In this time of increased accountability, an accurate inventory is necessary so that schools can reconcile their collections with library records and account for the thousands of books and audiovisual materials purchased with Shelby County funds. The library inventory is used to report state and SACS standards. The inventory is also used to determine schools that need additional funding because of changing enrollments. It is necessary to close the library to complete the process. While the computerization of the library collection has greatly increased the accuracy of the count and the tabulation of the numbers, it has not made any great dent in the amount of time needed to complete the process. The librarian and/or assistant must still handle each individual book and piece of audiovisual media in order to scan its bar code. Some of our schools have in excess of 20,000 items. Additionally, time must be given to search out and account for missing items, and to collect payment for lost books before the students leave for the summer. The steps of the inventory are listed below:
All books must be called in and put in order on the shelves.
Each item must be physically scanned with a bar code scanner.
Scans must be uploaded into the library circulation system.
Librarians and assistants must search for missing or unscanned items.
Lost/paid, missing and discarded books must be accounted for in the inventory report.
Money must be collected for lost books.
Equipment must be collected and readied for storage.
Surplus equipment must be collected, removed from inventory and readied for pickup.
Inventory reports must be completed, and a copy given to the principal for inclusion with his/her final report.
Timeline
Media Library - Central Office: All videos are due one week prior to the last day of school.
Professional Library - Central Office: All books and magazines checked out of the Professional Library are due one week prior to the last day of school.
School Libraries: All books are due one week prior to the last day of school. Students are encouraged to use the library for research only after this date and until the end of school. There should be no scheduled classes held in the library during the last five days of school, while the inventory is in progress. Students may have access to reference materials up until the last day of school. Teachers may have access to materials and equipment up until the last day of school.
Reports: The following reports should be turned in to the principal on or before the final administrative day.
Library Inventory Report
Library A-V Material and Encyclopedia Inventory Report
Last monthly report (May)
List of lost/paid books
One copy of these reports will be submitted by the principal to Central Office.