Fiscal Closing and Other Events that require Yearly Statistics

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Fiscal Closing and Other Events that require
Yearly Statistics
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What is a Year?

• Fiscal Year
• Calendar Year
• Statistical Year

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Events Requiring Regular Maintenance

• Serials and Acquisitions
• Circulation
• Cataloging/Database Maintenance
• ILL

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Serials and Acquisitions

• Fiscal Close
• Pcounts
• Old Orders

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Fiscal Close

• Print Final Posting
• Print Final Fund Activity Report
• Print Regular Financial Reports

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Fiscal Close - other options

• Print reports from old fund balance file
• Statistical reports for orders

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Pcounts

• Run statistical reports on the current pcount
  values
• Zero out pcount fields in order to restart the
  count

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Old Orders

• Should you create statistical reports on old
  orders that are being deleted?

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Could be! What kinds of reports?

• Statistical Reports on canceled orders
• Comparative reports on orders
• But note! If you ran these reports as part of
  your annual acquisitions statistical reports, you
  may not wish to run reports on orders being
  deleted.

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Circulation

• Internal Use Counts
• YTD and LYR Circulation Counts
• Patron Expiration Dates
• Inventory and Withdrawn Items

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Internal Use Counts

• INHOUSE Use Statistics by Location
• Circulation Activity by Title

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YTD and LYR Circulation Counts

• Summation of a fixed-length field

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YTD and LYR Circulation Counts

• Weeding

• FYI...
• Besides statistics, why do many libraries
  maintain these counts?

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Patron Expiration Dates

• Patron records whose expiration date has not been
  updated in a given time period may be deleted.
• Staff may have to batch checkin billed items and
  globally purge charges.

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Patron Expiration Dates-Reports

• Statistical Reports on patron Records to be
  deleted
• Reports on purged charges

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Inventory and Withdrawn Items

• Libraries may run reports on items missing after
  one or more inventory counts
• The monthly statistics statistical report gives a
  breakdown of how many items were inventoried each
  month in a specified time period.

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Cataloging/Database Maintenance

• Withdrawn (non-Inventory) Item Records
• Withdrawn Bibliographic Records
• Age of Collection and Collection Development
  Reports

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Withdrawn (non-Inventory) Item Records

• Items marked to be withdrawn, such as
• long missing
• long billed
• damaged

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Withdrawn Bibliographic Records

• Bibs marked to be withdrawn, such as
• No remaining items
• Attached order status z or 2
• Serial holdings withdrawn and no remaining
  checkins

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Age of Collection and Collection Development
Reports

• Recalculate reports as needed
• Collection Development reports are meant to be
  annual reports
• Age of Collection reports may be calculated as
  needed

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ILL

• Generate reports on filled and canceled requests
• Export the filled file to another machine

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Events Requiring Regular Maintenance

• How do you keep track???

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How do you keep track?

• Administration Checklists and Tips in the User
  Manual
• Create checklist calendars
• Assign responsibility
• Add system codes as needed to facilitate system
  maintenance and record-keeping

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If you have...

• Defined what statistics need to be gathered
• Determined what steps need to be taken
• Assigned each task to staff

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Then youll always have the statistics you need

• On Schedule!