manipulating innovative data when youre not an expert 2008 wiliug fall meeting october 24, 2008 gail...

Manipulating Innovative Manipulating Innovative Data When You’re Not an Data When You’re Not an ExpertExpert

2008 WILIUG Fall Meeting October 24, 2008 Gail Borden Public Library District, Elgin, IL

Who am I?Who am I?

Susan LytinenAssistant DirectorTechnical Services DepartmentGail Borden Public Library District270 N. Grove Ave.Elgin, IL 60120 (847) 608-5013slytinen@gailborden.info

IUG 2007 (San Jose) poster session “Individual cataloger statistics” online at

http://innovativeusers.org/programpages/IUG2007/category/session/poster/

This presentation is online athttp://wiliug.pbwiki.com/Current-Meeting

You don’t have to be a data You don’t have to be a data manipulation expert to get manipulation expert to get reports you want out of reports you want out of Innovative.Innovative.

1. Decide what report you want.2. Study your records and figure

out where to get the data.3. Start wrestling.4. Change your methods as you

learn more or get more help.

1. Decide what report you 1. Decide what report you want.want.Monthly cataloging report by

catalogerLevel of difficulty as well as number

of records◦Kind of material:

book vs AV English vs Spanish Adult vs youth

◦Cataloging category: new title vs added copy Inputting original record vs editing existing

record (copy cataloging) Serial record vs monograph

Sample reportSample reportCataloging category

Cataloger

Kind of material

Original serial

Original monograph

Copy cataloging Non-DLC serial

Copy cataloging DLC serial

Copy cataloging Non-DLC monograph

Copy cataloging DLC monograph

Serial item added in Innovative

Monographic item added in Innovative

Item added in OCLC

Cataloger A

Adult English book

Cataloger A

CD 1 2 3 10 1 17

Total for Cataloger A

0 1 1 0 2 3 0 11 1 19

Cataloger B

Youth English book

19 12 15 2 48

Youth Spanish book

4 30 25 30 89

Total for Cataloger B

0 4 0 0 49 12 0 40 32 137

Total 0 5 1 0 52 15 0 51 33 156

2. Study your records and 2. Study your records and figure out where to get the figure out where to get the data. data. Some information is already there, some you have to add.◦We were able to find or add all the

information we needed in either the bib or the item records.

Our record sources:◦We load bibs from OCLC.◦We add 949 tags for record overlay

and item record creation.◦We add some item records in

Innovative.

Where we got our dataWhere we got our dataMonthly cataloging report by

cataloger◦We put a 2-digit number in ICODE1.

Level of difficulty as well as number of records◦Kind of material:

book vs AV English vs Spanish Adult vs youth

◦We used the item record location code.

Where we got our cataloging Where we got our cataloging category datacategory dataNew title vs added copy

◦We put “t” in ICODE2 for new title.◦We put “a” in ICODE2 for added copy.

Inputting original record vs editing existing record (copy cataloging)◦Bib tag 040 $a contains the code for

agency that created the record.◦ If the record requires so much editing

that it is equivalent to making a new record, we add 040 $z.

Serial record vs monograph◦We used the bib record BIB LVL.

3. Start wrestling.3. Start wrestling.I do a Create Lists search, export

the results to a text file, suck the text file into Access and perform update queries, export it into Excel and calculate subtotals, then copy and paste and type some things in by hand.

Obviously, I am not an expert.

A. Search for item records created A. Search for item records created during the month.during the month.

B. Export information from the item B. Export information from the item and bibliographic records to a text and bibliographic records to a text file.file.

C. In Notepad, the text file looks C. In Notepad, the text file looks like this:like this:

D. Import the text file into an D. Import the text file into an Access table.Access table.

E. Use Access update queries to add a E. Use Access update queries to add a Category field and a Count field to each Category field and a Count field to each record in the table.record in the table.

Categories from most to least Categories from most to least difficultdifficultOriginal serial The cataloger has entered

an original serial record into OCLC or extensively revised an inadequate vendor record.

ICODE2 = t Tag 040 subfield a = IF9 [our library’s OCLC symbol] or 040 subfield z = IF9BIB LVL = s

Original monograph The cataloger has entered an original monographic record into OCLC or extensively revised an inadequate vendor record.

