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Effective Collection Statistics Compilation Using Sirsi Reports at Montclair State University

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This presentation by Kathleen Hughes discusses the process of compiling collection statistics at Montclair State University utilizing Sirsi Unicorn reports. It outlines the migration to Sirsi Unicorn in July 2003 and details the automation of data collection for the fiscal year 2005 report. The report examines the requirements for reliable figures, necessary reports for accrediting agencies, and internal library use, including space and resource planning. Various statistics collected annually by different library departments emphasize the reliability and emerging practices in data compilation.

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Effective Collection Statistics Compilation Using Sirsi Reports at Montclair State University

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  1. Library Collection Statistics Using Sirsi Reports Kathleen Hughes Montclair State University June 2008

  2. Brief Intro

  3. Montclair State • Medium sized academic library • Migrated to Sirsi Unicorn July 2003 • Began using supplied reports to compile Collection Statistics with FY2005 report

  4. Automating Data Collection

  5. Points to Consider • Which figures are required? • What to replicate from current report? • Database figures reliable? • Reports available?

  6. Which Figures Required?

  7. Uses of Collection Statistics • Reports for Publication • HEGIS report • ALA • Barron

  8. Uses of Collection Statistics (cont’d) • Reports for Accrediting Agencies • Middle States • AASCB, NCATE, etc. • Individual departmental accreditations

  9. Uses of Collection Statistics (cont’d) • Internal Library Use • Space allocation needs: shelving, storage units • Human resources planning • Bragging Rights

  10. Current Report?

  11. MSU’s Report • Format based on HEGIS report categories • Compiled annually at the end of the fiscal year

  12. MSU’s Report (cont’d) • Statistics collected by various Library departments & forwarded to Head Cataloger for compilation • Cataloging • Government Documents • Multimedia • Periodicals

  13. Statistics collected by the Cataloging Dept. • Number of Titles Cataloged/Withdrawn • By Format • Books, type of media material, e-books, web sites • By Location • Ref & Circ books, Media, Government Documents • By LC Class • For Reference and circulating books only • Number of books & pieces of media that pass through the Dept.

  14. Manual Data Collection • Titles & physical pieces counted at point of cataloging/withdrawal • Information categorized: • Books: • Reference or Circulating book • W/in Circ Collection, by LC classification • Media & Government Documents: • Format

  15. Manual Data Collection (cont’d) • Physical number of books counted as a title, an additional volume or additional copy • Physical pieces of non-book materials counted & categorized by type of material

  16. Reliability of database figures?

  17. Run a few ‘test’ reports • Compare to current report • Determine acceptable rate of variation

  18. Results • LC collections • Titles: OK • Items: OK • Media • Titles: OK • Items: Not OK • Government Documents • Titles: Not OK • Items: Not OK

  19. Reports available?

  20. Report Templates

  21. Report Schedule • Each run monthly • Each report e-mailed to Head Cataloger

  22. One for Books in the LC Classes

  23. One for each of the a-v formats

  24. One for each of the Govt Doc formats

  25. One for Discards

  26. Run as Needed

  27. One for each of the breakdown of LC classes

  28. What Changed? • No longer differentiate between additional volumes and copies • No separate figures for added or withdrawn – can only show the difference between year end totals

  29. What the Same? • Item counts for media still performed manually • Gov Doc figures still compiled manually

  30. Conclusion

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