Quarterly Location Sampling
Location Sampling [Q3 2025 -> ]
The aim of location sampling is to check whether any items have moved and to ensure that all locations are correctly recorded in the library management system (LMS) and other relevant documentation e.g. Uncatalogued spreadsheets.
Quarterly location audits will focus on both catalogued and uncatalogued core rare printed material stored onsite. The sample size is 20 items across one or two locations: B11 (basement store) and LG2.7 (strongroom). LG2.7 will not be audited every quarter.
The benchmark for passing the location audit is 90% of audited items found in place.
The sample size may be increased if an audit fails to pass the benchmark.
Sample selection
Half of the sample within a location will be determined from the relevant data source (e.g. catalogue record, uncatalogued spreadsheets) and the other half will be selected in-situ from the shelf to reconcile against the recorded location data in the LMS of the uncatalogued spreadsheets.
Samples can include purposive selections to take account of recent activities or known legacy issues where locations may have changed. Avoid records with the status 'withdrawn' or 'data issues' as there is no physical item to find. Also avoid ephemera boxes which have not yet been itemised. The Ephemera spreadsheet can be used to show which boxes have been itemised and how many items there are in each. Completed boxes also have pink 'Inventory complete' stickers on the side.
Sampling spreadsheet
Spreadsheets are kept in SharePoint in the relevant year folder on the Locations Audit page.
Store name
Select an option from the store list
Sample number
This is a running number
Unique Identifier
Unique item number being checked (found in the shelfmark field in the item record) e.g. EPB/A/1234, EPH/12/34
Additional identifier
Any other identifiers if the item does not yet have a unique item number e.g. volume number, copy number, accession number
Location
The location as recorded in the data (LMS or uncatalogued spreadsheets) or from the shelf - this depends on whether the starting point is the data or the shelf. The location for EPBs is the location plus shelfmark e.g. Closed Stores EPB/C EPB/C/35429, while each item of EPH has a current location field e.g. 215;B11;MR;161;7;1;Box 5. Sometimes the item 'location' may be recorded as 'at digitisation' or out to a reader.
Catalogued/Uncatalogued
Select an option 'catalogued' or 'uncatalogued'
Item chosen from
Select an option 'data' or 'shelf'
Title/Description
Check that the item is what it is expected to be. Check against the title of the item from the data
At Location
Is the item found in place at the location expected? Select 'Y' or 'N' If 'N' but the item is found elsewhere please add details to 'Notes' column
Is location recorded accurately in database?
Select an option 'Y' or 'N'.
Add any further explanation of data issues to the 'Notes' column
Date checked
Enter date in the format DD/MM/YYYY
Recorder name
Add initials of the person carrying out the check
Notes
Add any relevant explanatory notes. e.g. book at digitisation, boundwith with 2 items, not yet inventoried - uncatalogued
Summarising sample for reporting
Once the detailed sample has taken place, the Locations Audit Report spreadsheet should be completed. There are instructions for completion in the second worksheet of the spreadsheet.
Spreadsheet columns to complete
Missing
Data issues
Highest no. missing in one space
Audit spreadsheet link
Notes & recommendations
Step-by step guide
Create new worksheet for the quarter (see this example)
Start by identifying 10 references from the data: a mixture of EPBs (catalogued and uncatalogued) and EPHs (catalogued only).
Choose three catalogued EPBs at random from Sierra/Catalogue.
Add the reference to Unique identifier (column C)
Add the location from the location field in Sierra to Location (column E)
Choose three uncatalogued EPBs, selecting randomly from the EPB uncatalogued spreadsheets.
Choose four EPHs from the inventoried boxes (all the boxes highlighted in green on the Ephemera Spreadsheet have been inventoried) and complete the columns for reference, location and title.
Head down to the stacks to check if the printed works are at the correct location.
While in the stacks,
Select five EPBs from the shelves, check the location matches the data and complete spreadsheet.
Select five EPHs from the boxes, check the location matches the data and complete the spreadsheet.
Complete relevant line on Locations Audit Report, flagging any issues.
Previous location sampling [Q1 2022 - Q2 2025]
The aim of location sampling was to check whether items had been moved since they were inventoried and, if they had, to ensure any move had been recorded properly.
As location and movement control was not yet fully formalised for the early printed book, sampling focused on whether or not inventoried items were still in place and that data on Sierra was accurate.
Sampling spreadsheet
Item Number
Based on sample size e.g. 1 to 20
Shelfmark
The unique object number of the item being checked. In a sample of 20 items, 10 items will be picked from inventory data. Items will be chosen from particular locations, with a mix of catalogued and uncatalogued items. The sample may contain items listed as found, missing or recheck. The remaining 10 items will picked at random from shelves from the locations provided.
Collection Location
Different locations will be sampled at different times; this will be made clear in any accompanying notes. Locations sampled will have been fully or partially inventoried.
Item Chosen From
Half the items will be pre-entered from a Database (such as Sierra or Excel) while the other half will be listed as Shelf and be picked at random from locations provided.
Catalogued/Uncatalogued
Status will not be revealed before sampling has taken place but added during checks.
At Location [Y/N]
Is the item on the shelf? If yes, then no further work is needed but, if no, a reason why should be added to the notes column. For example a missing item would not be on the shelf but this may be expected based on the Sierra record.
Date checked
Provide a date for when the sampling took place e.g. 22/02/2023.
Recorder
Add initials of the person carrying out the check.
Is Location Data Accurate on Sierra/Excel?
Similar to At Location, add a Y or N and a note if necessary. For example, since inventory has the item returned from a reader or been sent to an exhibition?
Notes
Add anything that may be relevant to the sampling. Is there data missing from the record? Are the correct exhibition/retrieval slips on the shelf? Is it missing a flag/box unnumbered?
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