Annual Statistics - District: Home

Every year near the end of the fiscal year (8/31/YY) we receive an email from district asking for our volume counts.  Starting at end of FY13, we decided to make our procedures for collecting and delivering the information to district consistent. 

We will create a list in Millennium of all of our physical volumes, which includes media and books but does not include any electronic resources.

Then we will create a statistical report based on that list and save it to a spreadsheet to send to district. 

The volume count should not include withdrawn, lost & paid, or reserve items that belong to professors.

In Millennium Create Lists:

1. Create the list of withdrawn, lost&paid, etc. and update a field in the records so that you can easily exclude these records from your all items list. (NLC updates the ICODE2 field to u SUPPRESS but as long as you have a way to eliminate them when you create the list of all items, you can do it any way that is most convenient for your library).
2. Create a list using an empty file that is as large as needed to collect all of your library's items. Here is a suggested strategy:
•    ITEM ICODE 1 = 6  (Replace your library's code for 6)
•    ITEM ICODE2 = -  (If you do not suppress your withdrawn and lost&paid items, then you will need to adjust this line)
•    BIB CAT DATE  > blank (See Discoverying practices. Brief bib records and reserve bibs should have a blank CAT DATE. If your library has    been   following this practice, this line will eliminate brief bibs for new orders and reserve bibs for professor's copies)
•    BIB  SUPPRESS = -

3.  Always examine the list of records to catch anything odd that should not be included.  One way of doing this is to Sort the list by location and look for reserve location items that accidentally got a CAT DATE somehow and remove them.  Discoveryed reserve items that we own are okay and should be counted.

In Millennium Statstics:

1. Run a cross-tab by LOCATION and ITYPE on the list you created above.
2. Export it to a spreadsheet.

In Excel:

Edit the spreadsheet eliminating eresource columns if necessary and adding meaningful labels to each of the columns so that district understand exactly what we are reporting. Example:

1. Delete columns and rows for eresources and anything else that is not physical items.
2. If anything looks odd to you, track down the record and double-check it correctly any field accordingly. 

•    For example, look at the row called "Northeast Lakeview College."
•    Items are in specific locations so I would need to double-check an item with the location code "lnlc" to see what specific location should be    in the location code and change it. 
•    This might mean I have to run the stastistical query again.

1. Add meaningful labels to the columns and rows so that district understands exactly what we are reporting.
2. Add the totals again for any row or column that might change as a result of deleting rows and columns
3. Add the grand total.
4. When finished send to district.

NLC Example: SAC Example coming soon!

For questions, contact Mary MacWithey, 486-0561.