Inventory Instructions, Clean-up
The purpose of the inventory process is to verify that the records in the online catalog accurately reflect the physical items found in the library. It is very important to pay attention to details, including Title, Author, and Call Number as well as barcode, in order to prevent error as much as possible.
Inventory Cleanup
Do not perform any of the following tasks unless you have been assigned to do them by the Technical Services Librarian and have been trained.
The books pulled by students during the inventory process will be found on the inventory cart where the laptop, scan wand and flash drive are located.
III. Adding Books to the Catalog
Some books can be found in the system by scanning in the barcode or performing an author/title search. In these cases, the record needs to be corrected so that the item maybe be discovered by the users.
Instructions to Change Item Status
1. Begin by logging in to https://brenau.worldcat.org/wms. At the sign in screen enter your Username (employee or student ID #) and password (as set up by user or provided by administrator). This will take you to WMS Worldshare Management Services.
2. Click on Circulation located at the top of the page. Click on Discover Items located in the left hand column of the page.
3. With your cursor in the enter barcode area on the left, scan the barcode from the book to determine if book is in the system.
4. If found, but the status reads “unknown”:
a. Click on view/edit
b. Change receipt status to Received, complete, ceased
c. Save edits
5. It’s important to check in the book as inventoried when finished:
a. In the left hand column
b. Click Check In
c. Change “Check-In Mode” to Inventory
d. Scan the barcode in the Item Barcode area
e. Title should populate and action should change to re-shelve
6. Title is now ready to re-shelve.
Instructions to Add Book to System
If the item is not being retrieved by its barcode or a title/author search, it may have been withdrawn. For this and other possible reasons, some of the books pulled during the inventory process may need to be added to the online catalog.
1. Begin by logging in to https://brenau.worldcat.org/wms. At the sign in screen enter your Username (employee or student ID #) and password (as set up by user or provided by administrator). This will take you to WMS Worldshare Management Services.
2. Look up the item in the system through the Circulation tab.
a. Go to Discover Items and scan the ISBN number under keyword.
b. Do an advanced search for the title of the book to be sure that it is not in My Library Holdings.
c. If the item is found in My Library Holdings place the book aside.
3. If the item is not found in My Library Holdings, change the search to All Worldcat and search the item’s ISBN. Select the record with the highest number of holding libraries.
4. Mouse over the blue information icon to find the OCLC number, classification number and physical description of the book. Double check this information with the book to be sure all information matches.
5. Click the title of the item then click the Add Item link.
6. Select the holding location (Brenau GBTM) and shelving location for the item.
7. Next to call number, select Library of Congress for the drop down menu and enter the prefix, classification, and cutter for the item.
8. The Receipt Status should be changed to Received and complete or ceased.
9. Enter the barcode of the item then click Add Item.
10. It’s important to check in the book as inventoried when finished:
a. In the left hand column
b. Click Check In
c. Change “Check-In Mode” to Inventory (see illustration p. 2)
d. Scan the barcode in the Item Barcode area
e. Title should populate and action should change to re-shelve
11. Title is now ready to re-shelve.
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