I-Share Annual Statistical Package for Voyager Data

The reports included in the Annual Statistics Package have been designed by CARLI staff and committees to provide basic data to meet many of the reporting needs of the I-Share libraries. This document describes the reports in the statistics package and provides suggestions about how to use and interpret them.

NOTE: This page and the reports described cover only Voyager data. Instititutions may find these useful in filling out 2021 reports for IPEDS and ACRL using our pre-migration stats. CARLI will be developing a new set of annual reports for Alma.

(updated 3/26/2021)

Contents

1. General Information about the Annual Statistics Package
   1a. Tips for Opening the Annual Stat Files in Excel Format
2. Description of the reports in the Annual Statistics Package
   2a. Collection Analysis
   2b. Circulation Activity
   2c. Universal Borrowing Circulation: Where the Item and Patron are from Different Libraries
   2d. Acquisitions & Serials
3. Tips on Using These Reports to Fill out Surveys from External Agencies
   3a.ILLINET Interlibrary Loan and Reciprocal Borrowing Survey
   3b.IPEDS Survey
   3c.ACRL Survey
   3d.ARL Survey

1. General Information about the Annual Statistics Package

CARLI staff run most of these statistics on July 1 for all I-Share libraries. If your library has informed CARLI that your fiscal year begins on a date other than July 1, then you also receive statistics aligned with your fiscal year. A few of the reports are run more frequently, as noted below in the descriptions of the reports.

 When the statistics are run by CARLI staff, they are deposited in a file in the ftp account belonging to your library. The name of the file is given in the description of each statistic below. The I-Share Liaison at your library has access to the ftp account; perhaps other library staff do as well. Remember that files are deleted from the ftp directory after 60 days. Each I-Share library should make sure that someone fetches and retains the files so that you have them when you need them.

 Most of these statistics are also available as Microsoft Access queries (the exceptions are some of the UB statistics.) The only bad thing about the Access queries is that some of them take a long time to run.  However, they have some advantages.  The formatting of the Access queries is usually more pleasing than the reports that are run automatically by CARLI. For the circulation and acquisitions queries, running them in Access lets you run them for other time periods (monthly? quarterly?) than you get automatically from CARLI. For the collection queries, you can run them to get a snapshot of your collection at times other than July 1. 

The Annual Statistics Package has been developed over many years by CARLI staff and committees. Most recently, in the winter of 2008-2009, the Reports and Statistics Task Force reviewed and made additions to the package. This Task Force looked particularly at the reports that libraries need to provide to various state and national agencies. They wrote the tips on using the Annual Statistics Package to fill out external reports, as found in section 3 of this document.

The Annual Statistics Package is but the tip of the iceberg in the world of I-Share statistics. 

• There are statistics available through the Voyager Reporter client. These are documented in the Voyager Reporter Users Guide.
• Ex Libris distributes a set of “prepackaged” queries that are bundled in a Microsoft Access database. These, too,  are documented in the Voyager Reporter Users Guide.
• There are many more Access queries listed on CARLI’s Shared SQL pages. Among them are corrected versions of some of the prepackaged queries. 
• From time to time, CARLI staff fold all of the shared SQL queries into the Access reporting environment along with the prepackaged queries, so that they are very easy to use.  But there are usually more queries on the Shared SQL pages than you will find in your Access database, and sometimes the version on the Shared SQL pages is more current.
• As you develop skill with Microsoft Access and the Voyager data, you can use Access to write queries to meet your own needs. 
• You can ask CARLI staff to write reports to meet your needs. 

So, if you cannot find what you need, please email the CARLI Office.

Tips For Opening the Annual Stats Files in Microsoft Excel

The files for the Annual Statistics are in the .rpt format; this format can be opened in Microsoft Excel.

1. Open Microsoft Excel
2. Go to File> Open> And then browse for where each file is located on your computer.
   • Switch the drop down menu for "All Excel Files" to be "All Files" and select one of the reports you'd like to open.
3. Since the reports have been written over the years, they do have some differences in the formatting. When the Text Import Wizard opens for each file, here are some suggestions:
   • For the circ_stat reports,  choose  "fixed width" on step 1, on step 2 remove or rearrange the extra column breaks by clicking as the directions say, and Finish on step 3.
   • For the coll_stat reports, choose "delimited" on step 1, on step 2 uncheck tab and choose "other- enter the pipe symbol '|' (shift backslash), on step 3 hit Finish.
   • For the ub_stat reports, choose "delimited" on step 1, on step 2 uncheck tab and choose "other- enter the pipe symbol '|', on step 3 hit Finish.

