# COLLECTION ANALYSIS 101 Building Useful Collection Statistics from

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COLLECTION ANALYSIS 101 Building Useful Collection Statistics from Scratch Lisa Bobis Technical Services Manager, Joliet Public Library Matt Hammermeister ILS Manager, Pinnacle Library Cooperative

WHO ARE WE? § Joliet Public Library �Population: 148, 000 �Collection: 431, 000 items � 2 locations � 105 employees: 43 full time, 62 part time �Annual budget: $6. 5 million �ILS: Polaris § Pinnacle Library Cooperative � 6 member consortium formed in 2012 � 1. 3 million items � 300, 000 e-content � 1 Staff Member

SETTING UP THE COLLECTION FOR PRIME STATS

ORGANIZING COLLECTION AND STATISTICAL CODES § § § Think broad and go specific. Talk to staff to figure out what they want. Other considerations �Developing collections �Multiple formats § Naming structure

DATA CLEANUP § § Make sure call numbers match stat and collection codes. Get counts of items in each collection to make sure it’s worth creating that collection or stat code. Check format of Dewey Numbers Ongoing maintenance

DETERMINE WHAT STATS ARE NEEDED

FACTORS TO CONSIDER § Monthly or yearly? �Rolling, § § Fiscal, Calendar year? Compare Month to Month or Year to Year? Think about how specific? �Dewey 10 s �By Format �By Language �Audience § Multiple locations

RELATIVE USE § § Ratio of the Percentage of Library’s circs vs. Percentage of Library’s holdings for each collection. Goal - 1: 1 Ratio �If a collection makes up 30% of holdings, it should make up roughly 30% of circs § Greater than 1 – circs higher than holdings �Consider § increasing size of the collection Less than 1 – circs lower than holdings �Consider better. weeding the collection or publicizing it

TURNOVER RATE § § § The average number of circs per item in an area. (the number of circulations divided by the number of items) Example: A turnover rate of 10 for picture books would indicate that on average, each picture book checked out 10 times per year. Goals are library specific.

ACTIVE USE / DEAD COLLECTION § § Percentage of Items that have been checked out recently (Active use) Percentage of Items that have not been checked out recently (Dead collection)

AVERAGE § § Current year – Publication date = Average Determine system for books that don’t have a publication date, like serial records or unknown pub dates)

PERCENTAGE CHECKED OUT § Percentage of items checked out at the time the report is run

HOW DO YOU GET THE DATA?

DATA RETRIEVAL § Polaris �Simply Reports �SQL § Sierra �Create Lists �SQL § § Anything that will allow you to raw get data out of the system easily Schedule the reports so the data comes when needed.

CIRCS § § Number of Checkouts in a particular section Can be used on its own or part of another calculation �Monthly Circs �Relative Use �Turnover rate

TOTAL ITEMS § § Total number of items in a particular section Will be used in other calculations that use holdings data �Relative Use �Turnover Rate § Exclude: �Missing �Lost �Claims Returned �On-Order �In Processing

RELATIVE USE § Ratio of the Percentage of Library’s circs vs. Percentage of Library’s holdings for each collection. § Data needed �Circs �Number of Items

TURNOVER RATE § The average number of circs per item in an area. § Data needed: �Circs �Number of Items

ACTIVE USE § Percentage of Items that have been checked out recently § Data needed: �Items with recent circs �Total Items in Section

DEAD COLLECTION § Percentage of items that have no recent checkouts § Data needed �Items with no recent checkouts �Total items in section

AVERAGE § The average (in years) of each item in a section. § Data needed: �Total (Sum) age of all items in a section �Total Items in section

HOW DO YOU PRESENT YOUR DATA?

PRESENTATION § Think about how you want to present the data �Digitally? �Printed § § out? Can your audience manipulate it? Have full access or just a copy? Emailed? Shared Drive? Etc. How often to update?

FOR JOLIET… § § Monthly Updates Excel �Formulas �Pivot Tables �Form controls for interactivity �One worksheet for the source data �One worksheet for each type of report

DEMO

GETTING BUY-IN BY STAFF

GETTING BUY-IN �Support from Admin is key �Expect to answer LOTS of questions �Include definitions of terms �Selector Summit �Create benchmarks and have accountability �Information overload

RESOURCES �Excel and SQL courses Lynda. com You. Tube Library collection �Colleagues System Admin/ILS Staff/IT Staff IUG Forum

QUESTIONS? Lisa Bobis Matt Hammermeister Technical Services Manager ILS Manager Joliet Public Library Pinnacle Library Cooperative [email protected] org [email protected] org

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