Strategies for Statistics

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• Strategies for Statistics
• April 2000

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• You need STATS
• How ?
• How difficult?
• Can you do it?
• How long will it take
• First step
• DEVELOP YOUR STRATEGY

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STRATEGIZE

• DEFINE GOAL
• DETERMINE DATA
• HOW IS DATA COUNTED
• WHAT PROGRAMS

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Problem 1Circulation Stats Patron types by
Classification
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CIRC Stats Patron by Classifcation

• GOAL
• What types of patrons borrowing areas of
  collection
• DATA
• Patron Types, Circ stats by Call
• HOW COUNTED
• Circ cumulations
• WHAT PROGRAMS
• Web Management Reports
• CIRC CROSS TABS (Rel 2000)

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SET-UP REQUIRED

• Define SCAT Table
• Define PATRON Type Code
• Must define PRIOR to
• circulating period requiring stats

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Problem 2PERFORMANCE INDICATORS
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CIRC Stats PerformanceIndicators

• GOAL
• Within a Call Number range or collection, what
  is the percentage of circulations versus holdings
  in the collection

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Performance Indicators

• DATA
• Call Number range definition
• SCAT Table
• How COUNTED
• Collection Counts
• in SCAT categories
• Circulation Counts
• in SCAT categories
• In desired time period

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Performance Indicators

• What PROGRAMS
• WEB Management Reports
• Collection Development report
• Create report for desired time period
• Download results
• Spreadsheet program
• Import data
• Divide Circulations by Items in Collection

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Not desired percentages!
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SET-UP REQUIRED

• Define SCAT Table
• Must define PRIOR to
• circulating period requiring stats

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Problem 3Acquisitions Serial Cost Predictions
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ACQ Serial Forecasting

• GOAL
• Predict serials budget for next fiscal year
• DATA
• Costs in 2 fiscal periods for serials

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ACQ Serials Forecasting

• HOW Counted
• PAID fields in order records
• Fiscal date periods
• Order codes that define Serials
• WHAT Programs
• Create Statistics
• reports by codes
• Create Lists
• reports by record/title

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SET-UP REQUIRED

• Define Fixed Code in Orders to define SERIALS

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Problem 4Collection Growth
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Collection Growth

• GOAL
• Counting titles/item/pieces added or deleted
  during a fiscal year

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FACTORS affecting strategies

• TIME PERIOD
• how to limit?
• TREATMENT OF MATERIAL TYPES
• different records? Different codes?
• SYSTEM MAINTAINED COUNTS
• which fields in records have counts?
• CUMULATION PROGRAMS
• what programs use what data?

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WHAT TO COUNT?

• VOLUMES ADDED
• by type (printed, microform, fiche)
• VOLUMES DELETED
• by type
• TITLES ADDED
• by type
• TITLES DELETED
• by type

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FREQUENTLY USED PROGRAMS

• Information About The System
• Create Lists
• Create Statistical Reports
• Web Statistical Reports
• MAY NEED COMBINATIONS OF PROGRAMS

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VOLUMES ADDED-strategies -

• ITEM record counts
• ORDER record counts/Volumes
• SERIAL record PieceCounts
• Web Collection Development
• compile each year compare
• Multiple strategies often needed !

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BEST STRATEGY?

• DEPENDS ON
• Type of material
• Does Item record or Checkin record contain
  countable data
• Do cards contain all issues received during year
• How are records coded
• SCODES, etc.

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Using Checkins, Items and Orders

• Use CHECKIN Record counts for
• Issues received
• Use ITEM Record counts for
• Monographs Bound Volumes
• Use ORDER Records counts for
• Materials without items or checkins

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Use of PieceCount forAnnual Statistics

• TO COUNT
• issues received
• pieces received
• GET ANNUAL STATS BY
• Set counts to 0 at start of year
• Create Statistics at end of year
• Use SUMMATION of Fixed Field to get count

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PieceCount-Getting Started-

• Decisions to make
• How a checkin is counted
• By pieces received
• By issue received
• Not counted
• What detailed breakdowns needed
• By type of material others?
• Where is this data coded?

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Setting Up PieceCount

• Two new fields used
• PCOUNT actual number counted
• UPDCNT code specifying HOW to count
• Define Codes for UPDCNT
• Add UPDCNT codes to records
• Rapid Update PCOUNT to 0
• Checkin and Start Counting!

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UPDCNT Codes

• a-i
• Increment PCOUNT field with number of copies
  received
• j-r
• Ask operator for the number of pieces received
• s-z
• Do not update PCOUNT field do not ask for number
  of pieces

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Note on Resetting PCOUNT

• For ACCURACY, reset the PCOUNT to zero in every
  Checkin record at beginning of year
• Use RAPID UPDATE or UPDATE records to reset

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EXAMPLE ofPieceCount Usage

• In this example
• Uses standard INNOPAC codes in UPDCNT
• Library uses SCODE2 to distinguish types of
  records
• HINT prior to running statistics program,
  create a list of relevant checkins

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CREATE STATISTICSFirst Screen
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S gt SUMMATION STATISTICS
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CHOOSE PCOUNT
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BREAK COUNT DOWN BY FIELD CODES
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SELECT FIELD WITH BREAKDOWN CODES
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EXAMPLE BREAKDOWN BY SCODE2 MEANINGS
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-continued-
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Breakdown by PCOUNT
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OTHER STRATEGIES

• TITLES ADDED strategies
• Create List based on CATDATE
• Run statistics program
• Use COLLECTION MANAGEMENT each year
• compare annual reports from different years

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VOLUMES or TITLES DELETED-strategies-

• Information About the System
• Use count of deleted records
• Difference from one year to next
• or
• Code Records for Deletion
• Suppress records
• Run statistics programs to count
• Delete records
• or
• Use PieceCount

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Use PieceCount for Deleted Records

• Create a bibliographic record
• Title Deleted Records
• Suppress record from OPAC
• Create Checkin Records
• For Titles
• one for each type of material
• For Items
• one for each type of material

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Deleted Records-continued-

• When Titles or Items deleted
• Checkin on appropriate card
• Count Titles or Pieces as needed
• PCOUNT fields contains count for year
• New Fiscal Year
• Reset PCOUNT fields to 0
• or
• Create new checkin records for new year

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New ProblemTotal Circulations by Title/Call
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Web Circulations by Title
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Char-based Circs by Title
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INNOVATIVE INTERFACES INC.