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School Libraries and Information Literacy FAQs

Stocktake

How often am I required to do a stocktake of accessioned library resources?

 For audit purposes, NSW Department of Education and Training schools are required to undertake a full stocktake of the collection every two years. This can be staggered over time, ie a half stocktake annually, or done in small stages, one section at a time through OASIS. Computer software can be an exception; for audit purposes, a school may require an annual stocktake of this material.

 When is the best time to do a stocktake?

  This is a management issue, which can be discussed with the principal to ascertain the appropriate time to complete a stocktake. An article by Sue Marshall in Scan (vol 18 no 1 1999, pp 47-48) discusses many of the issues involved.

 Does the library have to be closed for circulation to permit a stocktake?

  An OASIS stocktake can be undertaken without closing off circulation. OASIS will recognise borrowed and returned items as being included in the stocktake. Many teacher-librarians do choose to close the library to borrowing and browsing at this time for reasons of security (ie students moving items before they can be wanded). Note that no new resources should be added to the database until after that section has been finalised.

 Do I have to arrange resources into strict Dewey or shelf list order before commencing a stocktake?

 No. However, it is important to ensure that a section not included in the stocktake is not harbouring resources that should be included. A quick manual inspection of all library shelves and 'hiding places', including the Repairs box, is strongly recommended.

 What do I do with my stocktake report printout?

 The printouts of the OASIS Stocktake report and Items written off should be signed and dated by the teacher-librarian and the principal. This material must be retained in a folder with previous stocktake records and be ready for audit inspection as required.

 How can I get assistance and advice on stocktake?

 In the first instance refer to the training booklet. If there are any other queries with the process in OASIS Library phone IT Help Services on 1800 338 483.

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