Progress on the Collection (inventory) project

A project to compile an inventory of all UP Library collections kicked off at the end of August, 2020, in the Merensky library, and was soon rolled out to all other UP libraries. The overall aim of this project is to establish an accurate reflection of all information resources for improved retrieval, access and visibility. This will improve the user’s engagement with the physical collections, enhance interlending services, ensure seamless self-check services and establish a better image of our collections. A complete, recent and accurate collection inventory may also support future collection evaluation efforts and will assist in determining which items to move to off-site storage.

The project consists of three phases. In the first phase, items from the shelves are scanned and problem items are removed so that they can be solved by the Library Technical Service Unit. Access and lending staff also assist with the replacement of obsolete or non-functional barcodes and ensuring that the status of all items is corrected. Once corrected, these items are moved back to the shelves. In the second phase, faculty libraries are provided with a list of items which were not inventoried, but are on the system. Staff must search for these missing items and, when found, they need to be scanned again. Records of items which cannot be found are then removed from the system. In some cases, information specialists may recommend the acquisition of replacement copies. During the last phase, intensive shelf reading is done, to ensure all items are placed at their correct locations.

The infographic attached indicates the progress of the project at the different faculty libraries at the time when this report was written. Due to the extent of the problems (e.g., old collection books or those with migration errors), most libraries are still in the first phase of the project. Leading Libraries so far include the Economic and Management Sciences (level 2) and the Oliver R Tambo Law Libraries, who recently started with the second phase, and the BMS library, who will start with the third phase soon. Projects at the Health Sciences and Mamelodi libraries were temporary placed on hold due to building projects. We are very proud of the Jotello F Soga Library (our Veterinary Science library), who will soon finish the project in their library on the Onderstepoort campus. There are, however, a few collections in remote locations which need to be dealt with too.