What needs to be done for your database in the event of your library collection being damaged and how do you recover from it?

Three scenarios spring to mind:-

1. Lost the lot!

Guard your USB backups like they are worth half a million dollars... because they are!

Call the LibCode Office (07) 4638 9415 for assistance... All you need is a telephone and an internet connection and we can get LibCode running on the very same USB stick to create the reports you need.

2. Damaged resources are untouchable

Quite simply you will need to do a stocktake of what good resources you do still have and create a report for those items found "missing" for replacement.

Follow normal Stocktaking steps (http://data.libcode.com.au/WIN/manual/index.htm?Stocktake) and once you've tagged all the missing items create a report of missing items with a Status Date relating to a specific date (this will be the date you tag the missing items).  This will be your "To Be Replaced List".

3. Some damage to resources and CAN make a list of the barcodes of damaged resources

Make a barcode list (buffer file) and we'll use that list to create a report AND mark the items "Written Off".

To make Buffer File --> Utilities / Setup / Barcode/Bulk Loan File / Start scanning barcodes... Save the file to a safe place with a clear filename. We often suggest saving these files to your desktop so that they are easy to locate.

Create Report --> Utilities / Reports / Audit List (Supplier) or (Fund) / Tick Use Barcode Buffer File as your selection criteria and then Open the file you created with the barcode list... then you can print most reports using the buffer file you created to select records.

Flood Recovery

If floods have affected your library, here are some steps to help you get your LibCode software operating quickly.

Safety Warning – as the contents of any floodwater could be toxic, please avoid touching anything that has been submerged in floodwaters.

If Library resources or computer equipment have been damaged or submerged by floods, they may carry bacteria!

Please put safety ahead of saving resources or equipment.

Steps to get your LibCode data up to date:

1. Is your school’s server safe (and the LibCode program on that server)?

Yes – move to step 2

No – Do you have a backup on a USB drive?

Yes – Restore your files from a backup

No – Do you have your data backed up anywhere else – for example, on CD, or with your IT support?

Yes – please follow restore-from-backup procedures to restore these backups

No – please contact LibCode to discuss options for re-creating your LibCode system.

2. Is your Library’s computer equipment safe?

(A) Are all of the computer terminals safe?

Yes – Go to Step (B)

No – Look at options for replacement

(B) If you use a barcode scanner, is it safe?

Yes – go to question 3

No – Look at options for replacement

3. Are all of your Library’s resources safe?

Yes – please see the “Start of Year Procedures” to get LibCode ready for term

No – Can you scan the barcodes on damaged resources without touching the resources (eg the cover of the resource)?

       Yes, barcodes can be scanned on the damaged resources:

• If you can scan the barcodes, you can create a list of resources that need to be replaced by scanning the barcodes of the damaged resources.
• You can then use this list to cull the damaged resources, and compile a list of resources to be replaced.
• Once these items have been culled, create a report of the culled resources.                              

No, barcodes cannot be scanned on the covers of damaged resources:

• Do not try to open the books!
• It would be wise to perform a stocktake of your Library to determine which resources are missing and need replacing.  

What if I need to do a bulk cull of my disaster or flood affected resources?

1. Use Utilities / Setup / Buffer File

2. Scan in the books to be culled

3. Save the buffer file as something meaningful e.g. Cull2011a.buf

4. You can load, add more, and save again until the file is complete

Next Step:

1. Utilities / Update / Cull

2. Use buffer file  (Find Cull2011a.buf) and apply

3. Check the number selected.

4. Print a shelf list of the items to be culled (Either to printer or save as a QRP e.g. Cull2011a.QRP)

(Note: A QRP report can be kept on the system and loaded for an auditor whenever required)

5. Cull the items in the buffer file, taking care to check again the number to be deleted.

6. Check your data before backing up again.