Please email the CARLI Office with any questions.

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2. Description of the Reports in the Annual Statistics Package

2a. Collection Analysis

Note: The Collection Analysis statistics are a snapshot of your collection at the time the statistic was created. 

Beginning in July 2017, Collection Stats 1-7 are generated using two approaches. The original approach, as desribed below, states the number of records in a library's database without consideration for suppression or status. The second approach states the number of records in a database that are unsuppressed, and visible to patrons in your public catalog. These reports are numbered as "a" (e.g., "Collection Stat 1a", "coll_stat_1a_xxx_startyymon_endyymon.rpt")

Collection Stat 1. Comprehensive Item Count by Bib Format and Item Location
This report counts all items in your collection by bib format (the record type and bib level from the bib record fixed fields) and item permanent location.  The bib format is translated where possible (e.g. am=Book ) For the item permanent location, both the location code and the location name are given.

File name: coll_stat_1_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 2. MFHDs Without Items
This report counts all MFHDS in your collection, where the MFHDs have no items attached, by bib format (the record type and bib level from the bib record fixed fields) and the MFHD location. The bib format is translated where possible (e.g. am=Book )  For the MFHD location, both the location code and the location name are given. This report might tip you off that there are item records missing from your catalog. If you are interested in MFHDs created this year without items, see Collection Stat 4.

File name: coll_stat_2_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 3. Fiscal Year: Items Added
This report counts items that have been added to your collection during a specified period. The counts are broken down by permanent location and Voyager item type. This might be useful for: accreditation, or collection development. The Access version of this report is formatted as a table; you might prefer this format to the list-style format that you receive in your ftp directory. Fields in the final report: item permanent location, Voyager item type, and the number of items added during the specified period.

File name: coll_stat_3_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 4. Fiscal Year: MFHDs without Items Added
This report counts MFHDs added to your collection this year, where the MFHD has no items attached, by bib format (the record type and bib level from the bib record fixed fields) and MFHD location. The bib format is translated where possible (e.g. am=Book ) For the MFHD location, both the location code and the location name are given. This report might tip you off that there are item records missing from your catalog. If you want counts of all such MFHDs, regardless of when they were created, see Collection Stat 2.

File name: coll_stat_4_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 5. Comprehensive Item Count by Item Type
This report counts all items in your collection by item type and item permanent location. The item type is given as both the item type code and the item type display name.  For the item permanent location, both the location code and the location name are given.

File name: coll_stat_5_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 6. Comprehensive Bibliographic Record Count
This report counts bibs by bib format (the record type and bib level from the bib record fixed fields).

File name: coll_stat_6_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 7. Bibliographic Record Count by Language
This report counts bibs by language.   The language code from the fixed fields is used, not the codes from the 041 field. A list of the language codes is available at http://www.loc.gov/marc/languages/

File name: coll_stat_7_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Note: Collection Stats 8 and 9 are run for all I-Share libraries at once and posted on the CARLI web site. They are not distributed in the ftp accounts.

Collection Stat 8. Database Record Count
This report counts the total number of bibs, MFHDs, and items in your collection. This report will generate a single table for all libraries and it will be posted on the Annual Statistics page.

Collection Stat 9. Unique Titles Count
This report counts the total number of bibs that are held by only one I-Share member library, broken out by the holding library. This report will generate a single table for all libraries and it will be posted on the Annual Statistics page.

Libraries will also receive a list of their unique titles as displayed in the I-Share union catalog. This report includes basic title and imprint data, along with record numbers that can be used to match with local data in a library's CARLI_Reports_20XX.mdb Access Reports file.

File name: uniq_bib_list_xxx_yyyymmdd.txt, where:

xxx is the 3-letter database code
yyyymmdd is the date when unique titles were examined in the union catalog

Note: If you are interested in collection development statistics, look at UB Stat 3 below.

Collection Stat 10: Items Lost Missing or Withdrawn
This report counts the items that received a status of Lost-Library Applied, Missing or Withdrawn and still have that status.