ICODE2 = t Tag 040 subfield a = IF9 or 040 subfield z = IF9BIB LVL = m or c

Original serial The cataloger has entered an original serial record into OCLC.

ICODE2 = t Tag 040 subfield a = IF9 [our library’s OCLC symbol] BIB LVL = s

Original monograph The cataloger has entered an original monographic record into OCLC.

ICODE2 = t Tag 040 subfield a = IF9 BIB LVL = m or c

Non-DLC serial The cataloger has edited an existing serial record in OCLC; record was not created by the Library of Congress.

ICODE2 = t Tag 040 subfield a is not IF9 or DLC BIB LVL = s

Non-DLC monograph The cataloger has edited an existing monographic record in OCLC; record was not created by the Library of Congress.

ICODE2 = t Tag 040 subfield a is not IF9 or DLC BIB LVL = m or c

Categories from most to least Categories from most to least difficult 2difficult 2

DLC serial The cataloger has edited an existing serial record in OCLC; record was created by the Library of Congress.

ICODE2 = t Tag 040 subfield a = DLC BIB LVL = s

DLC monograph The cataloger has edited an existing monographic record in OCLC; record was created by the Library of Congress.

ICODE2 = t Tag 040 subfield a = DLC BIB LVL = m or c

Serial item added in Innovative The cataloger has added an item record in Innovative to an existing serial bibliographic record.

ICODE2 = a BIB LVL = s Item CREATED date is not equal to Bib CAT DATE

Monographic item added in Innovative The cataloger has added an item record in Innovative to an existing monographic bibliographic record.

ICODE2 = a BIB LVL = m or c ITEM CREATED date is not equal to BIB CAT DATE

F. Run an Access cross-tab query on F. Run an Access cross-tab query on location code and category.location code and category.

G. Export the cross-tab table to G. Export the cross-tab table to Excel.Excel.

H. Format the Excel spreadsheet to your H. Format the Excel spreadsheet to your taste, then use Excel to subtotal the taste, then use Excel to subtotal the statistics. statistics.

I. Make a cumulative spreadsheet I. Make a cumulative spreadsheet for the year.for the year.

J. Copy the cataloger’s cumulative statistics J. Copy the cataloger’s cumulative statistics and the cumulative statistics for the and the cumulative statistics for the department as a whole into the cataloger’s department as a whole into the cataloger’s monthly report.monthly report.

This is a print preview of the This is a print preview of the cataloger’s report.cataloger’s report.

K. If you wish, you can also give each K. If you wish, you can also give each cataloger a version of the year’s cumulative cataloger a version of the year’s cumulative spreadsheet that does not show the spreadsheet that does not show the catalogers’ names.catalogers’ names.

4. Change your methods as 4. Change your methods as you learn more or get more you learn more or get more help.help.Possible improvements:

◦Categorize location codes so reports are always the same length, data from Access could be pasted into pretotaled Excel spreadsheets?

◦Do entire report in Access?

Bonus report: Most Bonus report: Most PopularPopularPR often wants to know “most

popular” library materials.Problem:

Circulation counts are stored on individual item records. No total for bib record No total for title with more than one bib

Semi-solution:Total the circulation counts for all

items attached to the same bib.

Use the same 4 steps:Use the same 4 steps:

1. Decide what report you want.2. Study your records and figure

out where to get the data.3. Start wrestling.4. Change your methods as you

learn more or get more help.

1. Decide what report you 1. Decide what report you wantwant

10 Most Popular Picture Books

Rank Author Title Circulation

1 Author 1 Title linked to OPAC 100

2. Study your records and figure 2. Study your records and figure out where to get the data.out where to get the data.Bib record

◦ Bib record number (for OPAC link)◦ Author◦ Title◦ Location

Item record◦ Item record number (for troubleshooting)◦ Bib record number◦ Circulation: TOT CHKOUT, TOT RENEW,

YTDCIRC, LYRCIRC◦ Location

3. Start wrestling.3. Start wrestling.

A. Find the bib records.B. Find the item records.C. Export the records to 2 text

files.D. Import the text files into 2 tables

in Access.E. Total the circ figures of the item

records grouped by bib number.F. Tie bib info to circ totals.

