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02.05 Preparing for Data Entry

The biggest expense and effort involved in setting up a library management system is Data Entry.

Existing data can be transferred from most existing systems so please get in touch with us if you are starting from scratch and already have data in a spreadsheet or other database!

Things to consider…

Cull before you start

It’s a good idea to go through your collection and make sure you remove any resources past their use-by-date before starting Data Entry.  Some basic criteria used for selecting resources to cull include:-

  • Age of resource.
  • Appearance / Appeal.
  • Currency / Accuracy.

SCIS

This stands for School Cataloging Information Services which is an arm of the Curriculum Corporation.  This organisation has a huge database of catalogue information for resources likely to be found in schools.  Data is downloaded simply by scanning or typing in the ISBN number of each resource.  This is a very fast and easy process once you know what you’re doing, definitely worth looking into!

Barcoding…

The Barcodes

We suggest you use Code 39 barcodes for both resources and borrowers, but it doesn’t really matter as long as your barcode scanner is configured to read the symbolgy you use.

Two suppliers we have found helpful are:

  • AB Note – (03) 9556 9111
  • All Barcodes Australia –  (07) 3832 7383

Both are familiar with what’s required for LibCode.

The Scanners (Barcode Readers)

There are several brands and models of scanners available through LibCode Library Systems.  Please check http://www.libcode.com.au/clients/Default.asp under Barcode Scanners for details of popular models though there are heaps of others available.

Deciding on the order of Data Entry

  • Fiction and non-fiction are the most popular sections for student borrowing, so if you would like to speed up the lending and returning issues for students to free up time it’s good to start here.
  • If you’d prefer to fire the staff up first, start with the Teacher Reference and get lots of input from staff for appropriate subject headings and keywords. (Teacher Reference is probably the most difficult and time consuming of any section to process)
  • Sections you’ll be entering will include:
    • Non-fiction (usually no location).
    • Fiction (Junior, Middle and Senior if appropriate).
    • Reference.
    • AV Resources.
    • Equipment.
    • Vertical files.
    • Maps.
    • Big Books.
    • Kits.
    • CD’s.
    • Software.
    • Teacher Reference.
    • Satellite collections (things stored outside the library).
    • To list a few of the common ones….

Consider the work flow of your setup

Setting yourself up in a functional and comfortable work area as well as streamlining the way you go about your work will save a huge amount of time.

Little things such as:-

  • barcoding resources before data entry (several people can help with this).
  • barcodes on the front cover (inside barcodes last longer but outside makes stocktaking super fast… most schools choose to stick them on the outside… front is good because it reduces the chances of people zapping the ISBN barcode instead of the library barcode).
  • Desk setup…
    • How many movements are there from the beginning to the end of the cataloguing process?
    • Do you need to get up between resources?
    • How far do you have to lean?
    • Can someone read out the details for you? (If you are not a touch typist then this will be more than twice as fast as finding and typing the details yourself.)
    • When you stack them are they in the correct order to be put straight back onto shelves? (Or have you reversed them!?!)
    • Could you use a trolley to move books?
    • Can someone help to move resources?
    • How many books can you do in an hour?
    • How many can you do after breaking it down to single movements?
  • Try to make tasks as repetitive as possible as this will speed things up amazingly!

Don’t just enter data…get into Full On Data Entry! (FODE in Education)

  • It’s a talent.
  • There are libraries all over the world who need people to do this this properly.
  • Stop, break it down to individual movements…once you’ve got it right it is really not such a bad task, time flies and it can be done quite quickly.
  • 1 item per minute start to finish is a reasonable goal if you are using SCIS downloads.
  • 2-3 minutes per item is fine if you are searching for Dewey numbers and your own subject headings… don’t forget the table of contents as a topic source for non-fiction resources…