File name: coll_stat_10_xxx_startyymon_endyymon.rpt,  where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 11: Unsuppressed Title Count by First Location
This report provides a title count, organized by format and location, of records the in your library’s database where neither the Bib record nor the MFHD record are OPAC suppressed. Each bib record is counted only once regardless of the number of holding records attached. The data in this report is a snapshot of your library’s collection on the date the report is run.

File name: coll_stat_11_xxx_startyymonl_endyymon.rpt, where:

xxx is the 3-letter database code
 

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2b. Circulation Activity

Circulation Stat 1. Circulation by Item Location
This report counts items charged and renewed by item permanent location during a specified period. For the item permanent location, both the location code and the location name are given. If there were items that circulated in the past year but have since been deleted, they will be listed in a pseudo location called “Deleted Item”. Charges by patrons of other I-Share libraries are included. This report useful for identifying the busiest parts of your collection. The Access version of this report is formatted as a table with columns for charges and renewals. This might be preferable to the list-style format that you receive in your ftp directory.

File name: circ_stat_1_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 2. Circulation by Happening Location
This report counts charges, discharges, and renewals by circ happening location during a specified period. The circ happening location is identified by both location code and the location name. 

This report is useful for identifying the busiest circ desks.  If your items were charged or discharged by another I-Share library, those transactions are not counted here; use Circulation Stat 5 if you want to include those transactions.  For renew transactions done in Web Voyage since July 2006, the location is the item’s location, not the circ happening location.  The Access version of this report is formatted as a table with columns for charges, discharges, and renewals. This might be preferable to the list-style format that you receive in your ftp directory.

File name: circ_stat_2_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 3. Circulation by Patron Group/Home Library
This report counts the charges and renewals done during a specified period, by patron group and patron’s home library. For your own patrons this is useful for circulation demographics.  The Access version of this report is formatted as a table with columns for charges and renewals. This might be preferable to the list-style format that you receive in your ftp directory.

File name: circ_stat_3_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 4. Serial Circulation
This report counts charges (but not renewals) of items attached to serials, listing the serial title, main entry, and ISSN along with the count. It includes charges by patrons of other libraries.  The query identifies serials by looking for record type = 'a' and bib level = 's' in the bib record. This is useful for identifying the most and least used serial subscriptions.

File name: circ_stat_4_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 5. Comprehensive Circulation by Happening Location
This report tallies all circulation transactions (Charges, Renewals, Discharges, UB Route Ins, and Fines)  by circ happening location. Local and UB transactions are both included; if you want only your local activity, use Circulation Stat 2.  If the circ happening location shows as “off-site”, the transaction was either done at the circ desk of another I-Share library or (for renewals) in Web Voyage.  The count of discharges reflects real discharges; discharges done to "route in" UB items are counted separately. The count of UB Route Ins may be a bit low. Items are sometimes routed from Library A to Library B by way of Library C. The discharge that Library C does in this case is not included in the count of UB Route Ins; only the discharge at the item's destination is counted. The Access version of this report is formatted as a table with columns for charges, discharges, fines collected or waived, UB Route Ins and renewals. This might be preferable to the list-style format that you receive in your ftp directory.

File name: circ_stat_5_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 6: Circulation by Patron Group and Item Type
This report counts charges, broken out by patron group and item type.  If you have deleted a patron group since the period for which this report was run, the patron group code will show as “deleted” and the patron group name will be “deleted patron group”.  The item type is the item type that the item had at the time it circulated, which may be different from the item type that it has now.  The good thing about this is that you can see circulation for temporary item types, such as those related to reserves or new books.  The bad thing is that , depending on how your circ policy matrix is set up in Voyager System Administration, it is sometimes impossible to determine the item type, in which case the report shows it as “default”. 

File name: circ_stat_6_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 7: Charges by Circ Happening Location, Item Type and Item Location
This report was developed to give several views of reserves circulation, but it may be useful for other purposes as well. Some libraries circulate reserves from a circ happening location that is used only for reserves.  Some libraries assign a distinctive item type to reserves. Some libraries give their reserve items a distinctive location.  Whichever approach your library takes, you should be able to find your reserves in this report. The circ happening location is the location in effect at the time of the charge, even if the item has since been moved to a different part of your library. The item type is the item type that the item had at the time of the charge but, as with Circulation Stat 6, when the item type cannot be determined, it will show as “default”.  The item location is the location that the item had (temp location, if there is one, otherwise the permanent location)  at the time the report is run.  Be aware that this may be different from the item location at the time of the charge. If the item location is blank, the item has been deleted since the time the charge was done.

