Running Inventory with a Portable Barcode Scanner

Some libraries have portable barcode scanners designed to be used for inventory. These scanners collect and store barcode information which can then be exported as a file and saved on a computer.

  1. Scan every item barcode on shelf in the chosen area.
  2. Export the barcodes to a text file (we recommends using Notepad) and save the file on a computer with access to Sitka’s Evergreen. The barcodes should be in one single spaced single column without extra spaces anywhere.
  3. Use Cut and Paste functions to break the big list of barcodes into smaller lists and save each list as an individual text file (we recommend each list contains about 50 barcodes). Name your files in sequence, e.g. inventory001, inventory002…, so that it will be easy to follow when you upload the files.
  4. On the Item Status screen in Evergreen, click Choose File.
  5. You will be prompted to browse your local computer to find the barcode files. Navigate to and select your first file and click Open.
  6. Every item on the list is retrieved and displayed. It may take a while if the list is long. Select all items using the checkbox at the top of the Row Selector Column.
  7. Click Actions → Check in Items.
  8. Repeat steps 4-7 to check in the items in all of your files.


You may see prompt popups for items with special statuses, such as lost, missing, checked out, in-transit or routing to the holds shelf. Once you confirm the prompt, the loading will continue. You need to follow up with items going on hold shelf and in-transit.

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