Catalog Card/OPAC Method of Stock Verification in Libraries

Catalog Card/OPAC Method of Stock Verification in Libraries

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Table of Contents

  1. Introduction

  2. What is a Catalog Card and OPAC?

  3. Catalog Card/OPAC Method: An Overview

  4. Objectives of the Catalog Card/OPAC Method

  5. Step-by-Step Procedure

  6. Advantages of the Catalog Card/OPAC Method

  7. Limitations of the Catalog Card/OPAC Method

  8. Best Practices for OPAC-Based Stock Verification

  9. Catalog Card Method vs. OPAC Method

  10. When to Use This Method

  11. Conclusion

  12. FAQs


Introduction

Stock verification is a vital process in library collection management, ensuring that the physical holdings match the catalog records. One of the most versatile and evolving methods is the Catalog Card/OPAC Method. This method allows librarians to verify materials either through manual catalog cards or a digital Online Public Access Catalog (OPAC) system. It is especially relevant in modern, semi-automated, and hybrid libraries.


What is a Catalog Card and OPAC?

Catalog Card

A catalog card is a traditional bibliographic record, written or printed on a card, stored in a cabinet. It typically includes:

Cards are arranged alphabetically or by classification number.

OPAC (Online Public Access Catalog)

OPAC is a digital interface that allows users to search a library’s collection via a computer or online portal. It is part of an Integrated Library Management System (ILMS) and shows:

  • Book status (available/issued/missing)

  • Call number

  • Bibliographic details

  • Location and shelf info


Catalog Card/OPAC Method: An Overview

The Catalog Card/OPAC Method involves using either physical catalog cards or the OPAC database as the reference point for stock verification. During this process, librarians:

  • Use catalog entries to identify and locate each item

  • Match catalog data with physical availability on shelves

  • Record missing, misplaced, or damaged items

  • Update records as needed based on findings

This method ensures that the library’s recorded inventory matches the actual collection.


Objectives of the Catalog Card/OPAC Method


Step-by-Step Procedure

Here’s how to conduct stock verification using the Catalog Card/OPAC Method:

Step 1: Prepare Your Catalog

  • For card catalogs: Arrange cards in classification order

  • For OPAC: Generate a printable or digital list by call number or section

Step 2: Assign Sections

  • Divide library holdings among staff members for parallel verification

Step 3: Locate Physical Items

  • For each catalog card/OPAC entry, locate the corresponding book/item on the shelf

Step 4: Check for Accuracy

  • Confirm:

    • Correct title and author

    • Call number and shelving order

    • Physical condition of the item

    • Barcode or RFID match (if applicable)

Step 5: Record Discrepancies

  • Mark:

    • ✅ Present

    • ❌ Missing

    • 🔄 Misplaced

    • ⚠️ Damaged

  • Use a checklist or digital form to capture notes

Step 6: Update Catalog Records

  • If using OPAC/ILMS, update status for:

    • Missing items

    • Withdrawn or replaced books

    • Items requiring re-cataloging

Step 7: Submit Stock Report

  • Generate a Stock Verification Report for management or audit, highlighting:

    • Total items verified

    • Missing or untraceable items

    • Cataloging corrections required

    • Recommendations


Advantages of the Catalog Card/OPAC Method

Advantage Description
Works for Both Manual and Digital Libraries Flexible for all library types
Efficient with OPAC Systems Speeds up process using search and filtering tools
Verifies Both Bibliographic and Physical Data Checks for catalog accuracy and physical presence
Helps in Shelf Order Correction Identifies mis-shelved or misclassified items
Reduces Paperwork with Digital Tools OPAC-based verification eliminates redundant documentation
Enhances User Access Experience Accurate OPAC = easier user search and access


Limitations of the Catalog Card/OPAC Method

Limitation Description
Time-Consuming in Large Libraries Especially when using manual catalog cards
Requires Updated Catalog Outdated records cause confusion and misreporting
Dependent on Staff Knowledge Staff must understand classification and cataloging systems
Doesn't Handle Uncatalogued Items Materials not in OPAC will be missed
May Miss Barcode/RFID Discrepancies Not focused on barcode data unless integrated with ILMS


Best Practices for OPAC-Based Stock Verification

  • Ensure the OPAC is fully updated before stock taking

  • Train staff in using search filters, call number browsing, and report generation

  • Use inventory tools within the ILMS (e.g., Koha’s inventory module)

  • Combine OPAC with barcode or RFID scanners for accuracy

  • Export catalog data into checklists or spreadsheets for offline use

  • Create a “Missing Book Report” within the OPAC system for audit trail


Catalog Card Method vs. OPAC Method

Feature Catalog Card Method OPAC Method
Format Physical cards Digital/web-based catalog
Speed Slower Faster with search/filter functions
Accuracy Depends on manual updates Depends on ILMS data quality
Reporting Manual tallying Can generate automated reports
Integration Not integrated with circulation systems Linked with circulation, barcode, RFID data
Preferred Use Case Small/manual libraries Modern/automated libraries


When to Use This Method

Choose this method if your library:

  • Maintains a card catalog or fully functional OPAC

  • Uses an Integrated Library Management System (ILMS)

  • Requires bibliographic verification as part of stock checking

  • Does not yet have a full barcode/RFID system

  • Is transitioning from manual to automated cataloging


Conclusion

The Catalog Card/OPAC Method of stock verification is a versatile approach that bridges the gap between traditional and modern library practices. It not only checks the physical presence of items but also reinforces the accuracy of the catalog system—ensuring that users have access to correct, searchable, and available resources.

Whether your library still uses card catalogs or has upgraded to a digital OPAC, this method remains relevant, reliable, and adaptable for maintaining a well-organized library collection.


FAQs

1. What does OPAC stand for?

OPAC stands for Online Public Access Catalog, a digital interface for searching and managing library collections.

2. Can this method be used for digital libraries?

Yes, but it is mainly useful for verifying physical items. For digital resources, usage statistics and license management are more relevant.

3. What is the major benefit of using OPAC in stock verification?

It allows quick search, filtering, and report generation, reducing time and improving accuracy.

4. How often should OPAC-based stock verification be done?

At least once per year, but more frequent checks can be done section-wise or via continuous inventory models.

5. Is the Catalog Card Method still in use?

Yes, especially in traditional libraries, rural areas, or where automation has not yet been implemented.


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