millennium statistical reports carolina innovative users group pre- conference october 18, 2006...
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Millennium Statistical Reports
Carolina Innovative Users Group Pre-Conference
October 18, 2006Columbia, South Carolina
Arlene HanerfeldAssociate University Librarian for Technical &
Collection ServicesRandall Library, UNC Wilmington
Millennium Statistical Reports
Emphasis todayBibliographic, item, checkin & order record
reportsNot included today
Web Management Reports, most circulation statistics, vendor statistics
What are Statistical Reports?
Customized reports, based on real time data, unlike Web Management Reports, which don’t allow extensive customization or manipulation of data
Used with Create Lists to create a subset of your database, used as the basis of a statistical report
Starting points
Millennium User Manual Page #105586CSDirect – look at Innovative staff
presentations, especially those from IUG conferences
IUG web site – look for conference presentations and clearinghouse resources
Why use statistical reports?
Monthly & annual reportsAccreditation reports & other requests
for reports about your collectionBudget planningQuality control/database maintenance
Materials Ordered 2005/06 (Order record based on odate & fund)
Materials Received 2005/06(Order record based on rdate & code1)
Discard Statistics 2005/06(Item record based on icode2=w & location)
Pcount 2005/06(Checkin record based on updcnt & pcount)
Materials Cataloged 2005/06(Order record based on cdate & code1)
Education Accreditation Report
Description Volumes
LA History of education 1916
LB1-1139,1705-3640 Theo&pr 9397
LB1140-1547 Preschool, K-3 527
LB1555-1602 Elementary Ed. 1558
LB1603-1695 Secondary Ed. 487
LC8-1099 Spec.aspects/edu. 1565
LC1390-6691 Spe.Class.Pers 2291
Total 17741
L call #’s by location
Location Volumes
UNCW A/V 16mm/8mm Films 20
UNCW A/V Audiocassettes 8
UNCW A/V Compact Discs 10
UNCW A/V CD Oversize 3
UNCW DVD-Documentary 19
UNCW A/V Oversize 182
UNCW A/V Videocassettes 311
UNCW REF Atlas 1
UNCW Microfilm Guides 3
UNCW Reference 635
UNCW Ready Reference 18
UNCW General Collection 16087
UNCW Oversize Coll 6
UNCW Index Collection 116
Education Checkin Records
Subscription type Number
Active journal subscriptions 176
Active non-journal subscriptions 8
Inactive subscriptions 67
Gift subscriptions 7
Online full text subscriptions 549
Total 807
Tips for effective reports
Reports are based on fixed fields, call # fields, and payment fields Code fixed fields according to reports you want to
generate Customize SCAT tables to meet your needs Variable length field reports can be generated by
using Create Lists strategies based on variable length fields, then creating a report of fixed fields from that list
Create a calendar of types of reports and how often they should be run
Print System Status reports at regular intervals
Year-end System Status
Create Lists & Statistical Reports
These functions are very interrelatedCan do statistical reports without Create
Lists, but more effective reports are created if you begin with a customized list
Statistical Reports run on any list can be a good quality control check as “bad codes” will be revealed
Bibliographic Record Report
Not too useful for a consortium unless you start with a list limited by location
Bib list provides title, not volume, counts Use for Call # reports if not in a consortium Bib record fixed fields contain little information
unless you want language, country, bib level or material type
Good way to find bad codes that affect retrieval Locations, Material types, Languages
Item Record Reports
Call # reports in a consortiumCounts volumes, the usual requirement
for IPEDS or accreditation reportsCan be used for circulation reportsReveals bad codes that can affect
retrieval or checkout periods by revealing errors in Locations, Call #, Itype errors
Checkin record reports
Use for pcount/updcnt reports - # of issues checked in by format
Use scodes to generate reports based on specific needsUNCW uses SCODE 3 to designate
bind/don’t bindUNCW uses SCODE 4 to assign an
academic department to each subscription
Order record reports
Acquisition statistics Can provide piece count (vols. x copies)
Cataloging statistics “Generic” order records for materials without order
records Detailed reports by fund
Code3 used for format, i.e. journal, newspaper, index, etc.
Code4 used for academic department Use to project costs, especially for serials
“Generic” order record 1 for each month, bib records for each format
Cataloger increments volume field
Types of reports
Field statistics - Gathers statistics on all fixed-length fields in a record
Periodic reports - Based on date fixed fields
Cross tabulation reports – Examines 2 fields together
Budget planning – Projects future cost or average cost as a separate column in a report
Collection development – Compares expenditures in a time period & projects future costs as an entirely separate report, not just a column