File name: circ_stat_7_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code\
startyymon are the starting year and month
endyymon are the ending year and month

Note: There are other alternatives for counting reserves circulation among the Shared SQL queries. They assume that you will run reserves circ statistics before you remove items from reserve, but you may find that they give a better picture of your reserves usage.

Circulation Stat 8: Call Slip Fill Rate
This report shows the number of call slips that your library received and what proportion of them were filled. The counts are broken out by call slip queue, item type, and local vs. UB. Call slips are counted as filled if they are filled by circulation staff, regardless of whether the patron eventually checks out the item. Canceled call slips are not counted at all. For UB requests that were promoted, the item type is not available, and the phrase “<promoted type unknown>” appears in the item type column. It is useful to look at this report in conjunction with Circulation Stat 10. You should think about the cases where there are a significant number of call slips but the fill rate is low. If you do not intend to fill these requests, you can adjust your circ policies so that requests will not come for those collections you do not intend to circulate. This will save work for your staff and give faster service to the patron. If you do intend to fill these requests, perhaps a large proportion of the materials are lost or damaged, or perhaps circulation staff could use additional training.

File name: circ_stat_8_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Note: There is no Circulation Stat 9

Circulation Stat 10:  UB Loan Policies
This report is intended to give an overview of your loan policies for UB patrons, specifically, the UBReg and UBLong patron groups. The stats are broken out by circ happening location and item type, the first 2 columns of the report. The next 3 columns deal with the size and use: the number of items, the number of those items that have circulated in the past year, and the total circulation for those items in the past year. The next three columns compare the loan period for your local faculty (or comparable patron group) to your policies for UBLong patrons. You can see the initial loan period, and whether the materials can be requested via UB or charged only at your library. The last three columns are similar, comparing your student loan policies to your UBReg policies. 

CARLI has standardized loan policies for UBReg and UBLong patrons so that they get a consistent level of service for the materials that you choose to circulate to them.

Libraries are encouraged to open as much of their collections as possible to UB patrons.

File name: circ_stat_10_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 11:  Local Loan Policies
This report gives an overview of your circulation policies for local patron groups.  It excludes the UBReg and UBLong patron groups because these are covered by CARLI’s standard UB policies.  It does, however, include the UBIN group (used for ILLINET Libraries) and UBNonCirc (although there should never be a UBNonCirc patron in your database.)  It includes only the policies for which your library has items.  For example, if you have a policy for microforms in the browsing room but there are no microforms in the browsing room, the policy is not included in this report. The columns have the same names that the parameters have in the Voyager SysAdmin client, so you can use the Voyager System Administration Users Guide, Chapter 5, the section on Circulation Policy Definitions to interpret them.
Note: This report is designed to be viewed in a spreadsheet, because you will want to sort it in a variety of ways.  The columns of this report are delimited by the “pipe” or “vertical bar” character (|) so that you can easily import the report into a spreadsheet.

File name: circ_stat_11_xxx_startyymon_endyymon.rpt, where:

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

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2c. Universal Borrowing Circulation: Where the Item and Patron are from Different Libraries

UB Stat 1. Outgoing ILL
This report counts items loaned and subsequently charged to the requestor, by your library to each I-Share library, keeping walkup and remote charges separate.

UB Stat 2. Incoming ILL
This monthly and annual report counts items borrowed and subsequently charged by your patrons from each I-Share library, keeping walkup and remote charges separate

Notes on UB Stats 1 and 2:

• Data analysis:
  • The number "loaned to itself" in the ubstat_1_and_2_sxu_yymm.rpt is a very basic count of the number of charge transactions for your library's items charged to your library's patrons during the month.
  • The count includes both your library's items charged to your library's patrons on site at your library, and offsite at another I-Share library if you use local call slip.
    • Use either Circulation Stat 2 or Circulation Stat 5 for more granular counts by charge location.
  • The count would also include charges to library-use accounts, such as a mending, interlibrary loan, or binding account if in use by your library.
    • Use Circulation Stat 3 for more granular counts by patron group.
       
