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Stocktake functions in EMu

Stocktake functions in EMu

Hi all

I'm calling out for your input with regard to how you manage your object location stocktake activities.

At present, we simply use the Stocktake Date fields in the Locations module, to mark when we have done a stocktake on a location, and who did the stocktake. We then create virtual "stocktake" locations to locate any objects that were not sighted in the expected location, so that we can produce resolution work lists.
The whole process is a little clunky and our stores manager finds it hard to produce statistics.

Can any one offer advice or examples of how we could better record our stocktaking activity?

many thanks
Karen Biddle

Karen Biddle
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Re: Stocktake functions in EMu

I'd be really interested to hear how others are managing this too.
We don't really have a solution, and yet we have a requirement to audit/stocktake our more valuable items on a regular basis.
So a stocktake might not be systematically working through consecutive locations and noting the presence/absence of all the specimens - but instead focussing on specific objects scattered throughout the collection.

I guess in this instance the data should be captured record by record in the Catalogue?
Or could the Events/Exhibit Objects model be an approach? Attach all objects to a stocktake 'event' and record whether each is 'present'/'absent'??

Any ideas/solutions would be greatly appreciated.

Dave

Dave Smith
Earth Sciences Data Manager
Natural History Museum, London

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Re: Stocktake functions in EMu

We manage this through the Condition tab in the Catalogue module. When an item is checked just for stocktake purposes it gets its condition recorded as 'sighted' with a date. If it is checked for a condition check or conservation work the appropriate condition is recorded along with a date.

A report of everything with a condition check after the last stocktake returns everything sighted since that date.

Keith Maguire
South Australian Museum
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Re: Stocktake functions in EMu

We manage inventory in the Catalogue on the Status tab. We have an Inventory Status field with 2 lookup options, Pending and Confirmed (pending just sounds more hopeful than missing or absent...), an Inventory Date field, and an Inventoried By field which links to a staff record the Parties module. There is also an inventory history table below.
During inventory we start with a Location record (Shelf or Holder, etc.), load all the object records which are located there, and then mark them Confirmed of Pending as we find each. If we find objects that are not in the list, we simply relocate them.

https://emu.kesoftware.com/images/agorapro/attachments/2382/inventory.JPG

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Travis Snyder
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Re: Stocktake functions in EMu

Hi there Travis,

Thanks for your input! We don't have the Status Tab... but we are still using V.4.2.. is the Status Tab in V.4.3?

cheers
Karen

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Re: Stocktake functions in EMu

Hi there Keith,

Thanks for your input! We use the Condition Tab as a preliminary condition and hazard notification Tab, so this is not an option for us.

At object level, we had a "Movement Type" field added to the location fields so that we can enter movements with type "Stocktake" and movement notes that include "Sighted".

The current issue of the stores registrar is to be able to easily say which locations were stoctaken in which month/year and how many objects in that stocktake were sighted/not sighted etc. etc. We could use Narratives to do this but there is resistance to this idea. Commenter Travis has mentioned an Inventory/Status Tab in the Catalogue that we do not have, so that might be an option.

cheers
Karen

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Re: Stocktake functions in EMu

Hi there David

Thanks for your input!.. yes, I've had a similar thought about using the Narratives module to manage stocktake lists but there has been resistance to this so I thought I'd query whether or not there are more specifically designed solutions available.

cheers
Karen

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Re: Stocktake functions in EMu

Hi Karen,
We are using version 4.3, but we've had the Status tab for years. If you search the EMu Help file for "Catalogue module tabs" there is a page which describes some of the "standard issue" tabs, and there the Status tab is listed. The field names are a bit different than our EMu instance (a.k.a. stocktake vs. inventory), perhaps this was a customization that was made when we first migrated to EMu, who knows...
Is it possible that you have the tab and it's just hidden? Or maybe someone decided to nix it during your initial customization?
It's been very useful for us. We're in the middle of a full collection inventory, and it allows us to see progress stats based on the Inventory Date field.

Cheers,
Travis

Here's a screenshot from the Help file:
https://emu.kesoftware.com/images/agorapro/attachments/2382/status.JPG

Edited by: Travis Snyder - 31-Oct-15 01:03:05

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Re: Stocktake functions in EMu

Thanks for the info Travis!
We definitely do not have the Tab, so when we upgrade soon I'll ask if it can be included in our release.
cheers!
Karen

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Re: Stocktake functions in EMu

Hi Karen,

It isn't available in your release.  I will call you this afternoon to discuss some options.

Regards
Vickie

Vickie Wood (Axiell Sydney)
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