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

hanerfelda@uncw.edu

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