• Frequency, Availability, and File Names:
  • Annual stats uploaded to FTP on July 1 or the first day of your library’s fiscal year.
    • File name: ubstat_1_and_2_xxx_yymmm_yymmm.rpt
  • Monthly versions of the file are uploaded on the 1st of the month.  
    • File name: ubstat_1_and_2_xxx_ startyymon_endyymon.rpt
  • CARLI staff accumulate a year’s data for all libraries into a single table which is posted on the Annual Consortial Stats page.
  • UB Stats 1 and 2 cannot be run in Access because they require that data from all of the I-Share databases be combined.

UB Stat 3. Borrowed Titles (Regular formatting)
This monthly report lists titles that your patrons have borrowed (checked out) from other libraries.

Notes on UB Stat 3:

• Data Analysis:
  • Fields in the report include: library borrowed from, date charged, UB patron group, call number, title, author, publisher, and pub. date.
  • This report is in spreadsheet format.
     
• Frequency, Availability, and File Names:
  • Monthly versions of the file are uploaded to FTP on the 1st of each month
    • File name: ubstat_3_xxx_mmyy.rpt
  • There is no annual version of this report. However, CARLI staff can run it for any period that you need.
    • Please note that if requesting historical datasets, titles that have been deleted by the library will no longer be included in the results.
  • UB Stat 3 cannot be run in Access because they require that data from all of the I-Share databases be combined.

UB Stat 3. Borrowed Titles (Formatting for Import)
This monthly report lists titles that your patrons have borrowed (checked out) from other libraries. This version of the report was designed for importing into Access or Excel for further investigation.

Notes on UB Stat 3 for Import:

• Data Analysis:
  • Companion Documentation: UB Stat 3: Borrowed Titles, Import Directions webpage
  • Fields in the report include: borrowing library (BORROW_LIB), library borrowed from (LENDING_LIB), date charged (CHARGE_DATE), UB patron group (PATRON_GROUP), DISPLAY_CALL_NUMBER, NORMALIZED_CALL_NO, title (TITLE_BRIEF), author, publisher, and pub. date (PUBLISHER_DATE), the BIB_ID at the lending library (LENDING_LIB_BIB_ID), OCLC Number, normalized title (NORMAL_HEADING_2450), and the ISBN or ISSN.
  • This report is in a text file (.txt) format.
     
• Frequency, Availability, and File Names:
  • Monthly versions of the file are uploaded to FTP on the 1st of each month
    • File name: ubstat_3_xxx_mmyy_for_import.txt
  • There is no annual version of this report. However, CARLI staff can run it for any period that you need.
    • Please note that if requesting historical datasets, titles that have been deleted by the library will no longer be included in the results.
  • UB Stat 3 cannot be run in Access because they require that data from all of the I-Share databases be combined.

UB Stat 4. UB Requests Placed and Filled
This monthly and annual report allows you to analyze the call slip related statistics for your library.

Notes on UB Stat 4:

• Data Analysis:
  • This report is comprised of parts a, b, and c.
    • Section 4a of this report is divided into two parts:
      • 4a-Part 1 lists the total number of I-Share requests placed by your patrons and the total number of your patrons' I-Share requests that are filled by lending libraries.
             Total all of the Total I-Share Requests-My Patrons: #
             Total all of the Filled I-Share Requests-My Patrons: #
      • 4a-Part 2 lists the total number of I-Share requests placed for your library's items and the total number of those I-Share requests that your library fills for I-Share patrons. It calculates your library's fill rate.
             Outgoing ILL....................
             Requests for My Items   Fill
             Placed      Filled      Rate
             ----------  ----------  --------
             #               #          #
    • Section 4b of this report lists the pick-up location for your patron's filled I-Share Requests, including items picked up at your library and other I-Share libraries.
    • Section 4c of this report sorts by call slip queue the total number of I-Share call slips your library received, the number of those call slips your library filled, and the resulting fill rate.
  • FY16 query edits: The underlying queries to calculate of UB Stat 4a-Part 1 and 4b were edited beginning FY16 to use the call slip data from the CALL_SLIP and CALL_SLIP_ARCHIVE tables across all I-Share libraries, instead of using the UB_REQUEST and UB_REQUEST_ARCHIVE tables within a single library's database. CARLI staff found that the UB_REQUEST tables occasionally mis-coded UB transactions in the patron's database. This did not affect the transactions, but led to inaccurate statistics.
    • The Microsoft Access version of UB Stat4a and UB Stat4b are inaccurate; please do not run these reports yourself in Access.
    • The Microsoft Access version of UB Stat4c is accurate; you may run this report yourself in Access.
       
