Manipulating Innovative Data When Youre Not an Expert 2008 WILIUG Fall Meeting October 24, 2008 Gail Borden Public Library District, Elgin, IL

Who am I? Susan Lytinen Assistant Director Technical Services Department Gail Borden Public Library District 270 N. Grove Ave. Elgin, IL (847) IUG 2007 (San Jose) poster session Individual cataloger statistics online at innovativeusers.org/programpages/IUG2007/category/session/po ster / This presentation is online at

You dont have to be a data manipulation expert to get reports you want out of Innovative. 1. Decide what report you want. 2. Study your records and figure out where to get the data. 3. Start wrestling. 4. Change your methods as you learn more or get more help.

1. Decide what report you want. Monthly cataloging report by cataloger Level of difficulty as well as number of records Kind of material: book vs AV English vs Spanish Adult vs youth Cataloging category: new title vs added copy Inputting original record vs editing existing record (copy cataloging) Serial record vs monograph

Sample report Cataloging category CatalogerKind of material Original serial Original monograph Copy cataloging Non-DLC serial Copy cataloging DLC serial Copy cataloging Non-DLC monograph Copy cataloging DLC monograph Serial item added in Innovative Monographic item added in Innovative Item added in OCLC Total Cataloger A Adult English book 112 Cataloger A CD Total for Cataloger A Cataloger B Youth English book Youth Spanish book Total for Cataloger B Total

2. Study your records and figure out where to get the data. Some information is already there, some you have to add. We were able to find or add all the information we needed in either the bib or the item records. Our record sources: We load bibs from OCLC. We add 949 tags for record overlay and item record creation. We add some item records in Innovative.

Where we got our data Monthly cataloging report by cataloger We put a 2-digit number in ICODE1. Level of difficulty as well as number of records Kind of material: book vs AV English vs Spanish Adult vs youth We used the item record location code.

Where we got our cataloging category data New title vs added copy We put t in ICODE2 for new title. We put a in ICODE2 for added copy. Inputting original record vs editing existing record (copy cataloging) Bib tag 040 $a contains the code for agency that created the record. If the record requires so much editing that it is equivalent to making a new record, we add 040 $z. Serial record vs monograph We used the bib record BIB LVL.

3. Start wrestling. I do a Create Lists search, export the results to a text file, suck the text file into Access and perform update queries, export it into Excel and calculate subtotals, then copy and paste and type some things in by hand. Obviously, I am not an expert.

A. Search for item records created during the month.

B. Export information from the item and bibliographic records to a text file.

C. In Notepad, the text file looks like this:

D. Import the text file into an Access table.

E. Use Access update queries to add a Category field and a Count field to each record in the table.

Categories from most to least difficult Original serialThe cataloger has entered an original serial record into OCLC or extensively revised an inadequate vendor record. ICODE2 = t Tag 040 subfield a = IF9 [our librarys OCLC symbol] or 040 subfield z = IF9 BIB LVL = s Original monographThe cataloger has entered an original monographic record into OCLC or extensively revised an inadequate vendor record. ICODE2 = t Tag 040 subfield a = IF9 or 040 subfield z = IF9 BIB LVL = m or c Original serialThe cataloger has entered an original serial record into OCLC. ICODE2 = t Tag 040 subfield a = IF9 [our librarys OCLC symbol] BIB LVL = s Original monographThe cataloger has entered an original monographic record into OCLC. ICODE2 = t Tag 040 subfield a = IF9 BIB LVL = m or c Non-DLC serialThe cataloger has edited an existing serial record in OCLC; record was not created by the Library of Congress. ICODE2 = t Tag 040 subfield a is not IF9 or DLC BIB LVL = s Non-DLC monographThe cataloger has edited an existing monographic record in OCLC; record was not created by the Library of Congress. ICODE2 = t Tag 040 subfield a is not IF9 or DLC BIB LVL = m or c

Categories from most to least difficult 2 DLC serialThe cataloger has edited an existing serial record in OCLC; record was created by the Library of Congress. ICODE2 = t Tag 040 subfield a = DLC BIB LVL = s DLC monographThe cataloger has edited an existing monographic record in OCLC; record was created by the Library of Congress. ICODE2 = t Tag 040 subfield a = DLC BIB LVL = m or c Serial item added in InnovativeThe cataloger has added an item record in Innovative to an existing serial bibliographic record. ICODE2 = a BIB LVL = s Item CREATED date is not equal to Bib CAT DATE Monographic item added in InnovativeThe cataloger has added an item record in Innovative to an existing monographic bibliographic record. ICODE2 = a BIB LVL = m or c ITEM CREATED date is not equal to BIB CAT DATE

F. Run an Access cross-tab query on location code and category.

G. Export the cross-tab table to Excel.

H. Format the Excel spreadsheet to your taste, then use Excel to subtotal the statistics.

I. Make a cumulative spreadsheet for the year.

J. Copy the catalogers cumulative statistics and the cumulative statistics for the department as a whole into the catalogers monthly report.

This is a print preview of the catalogers report.

