Library Inventory and Checkout

[emckirdy]

Has any thought been given to computerizing the meetinghouse library? Such software would create an excellent record of who has what items, and what items even exist in the first place. It'd also enhance the choir music usage process -- in our building of four wards, we never know which choir has what music, and much chaos has ensued.

[russellhltn]

Since OpenOffice has Base, an Access-like program, it would seem to be simple enough to make a cost effective solution.

That is, once you have a computer in the library - not something officially supported.

While we're at it - how about barcoding things so check in/out is fast and quick. Anyone know how many items already have UPC codes? That could greatly speed the initial inventory process.

[BenJoeM-p40]

Since OpenOffice has Base, an Access-like program, it would seem to be simple enough to make a cost effective solution.

That is, once you have a computer in the library - not something officially supported.

While we're at it - how about barcoding things so check in/out is fast and quick. Anyone know how many items already have UPC codes? That could greatly speed the initial inventory process.

I think this is a good idea. Does anyone else's library have things that are so old that if you touch them they could break. I think we have old projector reels as well.

[JamesAnderson]

Most items in the meetinghouse libraries (in a few buildings labelled the 'Materials Center') are barcoded, including all magazines now. This largely applies to items purchased through Distribution Services.

However if you copy something from lds.org, barcodes are not going to be there, such as say one of the items on the 'Additional Addresses' page. What would one do for those things? I know the 'Meetinghouse Libraries' section of the handbook has a suggested inventory management system for copies of videos recorded from satellite broadcasts, etc., but that's about all.

So how would one update the inventory management system for those items I've described where there is no barcode or other item number?

[nbflint]

Print off a mailing label with a custom bar code printed on it and stick it to the item.

[daddy-o-p40]

Has any thought been given to computerizing the meetinghouse library? Such software would create an excellent record of who has what items, and what items even exist in the first place. It'd also enhance the choir music usage process -- in our building of four wards, we never know which choir has what music, and much chaos has ensued.

Neat idea. Wouldn't work in our Stake as we typically have seniors who are lets say.....not so tech savvy staffing the materials center.

[russellhltn]

Most items in the meetinghouse libraries (in a few buildings labelled the 'Materials Center') are barcoded, including all magazines now.

How are the magazines barcoded? Is it a unique code for each issue, or does it just ID it as "Ensign"? I suspect it's just the magazine, not the issue. Still, I guess it's a help. When the barcode reader sees "Ensign" do a popup that asks for month/year.

Of course there's the other issue of uniquely identifying things. What happens when you have 3 copies of a certain picture? You have to keep track of which one came back.

[russellhltn]

Neat idea. Wouldn't work in our Stake as we typically have seniors who are lets say.....not so tech savvy staffing the materials center.

Which is why it needs to be made simple and largely de-bugged before deployment.

[JamesAnderson]

Each issue of each of the Church Magazines has its own unique UPC code for each month.

The reason for the UPC code is because the magazines are sold at retail locations such as Deseret Book and BYU Bookstore as well as over the counter at distribution services store.

Therefore it is a unique UPC code for each month's issue of each of the three magazines.

[opee]

Some thoughts about the inventory system in the library:

1. 1. Allow searching for items on a certain topic and media type: (show me all videos/dvds that have something about pioneers; the system then lists different videos that could be used)
   2. Allow members preparing a lesson to use their ward website to search for items that are in their unit library and "pre-reserve" them for the Sunday lesson. The system can then email the Librarian so he/she can know what it needed ahead of time and have it ready.
   3. Maybe the LDS.org website has the feature to "check Unit library" in part of the Gospel Library, and allows the member to see what materials they could access related to the Gospel topic search they are doing.
   4. Allow the system to email reminders to the member who has something checked out
   5. Allow the librarian to print out lists of items that are checked out, lists of items that could be used for the next lessons in SS or PR/RS, Primary, etc.
   6. Compare a "suggested" library inventory to the actual inventory of books, videos, supplies, etc. and make recommendations for ordering supplies, even placing the order for you to verify
   7. Keep track of the time items have been around (such as hymn books or scriptures) and recommend replacements when they have reached the end of their "life cycle"
   8. Ability to print barcodes for items that would not normally have barcodes (pens, erasers, etc.) that have a hard time finding their way back to the library