• Frequency, Availability, and File Names:
  • Monthly versions of the file are uploaded to FTP on the 15th of each month
  • Annual stats uploaded to FTP on July 15th, or 15 days after the end of of your library’s fiscal year.
  • File name: UBStat4_xxx_startyymon_endyymon.rpt, where:
    • xxx is the 3-letter database code
    • startyymon are the starting year and month
    • endyymon are the ending year and month

UB Stat 5. Unfilled Requests
This monthly report lists titles that your patrons requested to borrow through I-Share, where the patron's request was unfulfilled. This report does not include any requests where the patron canceled their own request. This report is formatted for importing into Access or Excel for further investigation.

Notes on UB Stat 5:

• Data analysis:
  • Companion documentation: UB Stat 5: Unfilled Requests, Import Directions (and additional details and further analysis options)
  • The FINAL_REQUEST library is the library where the call slip expired, aka, surpassed its eligibility for promotion. In many cases, the request was promoted between multiple I-Share libraries before reaching expiration at the FINAL_REQUEST library. Therefore, the STATUS_DESC reflects why the call slip request ended at the final library, but does not represent other possible call slip statuses that the request may have had previously at other libraries before promotion.
  • Each time a call slip is promoted from one library to the next, the DATE_REQUESTED is updated by Voyager to be the date of promotion in the library receiving the promoted request.
  • Fields in the report include: patron's library (PATRON_LIB), library where the request expired/ended (FINAL_REQUEST), date requested (DATE_REQUESTED), the status of the call slip at the final library where the request expired (STATUS_DESC), your patron's UB patron group (PATRON_GROUP), CALL_NO_TYPE, DISPLAY_CALL_NUMBER, NORMALIZED_CALL_NO, the BIB_ID at the library where the request expired (FINAL_REQUEST BIB_ID), title, author, publisher, and pub. date (PUBLISHER_DATE), OCLC Number (NETWORK_NUMBER), normalized title (NORMAL_HEADING_2450), and the ISBN or ISSN.
     
• Frequency, Availability, and File Names:
  • Monthly versions of the file are uploaded to FTP on the 15th of each month
    • File name: ubstat_5_xxx_mmyy_for_import.txt
  • There is no annual version of this report. However, CARLI staff can run it for any period that you need.
    • Please note that if requesting historical datasets, titles that have been deleted by the library will no longer be included in the results.
  • UB Stat 5 cannot be run in Access because they require that data from all of the I-Share databases be combined.
  • This report is in a text file (.txt) format.

UB Stat 6. All Requests
This monthly report lists titles that your patrons requested through I-Share. This report is formatted for importing into Access or Excel for further investigation.

Notes on UB Stat 6:

• Data Analysis:
  • Companion Documentation: UB Stat 6: Import Directions (and additional details and further analysis options)
  • The FINAL_REQUEST library is the library where the call slip "ended" either by being filled for the patron, canceled by the patron, or expired by the system (aka, surpassed its eligibility for promotion).
  • Each time a call slip is promoted from one library to the next, the DATE_REQUESTED is updated by Voyager to be the date of promotion in the library receiving the promoted request.
  • Fields in the report include: patron's library (PATRON_LIB), library where the request expired/ended (FINAL_REQUEST), date requested (DATE_REQUESTED), the status of the call slip at the final library where the request expired (STATUS_DESC), your patron's UB patron group (PATRON_GROUP), CALL_NO_TYPE, DISPLAY_CALL_NUMBER, NORMALIZED_CALL_NO, the BIB_ID at the library where the request expired (FINAL_REQUEST BIB_ID), title, author, publisher, and pub. date (PUBLISHER_DATE), OCLC Number (NETWORK_NUMBER), Normalized Title ( NORMAL_HEADING_2450),  and the ISBN or ISSN.
     
• Frequency, Availability, and File Names:
  • Monthly versions of the file are uploaded to FTP on the 15th of each month
    • File name: ubstat_6_xxx_mmyy_for_import.txt
  • There is no annual version of this report. However, CARLI staff can run it for any period that you need.
    • Please note that if requesting historical datasets, titles that have been deleted by the library will no longer be included in the results.
  • UB Stat 5 cannot be run in Access because they require that data from all of the I-Share databases be combined.
  • This report is in a text file (.txt) format.

