Since there is not yet an inventory module for Evergreen, you can use existing Evergreen functionality for a simple, no-frills inventory. Basically, what you will be doing is either checking in all items on the shelf to set an inventory date or setting the inventory date in Item Status. After you have done that, you then run reports to find items in available status without a set inventory date, if it is your first inventory, or a last inventory date prior to your current inventory date. The process also sets the inventory workstation. You will also be able to find other issues needing resolution. Use the reports and data gathered during the inventory to follow up with a shelf check and other processes to resolve identified issues.

If you use the check in interface, you will check in to update the inventory date for each item from your shelves. This means that transit and holds slips will print automatically, items will be moved to some statuses to reshelving/available, and other statuses such as lost, will stop the process. Since you will not know what status the item is until you check it in, you have to make broad plans for handling exceptions.

If you use Item Status to update the inventory date, you can sort items by status and resolve issues outside of automated processes. However, some things will not be discovered, like items with holds and others will be more difficult to resolve, like items with a barcode but no record in the bibliographic database.

• Identify items marked as available (prior to a specific date) that aren’t on the shelves.
• Set and inventory date and an identify the inventory workstation.
• Reset missing, discard/weed, bindery to reshelving/available.
• Allow you to locate and resolve items on the shelf still checked out, lost, or long overdue.
• Allow you to run reports to identify items potentially not on the shelves.
• Identify items with barcodes but not in the database (which may be in the database with an incorrect barcode).
• Identify items without barcodes (which may be in the database with an incorrect barcode).
• Identify other problems with items or bibliographic records.

• Can’t notify you of items out of call number order or in incorrect shelving location.
• Can’t identify items on the shelf but from some other library except to put them In Transit.
• Can’t flag problems in the database.
• Can’t automatically correct some statuses to Available.
• Can’t be set up to both automatically void or suppress fines and report on actions around fines.

1. Leave items on shelf and take laptops, scanners, and receipt printers to the stacks.
   • If you have Wi-Fi and Wi-Fi capable laptops or workstations, this is probably the most efficient. However, it may be disruptive if you are open.
2. Pull all items (in shelf order) and check them in elsewhere.
   • If you don’t have Wi-Fi capability you will need to do this. However, this workflow may add time to the whole process.
3. Use specialized barcode scanners to store barcodes to build files for item status, either from the shelves or pulled from the shelves onto book trucks.
   • Requires special purchase of scanners.
4. Take barcode scanner and laptop or other device to shelves and scan either into notepad to build files or item status.
   • Efficient if you have the equipment but may be disruptive if you are open.

• The first step is to decide what you want to inventory (specific shelving locations, a specific branch, or the entire system) and break it into manageable sections.
• The next step is to decide whether to pull the items from the shelf and take them to a workstation or to set up a portable workstation with everything you need and take it to the shelves. This will be dependent on what technology you have and whether you feel one process or the other would be more disruptive if you remain open while conducting the inventory.
• Since the inventory date is being set on the items, you can check items for the start date.
• It is highly recommended that you read shelves and put them in call number order first. While this is not necessary, it is a standard first step in any inventory process. It is especially important in this no frills process since the steps you will be using here will not inform you if any item is misshelved.
• Weed, if needed (you could weed for condition as you go).
• Determine how you will handle problems such as items not in the database, both with and without barcodes, items with incorrect statuses not resolved by the process, bills, damaged items, etc. This includes how you will identify specific problems for specific items. Establishing these procedures before you begin will streamline the overall process; but, don’t be afraid to make changes later if you need to. You could put color coded or preprinted bookmarks for specific problems in the items or keep specific problems on specific book trucks, for example.
• Make provisions for unexpected problems.
• Make sure all inventory staff understand the process, particularly problem and exception handling. Given local practices and policies, some resolutions may be handled by other staff. These problems should be among those set aside, clearly identified, for later staff intervention.

• Workstation or device(s) with necessary software and Wi Fi capabilities.
• Barcode Scanner(s).
• Receipt printer(s) (for any items that will be put In Transit).
• Portable cart, table, or book truck if you are working in the stacks.
• Book trucks or other means to collect problem items.
• Pens, paper or other supplies for notes to include with your problem items.
• Other supplies or equipment you identify for your specific practice.

Some of these problems or exceptions may be found as you check in items or look at the in item status. Others will only become apparent in reports and subsequent shelf checks.

• Items still checked out to patron; particularly if there are fines and/or bills associated with them.
• Items in the database but no barcode on item.
• Items where the barcode in the database doesn’t match the barcode on the item.
• Items on the shelf with or without a barcode but not in the database.
• Items in the database but not on the shelf.
• Items with incorrect circulation modifiers.
• Items with incorrect statuses that required a click through dialog response to proceed. Some of these items can be checked in without further staff action (Missing, for example). Others may or may not require further staff action for resolution. Cataloging, Damaged, Lost, Long Overdue, etc. may need to be set aside for further research or for other staff to determine response. For example, an item with Damaged status may have been repaired so that inventory staff can force the action and leave it on the shelf. Or it may not have been repaired so needs to be pulled.
• Items in the wrong place – either the wrong shelving location or out of call number order.
• Incorrect call numbers (entry in the database doesn’t match the spine label. Either could be incorrect).
• Obvious errors in the bibliographic record (remember that the cover or spine title may not match title page and the title in the bibliographic record).
• Items with holds that will be placed In Transit by the process.
• Items from other PINES libraries on your shelves that will be placed In Transit by the process.

Once you’ve decided how to proceed and have everything setup, you can start the process. You still have a little bit of set up in the Staff Client.

• Note your start date. This is the date you will use in reports. However, since the inventory date on items will be update, you can skip this step.
• Log in to Evergreen using a Circulation login. Make sure that staff conducting the inventory have the appropriate permission level to clear up those problems you want to be resolved during the inventory process.
• Open Check in.
• Configure columns to show those elements you consider useful for the process. Suggestions are call number, author, title, location, barcode, circulation modifier, and inventory date and workstation; but, you may prefer to include more or less information:

Whatever columns you choose, remember to save the configuration. Set Update Inventory under Checkin Modifiers: