Learning Objectives

• Understand how conducting an inventory can help maintain the library collection.

Inventory - What Is It? Why Is It Necessary?

An inventory of the library allows you to track the location and status of library materials, as well as identify missing or damaged items. A library inventory identifies any gaps in the collection and helps plan for future purchases. It also gives a clear picture of what the collection currently looks like to help staff become more familiar with the materials.

Why Should You Do an Inventory?

Here are just a few reasons why it is important to do an inventory.

• Ensure the catalog is accurate.
• Find what items are lost or missing.
• Make sure materials are in good shape.
• Evaluate cataloging.
• Determine what sections need additional materials or reduced.

Check out this blog post at Living in the Library World for a detailed overview of the inventory process from start to finish.

When Should You Do an Inventory?

Inventory can be done in multiple ways. Think about the following:

• Do you want to inventory the whole collection or only certain groups of items?
• Do you have time to shut down the library to inventory or will you need to inventory while still circulating materials?
• Will you be the only person working on inventory, or will you have help?
• Do you have deadlines for when to report lost, missing, or discarded items? 

Here is an example of what a checklist might look like if you choose to close the library to inventory:

1. Discuss with your administration dates for your inventory.
2. Email the teachers in your building asking them to return all library materials.
3. Collect materials from students.
4. Shelve all materials in their correct locations.
5. Run a report for missing items. Remove any long-standing missing items from the catalog.
6. Run a report to list any items that may be in transit between schools.
7. Pick an item group to inventory. Scan all of the items in that group.
8. Run a report to find out what items are missing from that item group.
9. Continue scanning item groups.
10. Once finished scanning, run a list of missing items.
11. Try to locate any missing items.
12. Mark any items you cannot find as missing.
13. Generate a list of these missing items.
14. Remove the missing items when you are ready.

How Can I Do an Inventory?

If you are currently using INFOhio's LSP, check out the Inventory section of the Library Services Handbook for more information on the inventory process. Talk with your ITC Library Support Staff to discuss how an inventory might benefit you and when the right time to start one might be. If are using a different library automation system, consult your handbook or help section for more information on how to perform an inventory.

Reflect on Your Learning

1. If you haven't already, plan to attend inventory training. If you use INFOhio's LSP, many ITC Library Support Staff offer inventory training in the spring. Reach out to your ITC to find out more details. If you use another automation system, check to see if there are videos, webinars, or classes you can attend.
2. Make a plan for inventory, even if it is months away. Tentatively pencil it in on your calendar. Think about these questions: When will you begin? Will you inventory the whole collection or just a small group? What do you need to inventory? Thinking through the process and what you would like to accomplish are big steps in kicking off the inventory process in the library space.