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2d. Acquisitions & Serials

Acq Stat 1. Purchase Order Report
This report counts all P.O.’s by ledger, order location, P.O. type, and line item type. This report will be formatted as a list and deposited in each library’s FTP directory. CARLI will run this report for all libraries on Aug. 1 and Jan. 1 every year.
File name: acq_stat_1_xxx_mmyy.rpt

Acq Stat 2. Expenditures Report
This report displays the fund hierarchy. For each fund, the fiscal period and ledger is given. For each fund, it shows whether it is a summary, allocated, or reporting fund. For each fund, the allocation, expenditures, commitments, and balance are given. These four values are in different columns depending on the type of the fund, so that you can do meaningful totals. This report works on fund hierarchies up to 7 levels deep, which is as deep as any I-Share library goes at the time of this writing. If you import this report into Excel, be sure to set the format of the DisplayName column to Text; do not let it default to General. Also, you may find it convenient to hide the columns named Level1 through Level7 since the DisplayName column has essentially the same information. CARLI will run this report for all libraries on Aug. 1 and Oct. 1 every year.
File name: acq_stat_2_xxx_mmyy.rpt

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3. Tips on Using These Reports to Fill out Surveys from External Agencies

• 3a. ILLINET Interlibrary Loan and Reciprocal Borrowing Survey, FY19
   
  • Important Note: Your library may have additional ILL data (like OCLC data) to add to the I-Share statistics described below.
     
  • Question 2.3: Details concerning materials requested through interlibrary loan: What was the total number of items requested by your library?
    • Answer: UB STAT 4a Part 1: Total all of the Total I-Share Requests-My Patrons
  • Question 2.4: Items received via ILL: ...details about Returnables and Non-returnables requested [received] via Interlibrary Loan..., In-State, Returnables
    • Answer: UB STAT 4a Part 1: Total all of the Filled I-Share Requests-My Patrons
    • Alternative Answer: We do not have a query to account for materials where the lending library marked the request as "filled", but then never sent the item, or to account for if the item became lost/waylaid in the delivery process. The Remote Borrowing column from UB STAT 2: Incoming ILL FY 2019 counts how many requested I-Share items were charged to your library's patrons. The difference between "UB STAT 4a Part 1: Total all of the Filled I-Share Requests-My Patrons " and "UB STAT 2: Incoming ILL FY 2019- Remote Borrowing" is the number of requested I-Share items that were not checked out to your library's patron before the hold expired; this number would include both requests that your patrons never picked up as well as those requests that were waylaid.
       
  • Question 3.3: Details concerning requests received: What was the total number of interlibrary loan requests received by your library?
    • Answer: UB STAT 4a Part 2: Outgoing ILL, requests for my items- Placed
  • Question 3.4: Items supplied via ILL: ...details about Returnables and Non-Returnables supplied via Interlibrary Loan..., In-State, Returnables
    • Answer: UB STAT 4a Part 2: Outgoing ILL, requests for my items- Filled
       
  • Question 4.2: Reciprocal Borrowing: report the number of materials Loaned via reciprocal borrowing
    • Answer: Reciprocal Borrowing to I-Share Patrons FY 2019
    • Alternative Answer: The On-Site Lending column from UB STAT 1: Outgoing ILL FY 2019 MINUS the count of charges from CIRC STAT 3 where the database code is "ILL" (listed between "ILC" and "IMS") and the patron group name is "UBIN", will be the number of on-site lending transactions (reciprocal borrowing) for other I-Share library's patrons.
    • Additionally, if your library provides access to community borrowers through reciprocal borrowing agreements, and those borrowers have a unique patron group at your library, include the count of charges from CIRC STAT 3 where the patron group name is your reciprocal borrowing patron group(s).
       
