. Materials report found in report builder
to find out which of your own patrons have materials belonging
to other schools. Remember that
ONLY the LMS at the school who owns the material can mark it
lost or delete the material.
Choose "Copy call number report" from the 'Library Materials' tab
and then select and run each report: Copies without call numbers
and Copies with different call numbers.
Assign call numbers to these copies.
Copies without call numbers do not appear on inventory reports.
You also need to review the list of copies with different call
numbers and decide if you would like to change any call numbers so
that duplicate titles will be shelved together or not. There should be NO AV copies and book copies on the same
MARC record. You will have to delete the copy that is not the one
that the MARC indicates and find/create a new MARC and add the copy
you just delete.
-
Run
Lost Copies Report.
Library materials> title and copy list > select title and put no
limiters in the boxes to the right. The lost copies report will give
you everything that has been marked in the past as MISSING and LOST. Destiny makes
no distinction between these 2. If it was previously marked lost,
you will see to whom it was attached when you marked it lost. If it
was previously marked missing, you will see only a date. Do
not continue to carry thing lost for 1-2 years if there is no
pending
fine. You will need to delete some copies and Some of the copies you
delete will need to be noted for re-order.
o
Ready to start scanning?
·
Do
not remove the inventory you finalized for last year. It should
remain. If you did not finalize last years inventory, do so now so
that it will be moved to completed inventories. You should
have only one incomplete inventory and that will be for the entire collection.
·
If
you have not already done so click for
a new inventory.
What does "copies that have been seen" mean?
Every time Destiny updates information about a copy during one of
the following transactions or processes, Destiny also updates its
date last seen information:
-
Checked Out
-
Checked In
-
Inventoried by
scanning
-
Individual Update
in Update Copies
-
Received in Update
Copies
-
Added titles ( )
to a Resource List when adding records using a barcode scan, a
barcode list, or a barcode file.
§
Answer yes to:
·
Now
you may either scan copies directly into inventory by:
-
Using the
3800 scanner at the
desk machine
-
Attach a 3800 scanner with a USB connection to a
mobile laptop with a wireless connection. You may borrow a usb
3800 scanner from media services or an adapter which will make a
keyboard connected scanner into a usb scanner. Email
Candy to
make arrangements.
-
Use
PHD
Falcon or Panther. - use the wireless Destiny where there
is NO UPLOAD if at all possible. If wireless connection is
down, select Follett Remote (formerly Destiny Remote) on the
Dolphin or Falcon. If you use 'remote', you will need to
upload any scans recorded. If you would like to borrow a
Falcon or Panther from Media Services, email
Candy to
make arrangements.
-
Create a .txt file in notepad using a scanner. This will also
need to be uploaded
Finished scanning but not
ready to finalize?
Before finalizing, you will need to view and attend to the reports
in the inventory section.
Before
finalizing your inventory, you can review the list of lost copies.
To sort the list, select the order from the Sort by list and click
 .
Click again to invert the order (ascending to descending).
-
To take
the list to your shelving or storage locations, click
for a printable page
-
If you can
locate any of the copies that had been Lost, click Found on the
Lost Copies list to account for it and change its copy status to
Available. You could also scan or enter it on the main Inventory
page.
-
You can delete long lost copies in a batch by date before
finalizing the inventory.
You may choose to delete books prior to July 1, 2008 that are
lost but not attached to any patron. If they are found, it
is easy to add them back into the database.
-
Use the following
to obtain accurate information for the
Annual FCPS Library Report for the current school year. The
only way to submit the report is on-line. PLEASE PRINT the on-line
report before you click submit!!!
-
the
REPORTS
section
-
or 
hyperlinks
on the open INVENTORY page
-
Destiny makes an entry in the
job summary
for every barcode number in the uploaded file. For
exceptions, it enters one of the following messages:
-
If the barcode does not match any barcode that belongs
to your collection,
"Skipped: Barcode <barcode number> not found" appears.
-
If the copy is currently listed as checked out, it
remains Accounted-for and checked out.
"Barcode <barcode number> has been accounted for, but is
currently checked out and has a due date of <due date>"
appears.
To make the copy Available, enter its barcode on
the main Inventory page.
-
If the copy was Lost, it remains Accounted-for and
Lost. Any assessed library fines are unaffected.
"This barcode is currently marked lost" appears.
To make the copy Available, enter its barcode on the
main Inventory page.
-
If you opted to have Inventory check the shelf
order and the copy's call number appears to be out of order,
"This item appears to be shelved incorrectly" appears. If you
opted to have Inventory check the differences in Dewey numbers
and the copy's Dewey number is much greater than the previous
one,
"The difference in the Dewey numbers of this and the previous
item is greater than <number>" appears.
When you are finished scanning everything
into inventory that can be scanned and you have made decisions on
deleting, lost and found marking, choose to finalize this inventory. There
is no need to delete any other inventory at this time.
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