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Online Inventory

Online Inventory differs from Batch Inventory in that the Item (Error) Marking is done as the items are scanned. 

Define Inventory

Same as Batch Inventory - Use the Shelf Number assigned from the Inventory Definition job.

Scan items in chosen range

Using a laptop with the Aleph client installed and barcode scanner, scan all of the items in the designated range.

In the Cataloging Client - Items - Inventory Marking

Batch Inventory

Define Inventory

Run (item-01) Inventory Definition - this will assign a shelf number to the group(s) of items that will be checked. Groups can be broken down by:

- Call # range
- Sublibrary
- Collection
- Item Status
- Item Process Status
- Material Type

The groupings should be organized in such a way so that, if there are multiple checkers, each checker can manage the items on their shelf or group.

Scan Barcodes & Upload the file(s) to the Server

Checkers will go to their assigned area, and scan the
barcode of each item in their area. Once the file(s) of barcodes has been collected, it must be uploaded to the server.

Inventory Management

The first, and probably most important, step of the project is doing the preliminary planning. This consists of:

- Deciding which inventory method to use
- Equipment required
- Documentation strategies (spreadsheets, etc...)
- The physical division of locations and work plan for processing the shelves (such as dividing up call number ranges and assigning areas to checkers).

In Aleph there are two different inventory methods:


Checkers scan in item barcodes in their designated area to a flat file using a mobile device and barcode scanner. This list of item barcodes is uploaded to the server, an error report is generated.

- Best for larger groups of items.
- More steps involved.

Square Peg, Round Hole: Making Advanced Booking Fit

Wendy Ellis Josh Greben
ELUNA 2011

Aleph Delete Patron Records & Remove IDs

Delete Patron Records (cir-23) - Purging

This service deletes patron records where all of the patron's expiration dates are before a specified date.
Accounts with outstanding transactions are excluded by default, however, there is an override option to "wholesale" remove the accounts regardless of existing transactions.

- An output file listing the patrons that were deleted is created.
- An output file listing the patrons that could not be deleted due to some outstanding transaction on their account is created.

Remove Patron IDs (cir-32) - Scrubbing

This service deletes patron ids from transaction records up to a specified date, provided the transaction is complete.

Transaction Records
- Loan History

FGCU Reclamation Project

FGCU Reclamation Project

    •FGCU OCLC Symbols included in this project

  • FGA - FLORIDA GULF COAST UNIV FT MYERS, FL 33965-6565 United States
    •Aleph sublibrary/location codes mapping to OCLC symbols

  • GCUMN (FGCU Library) = FGA
  • GCRES (FGCU Library Reserves) = FGA
  • GCSBC (Small Business Development Ctr) = FGA
    •Statuses to exclude:

  • 500 ON ORDER
    •Special vendor sets to exclude:

Patron Privacy and Identity Management


To retain as little identifying patron information as possible while meeting the majority of our users reporting and statistical needs.


1. Remove SSNs from patron accounts: Reference: Sunshine Law - Use of SSNs - Use of SSNs

Status: All SSNs have been removed.

Strategy: Transition from SSNs to alternate unique id for courtesy borrowers = Completed.

Details: Work with campuses to fully transition to alternative unique id. Timeline depends on campus readiness. DONE

2. Remove inactive patron accounts to reduce amount of patron information kept on the server (Purging)

Loan/Return Settings Following an Upgrade /New Client Installation

Unfortunately we cannot yet customize clients so that each department or area at a library will have their specific settings.

So, when a new client is installed, some of the settings you had may be removed, but they can be easily restored.

Prior to V20, we posted some instructions about restoring your client settings

If you have copies of the *.ini files from V19, you can restore them now and restart the client. Or, you can manually edit the settings.

To manually edit
The Loan and Returns settings are located in the Circ client under Aleph - Options.

Loan Options

Return Options

New Features Demo recording

There were two sessions of the New Features Demo re: V.20 on 7/15 and on 7/19. The agenda was the same for both calls (with different presenters in some cases). Times on the agenda are the approximate time that this topic began. On the playback you can fastforward to these topics. It takes Elluminate a little time to catch up, but this feature seems to work well.

Introduction: Jean (6:36)
Acquisitions/Serials: Ellen (10:54)
Authorities/Cataloging: Mary Ann (24:58)
Offline Circ/Selfcheck: Wendy (42:58)
Circulation/ILL: Wendy (51:21)

To hear an Elluminate recording of the second call click on this URL:

Offline Circulation - Shared Bib Transition

During the SharedBib transtion, all connections to the Aleph server will be unavailable. Therefore, at the time of the Offline Circ transaction, there will not be any type of check for blocks, holds, overdues or other patron/circ related issues.

By 6pm on June 22nd, Access Services Departments should be sure to have the Standalone Offline Circ client installed and ready for use.

FYI about Standalone Client:
We recommended using the Standalone client during to:
- Prevent any confusion about the version of the client used,
- Allow institutions with multiple library units the flexibility to use the Standalone client during the transition, and then install the new Aleph SBProd20 client by June 28th.