• 3b. IPEDS FY19 Academic Libraries Survey Component (IPEDS, IPEDS Full Glossary, IPEDS Instructions)
  • IPEDS Expenses section, "Material/services expenses" lines: Acquisitions Stat 2 may be helpful, depending on your library’s fund hierarchy.
  • IPEDS Section I, "Books", "Media" or "Serials" can be answered in part by CARLI "Collection Stat 1: Comprehensive Item Count by Bib Format," depending on how your physical and electronic materials have been cataloged.
  • If you wish to include CARLI purchased EBL titles or HathiTrust titles in your collection counts, there are 4,035 EBL bib records (for FY18) and 487,622 HathiTrust bib records. (More info and update on EBL numbers. For Hathitrust counts see note * below about compilation.)
  • IPEDS Section I,  "Library Circulation" (excluding Interlibrary Loan) can be answered by "Circulation Stat 2: Circulation by Happening Location."
  • IPEDS Section I, "Interlibrary Services" totals for "interlibrary loans provided" and "interlibrary loans received" may be answered in part with the I-Share statistics "UB Stat 4a: UB Requests Placed and Filled."
     
• 3c. ACRL Survey FY19 (ACRL Sample Form/Worksheet,ACRL Instructions & Glossary, ACRL Survey LibGuide )
  • ACRL Expenses section, lines 20, 20a, 20b, 21, & 22:  Acquisitions Stat 2 may be helpful, depending on your library’s fund hierarchy.
  • ACRL Library Collections section, lines 40, 41, 42 & 43 can be answered in part by CARLI "Collection Stat 1: Comprehensive Item Count by Bib Format," depending on how your physical and electronic materials have been cataloged.
  • If you wish to include CARLI purchased EBL titles or HathiTrust titles in your collection counts, there are 4,035 EBL bib records (for FY19) and 487,622 HathiTrust bib records. (More info and update on EBL numbers. For Hathitrust counts see note * below about compilation.)
  • ACRL Library Services section, line 60, is about circulation (excluding Interlibrary Loan). See "Circulation Stat 2: Circulation by Happening Location." This report will split out initial circulations from renewals and also reserve circulation, provided Reserves is a separate happening location. If your Reserves are a distinct item type, see "Circulation Stat 6: Circulation by Patron Group and Item Type" to tally up circulation of Reserves item types.
  • ACRL Library Services section, lines 80 to 82d, about interlibrary loans may be answered in part with the I-Share statistics reported in "UB Stat 4a: UB Requests Placed and Filled."

• 3d. ARL Statistics FY19 (ARL Sample Form/Worksheet,  ARL Instructions)
  • ARL Expenditure section, "Total Library Materials Expenditures" lines 7a, 7b, & 7c:  Acquisitions Stat 2 may be helpful, depending on your library’s fund hierarchy.
  • ARL Collections section line 1, "Titles held June 30, year (all formats)"; line 2, "Volumes held June 30, year (print plus electronic)"; line 3, "...Print volume count" and "Electronic Books (included in line 2)"; and line 4 can be answered in part by CARLI "Collection Stat 1: Comprehensive Item Count by Bib Format," depending on how your physical and electronic materials have been cataloged.
  • If you wish to include CARLI purchased EBL titles or HathiTrust titles in your collection counts, there are 4,035 EBL bib records (for FY19) and 487,622 HathiTrust bib records. (More info and update on EBL numbers. For Hathitrust counts see note * below about compilation.)
  • ARL Circulation section, line 17, "Number of initial circulations (excluding reserves)": See "Circulation Stat 2: Circulation by Happening Location." This report will split out initial circulations from renewals and also reserve circulation, provided Reserves is a separate happening location. If your Reserves are a distinct item type see "Circulation Stat 6: Circulation by Patron Group and Item Type" to tally up circulation of Reserves item types.
  • ARL Interlibrary Loans section, line 21, "Total number of filled requests provided to other libraries" and line 22, "Total number of filled requests received from other libraries or providers": These may be answered in part with the I-Share statistics "UB Stat 4a: UB Requests Placed and Filled."

IPEDS, ACRL and ARL surveys use ANSI/NISO Z39.7-2013, Information Services and Use: Metrics & Statistics for Libraries and Information Providers – Data Dictionary : a joint glossary for library surveys.

CARLI does not compile the number of databases your library collection contains. Remember, however, to check your member library page for a listing of your purchased collections and the CARLI selection system for your licensed CARLI brokered e-resources.

*Please note, 487,622 HathiTrust bib records are loaded as of October 16, 2017. As of June 2020, the number of HathiTrust bib records staff loaded for access through VuFind was 410,646. The records are from OCLC Collection Manager “HathiTrust Public Domain only in U S Access” set. For more information on HathiTrust bibs contact CARLI Office.

If you need an additional copy of your last CARLI Annual Stats Package, or have any questions, contact us at CARLI Office.

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