Applies to: Web Edition
Through Web Edition's Catalog Lists & Inventory feature, you can create lists for inventory projects, print inventory reports, and update inventory fields on catalog records.
Creating an Inventory Sampling List
One of the first steps for starting an inventory project is targeting items that should be part of the project and creating a list of items from your PastPerfect catalog records. On the Catalog Lists & Inventory Query screen, you'll begin by clicking "Create Inventory Sampling List" to select records based on a number of criteria. You can pick items in one or more catalogs and select items with a particular Status, Collection name, and/or location. You can narrow the list for your inventory project by checking "Only Items with Last Inventoried Date older than" and entering a previous inventory's date. There are options to exclude items on Outgoing Loans, Incoming Loans, and Exhibits. You can also exclude items with a particular Status or in a certain location. If you want to generate a list of randomly sampled items, you can enter a percentage of the collection or a fixed number of items.
Once you have an inventory list of cataloged items, you can print that list as a report. Reports can be saved in PDF format and printed to a printer. The inventory reports are:
- Inventory Checklist - this simple report contains the Object ID and Object Name for records on the list. There is a "Found in Location" check box and a space for notes.
- Inventory Checklist with Images - this report contains Object ID, Object Name, Status, Title, and Home Location. There are check boxes for "Missing," "Found in Location", and "Item Observed in this Location." Each record's primary image thumbnail is also included.
- Inventory Worksheet - this report contains the most fields, including Accession or Incoming Loan Number, Object ID, Object Name, Status, Title, Last Inventoried fields, Condition, Condition Date, Home Location fields, Temporary Location fields, and Description. There are check boxes for "Item Observed in Home Location," "Item Observed in Temp Location," and "Information Change" with space for notes. This report also contains each record's primary image thumbnail.
Import Inventory List from ASCII File
If you decide on an alternative inventory strategy where you start by creating a list of found items in a storage location, you can import that list into a Catalog List. First save your list of inventoried items as an ASCII text file. The ASCII file should contain only Object IDs with each number separated by a carriage return. On the Catalog Lists & Inventory Query screen, you'll click "Import List from ASCII File," enter a list name, select a category from the List Category authority file, and select a user account holder's name for the List Manager field. Then click "Import List Now". Once you have imported the ASCII text file, PastPerfect will provide a list of any items that do not have catalog records.
Mark Items as Inventoried
Whether you have used Inventory Sampling List or have imported a list, you can update the items' catalog records with new Inventoried By and Inventoried Date information by using the "Mark as Inventoried" feature. Return to the Catalog List and click "Edit", then click "Mark as Inventoried." Select a person's name from the Staff authority file for Inventoried By and enter the Inventoried Date. By clicking "Proceed", you will update the Inventoried fields for all catalog records on the list.
For more information on creating and working with Catalog Lists, visit the Catalog Lists & Inventory section in our User Guide at https://museumsoftware.com/we/CatalogListsInventory.html.