A. Find the bib records 1A. Find the bib records 1Not on-the-flyHave at least one item available

for checkoutHave at least one picture book

We wish to interrupt our We wish to interrupt our regularly scheduled regularly scheduled presentationpresentationTo reiterate Step 4:

4. Change your methods as you learn more or get more help.

Web Management Reports to Web Management Reports to the rescuethe rescue

Web Management reports Web Management reports to the rescueto the rescueClick on “Circ Activity”

Circ Activity reportsCirc Activity reports

Click on “Title”

Circ Activity reportsCirc Activity reportsClick on “Submit”

Title reportTitle reportCirculation Statistics by Title!

Title reportTitle reportScroll down to select the correct

review file, then scroll back to the top and click on “Submit Query.”

Title reportTitle reportClick on “Status”

Title reportTitle reportClick on the up or down arrow to see

more pages of the report.

Title reportTitle reportClick on “Download” to save a file.Save it as a .txt file. It will be pipe-

delimited.

Import into ExcelImport into ExcelChkout gives historical statistics.Total YTDCIRC and LYRCIRC for recent

stats.

Sort by your choice of fieldSort by your choice of fieldI chose to sort by Chkout instead of 2

year circ.

Copy data and formatCopy data and format

I copied into Word and created a table.

Report created with AccessReport created with Access Includes author and OPAC link Includes renewals in Circulation total

Problems with these reports:Problems with these reports:

They don’t total circulation for titles that have more than one bib.

They don’t include circulation figures from deleted items.

The Access version is difficult to run against your entire database.

For more information:For more information:

Appendix: Using AccessAppendix: Using Access

The following pages show my original (and more laborious) method for generating the “Most Popular” report.

3. Start wrestling.3. Start wrestling.

A. Find the bib records.B. Find the item records.C. Export the records to 2 text

files.D. Import the text files into 2 tables

in Access.E. Total the circ figures of the item

records grouped by bib number.F. Tie bib info to circ totals.

A. Find the bib records 1A. Find the bib records 1Not on-the-flyHave at least one item available

for checkoutHave at least one picture book

A. Find the bib records 2A. Find the bib records 2Limit the previous review file to

bibs that have an item that has circulated

B. Find the item recordsB. Find the item records

From the last review file of bibs, get items that have circulated

C. Export the records to 2 C. Export the records to 2 text files.text files.

D. Import the text files into D. Import the text files into 2 tables in Access 12 tables in Access 1Bib records

D. Import the text files into D. Import the text files into 2 tables in Access 22 tables in Access 2Item records: Add empty“Total

Circ” and “Two Year Circ” fields.

E. Total the circ figures of the item E. Total the circ figures of the item records grouped by bib number1records grouped by bib number1

Update query: ◦ TOT CKOUT + TOT RENEW = Total Circ◦ YTDCIRC + LYRCIRC = Two Year Circ

E. Total the circ figures of the E. Total the circ figures of the item records grouped by bib item records grouped by bib number 2number 2

Grouping by bib number:

F. Tie bib info to circ totals 1F. Tie bib info to circ totals 1Author and title are from bib.Circ totals are from item query.

F. Tie bib info to circ totals 2F. Tie bib info to circ totals 2Sort by Sum of Total Circ for all-time

favorites.Sort by Sum Of Two Year Circ for recent

favorites.

F. Tie bib info to circ totals 3F. Tie bib info to circ totals 3 If you copy and paste the 1st 10 lines of the

Access table into Word, they automatically form a Word table.

F. Tie bib info to circ totals 4F. Tie bib info to circ totals 4Edit your tableUse the bib number to make links to your

OPAC. Note that the check digit must be deleted.

Problems with this report:Problems with this report:

It doesn’t total circulation for titles that have more than one bib.

It doesn’t include circulation figures from deleted items.

It is easier to run for a limited subset of your collection.

For more information:For more information:

manipulating innovative data when youre not an expert 2008 wiliug fall meeting october 24, 2008 gail...

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