K. If you wish, you can also give each cataloger a version of the years cumulative spreadsheet that does not show the catalogers names.

4. Change your methods as you learn more or get more help. Possible improvements: Categorize location codes so reports are always the same length, data from Access could be pasted into pretotaled Excel spreadsheets? Do entire report in Access?

Bonus report: Most Popular PR often wants to know most popular library materials. Problem: Circulation counts are stored on individual item records. No total for bib record No total for title with more than one bib Semi-solution: Total the circulation counts for all items attached to the same bib.

Use the same 4 steps: 1. Decide what report you want. 2. Study your records and figure out where to get the data. 3. Start wrestling. 4. Change your methods as you learn more or get more help.

1. Decide what report you want 10 Most Popular Picture Books RankAuthorTitleCirculation 1Author 1Title linked to OPAC100 2Author 2Title linked to OPAC99 3Author 3Title linked to OPAC60 4Author 4Title linked to OPAC54 5Author 5Title linked to OPAC33 6Author 6Title linked to OPAC20 7Author 7Title linked to OPAC19 8Author 8Title linked to OPAC18 9Author 9Title linked to OPAC17 10Author 10Title linked to OPAC16

2. Study your records and figure out where to get the data. Bib record Bib record number (for OPAC link) Author Title Location Item record Item record number (for troubleshooting) Bib record number Circulation: TOT CHKOUT, TOT RENEW, YTDCIRC, LYRCIRC Location

3. Start wrestling. A. Find the bib records. B. Find the item records. C. Export the records to 2 text files. D. Import the text files into 2 tables in Access. E. Total the circ figures of the item records grouped by bib number. F. Tie bib info to circ totals.

A. Find the bib records 1 Not on-the-fly Have at least one item available for checkout Have at least one picture book item

We wish to interrupt our regularly scheduled presentation To reiterate Step 4: 4. Change your methods as you learn more or get more help.

Web Management Reports to the rescue

Web Management reports to the rescue Click on Circ Activity

Circ Activity reports Click on Title

Circ Activity reports Click on Submit

Title report Circulation Statistics by Title!

Title report Scroll down to select the correct review file, then scroll back to the top and click on Submit Query.

Title report Click on Status

Title report Click on the up or down arrow to see more pages of the report.

Title report Click on Download to save a file. Save it as a.txt file. It will be pipe-delimited.

Import into Excel Chkout gives historical statistics. Total YTDCIRC and LYRCIRC for recent stats.

Sort by your choice of field I chose to sort by Chkout instead of 2 year circ.

Copy data and format I copied into Word and created a table.

Report created with Access Includes author and OPAC link Includes renewals in Circulation total

Problems with these reports: They dont total circulation for titles that have more than one bib. They dont include circulation figures from deleted items. The Access version is difficult to run against your entire database.

For more information: Susan Lytinen Assistant Director Technical Services Department Gail Borden Public Library District 270 N. Grove Ave. Elgin, IL (847) IUG 2007 (San Jose) poster session Individual cataloger statistics online at innovativeusers.org/programpages/IUG2007/category/session/po ster / This presentation is online at

Appendix: Using Access The following pages show my original (and more laborious) method for generating the Most Popular report.

3. Start wrestling. A. Find the bib records. B. Find the item records. C. Export the records to 2 text files. D. Import the text files into 2 tables in Access. E. Total the circ figures of the item records grouped by bib number. F. Tie bib info to circ totals.

A. Find the bib records 1 Not on-the-fly Have at least one item available for checkout Have at least one picture book item

A. Find the bib records 2 Limit the previous review file to bibs that have an item that has circulated

B. Find the item records From the last review file of bibs, get items that have circulated

C. Export the records to 2 text files.

D. Import the text files into 2 tables in Access 1 Bib records

D. Import the text files into 2 tables in Access 2 Item records: Add emptyTotal Circ and Two Year Circ fields.

E. Total the circ figures of the item records grouped by bib number1 Update query: TOT CKOUT + TOT RENEW = Total Circ YTDCIRC + LYRCIRC = Two Year Circ

E. Total the circ figures of the item records grouped by bib number 2 Grouping by bib number:

F. Tie bib info to circ totals 1 Author and title are from bib. Circ totals are from item query.

F. Tie bib info to circ totals 2 Sort by Sum of Total Circ for all-time favorites. Sort by Sum Of Two Year Circ for recent favorites.

F. Tie bib info to circ totals 3 If you copy and paste the 1 st 10 lines of the Access table into Word, they automatically form a Word table.

F. Tie bib info to circ totals 4 Edit your table Use the bib number to make links to your OPAC. Note that the check digit must be deleted.

Problems with this report: It doesnt total circulation for titles that have more than one bib. It doesnt include circulation figures from deleted items. It is easier to run for a limited subset of your collection.

For more information: Susan Lytinen Assistant Director Technical Services Department Gail Borden Public Library District 270 N. Grove Ave. Elgin, IL (847) IUG 2007 (San Jose) poster session Individual cataloger statistics online at innovativeusers.org/programpages/IUG2007/category/session/po ster / This presentation is online at