Innovative application for the stock verification process of library materials: a case of SEUSL libraries

Abstract

With the introduction of a new University Grant Commission circular, all university libraries are required to conduct stock verifications annually if the collection is less than 100,000 items. Libraries with huge collections are facing difficulties with verifying the stock against their accession registers due to the time taken to complete the process. The South Eastern University of Sri Lanka (SEUSL) Library provided an efficient solution for the process since it reduced the extra manual work to compare the database with the verified data and reporting options. Therefore, making awareness of the university libraries about this tool is the main objective of this study. Libraries of SEUSL planned its stock verification process when it was requested to be conducted. Even though all the guidelines were followed as mentioned in the commission circular, the process becomes different at the SEUSL libraries than at other libraries since the library uses this innovative tool. The tool developed by SEUSL used the existing technologies of the universities to minimize data losses and human errors. All the techniques and process lines were developed in-house and allocated staff precisely to collect data using the given guidelines. At the end of the data collection process, all the data were screened for any issues to be noted. The tool helps to match the exact electronic version of the accession register with the physically verified data. The tool instantly provides duplicated items, missing items, shelf-wise or section-wise detailed reports etc. The tool was built using Microsoft Access for the ease of the users and there is a plan to go for an online version of the same to increase the efficiency of it. The staff can locate each item with issues by using the reports generated which consist of location details. This has separate modules and designs in a user-friendly manner. With the use of this tool, SEUSL Libraries conducted two verifications. After that modifications to the system as well as to the process were done. Since the stock verifications have been completed fully within three months, this is a good example for the other university libraries to adopt this for their verifications to finalize the process.