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Inventory
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Why You Need to do Inventory
The Purpose of a Complete Inventory
It is critical to account for items and materials that are loaned from your collection at regular intervals.
Reasons to periodically inventory your collection are: To correctly update the catalog listings of all the items in your Alexandria database so that they appropriately correspond to the items that can be physically located in your collection. Your patrons rely on the catalog to locate items. If the catalog listing is outdated, then items that are no longer in the collection will still be shown as available, and patrons will waste valuable time searching for them. To determine what materials are missing and need to be reordered. To evaluate the physical condition of your materials and discard or repair damaged items. To appraise the significance of your materials and then archive or discard those items which are no longer relevant. To generate a complete list of existing materials for insurance purposes. To sort out, tidy up, and place all materials in their proper order.
To summarize, performing an annual inventory will ensure that materials can be found in the correct location within your library, provide information on items that are missing from the collection, allow you to assess the physical condition of the items in your collection, and allow you to accurately estimate the value of your collection. The inventory process insures that your database is tidy and organized along with your physical collection.
Inventory Methods
- Inventory Management. Alexandria provides an Inventory Management window, designed to simplify the inventory process by providing quick and convenient access to all of the reporting and utility tools needed to analyze and organize your collection.
- Inventory through Circulation. We recommend that most Alexandria users perform inventory by using the Inventory Management module. However, if you use call numbers in a non-standard way, or if you have a process in place where you have used the Circulation window for inventory in the past that you don’t want to change, using the Circulation window to perform your inventory may be a better option for you.
