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Millennium Statistical Reports

Millennium Statistical Reports . Carolina Innovative Users Group Pre-Conference October 18, 2006 Columbia, South Carolina Arlene Hanerfeld Associate University Librarian for Technical & Collection Services Randall Library, UNC Wilmington hanerfelda@uncw.edu. Millennium Statistical Reports.

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Millennium Statistical Reports

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  1. Millennium Statistical Reports Carolina Innovative Users Group Pre-Conference October 18, 2006 Columbia, South Carolina Arlene Hanerfeld Associate University Librarian for Technical & Collection Services Randall Library, UNC Wilmington hanerfelda@uncw.edu

  2. Millennium Statistical Reports • Emphasis today • Bibliographic, item, checkin & order record reports • Not included today • Web Management Reports, most circulation statistics, vendor statistics

  3. 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

  4. Starting points • Millennium User Manual Page #105586 • CSDirect – look at Innovative staff presentations, especially those from IUG conferences • IUG web site – look for conference presentations and clearinghouse resources

  5. Why use statistical reports? • Monthly & annual reports • Accreditation reports & other requests for reports about your collection • Budget planning • Quality control/database maintenance

  6. Materials Ordered 2005/06 (Order record based on odate & fund)

  7. Materials Received 2005/06(Order record based on rdate & code1)

  8. Discard Statistics 2005/06(Item record based on icode2=w & location)

  9. Pcount 2005/06(Checkin record based on updcnt & pcount)

  10. Materials Cataloged 2005/06(Order record based on cdate & code1)

  11. Education Accreditation Report

  12. L call #’s by location

  13. Education Checkin Records

  14. 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

  15. Year-end System Status

  16. Create Lists & Statistical Reports • These functions are very interrelated • Can 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

  17. 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

  18. Item Record Reports • Call # reports in a consortium • Counts volumes, the usual requirement for IPEDS or accreditation reports • Can be used for circulation reports • Reveals bad codes that can affect retrieval or checkout periods by revealing errors in • Locations, Call #, Itype errors

  19. Checkin record reports • Use for pcount/updcnt reports - # of issues checked in by format • Use scodes to generate reports based on specific needs • UNCW uses SCODE 3 to designate bind/don’t bind • UNCW uses SCODE 4 to assign an academic department to each subscription

  20. 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

  21. “Generic” order record 1 for each month, bib records for each format

  22. Cataloger increments volume field

  23. 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

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