1. Reporting Based on Data in Archivists’ Toolkit
Nancy Enneking
Head of Institutional Records & Archives
Getty Research Institute, J. Paul Getty Trust
August 11, 2010
Institutional Records and Archives - J. Paul Getty Trust

2. Getty Toolkit Use and Reporting Needs
Two departments using software
Special Collections
Resources, Names, Subjects
Institutional Records and Archives
All modules and functions except Assessment
Reporting needs
Regular statistics and charts (annual, quarterly, etc.) for Library Administration, General Counsel, and Chief Operating Officer (IA)
Internal reports for use in data cleanup and for other unexpected /mundane needs (IA and SC)
Say off the top - I’ve been having a hard time getting Jasper reports to work for me, but I still have to produce reports and statistics, so here’s how I’ve been accomplishing it. The tools I’m using are primarily Crystal Reports, some Access, and for real back-end stuff we do have some system administrators who can help us out (I’m not going to discuss the stuff the system admin folks do for us – just the stuff I do myself for IA and SC). Some of these reports are similar to some of the current AT reports – we just needed to modify them somewhat for local use.
“Regular” reports t to be compilations, summaries, and aggregates indicating what I have, what I’ve done with it, and what the use is – I can only generate the first two categories from AT at this point.
Institutional Records and Archives - J. Paul Getty Trust

3. Institutional Records and Archives - J. Paul Getty Trust
Regular reports
Majority of my regular reports/statistics are being pulled from data in accessions module, making use of both the regular fields and some of the user defined fields. Note – Mention assessment module – several fields in the survey tab are specifically meant to record this kind of intellectual/physical status. We just started using the Accessions module this way this before we upgraded to AT As soon as I have time I plan to start using the assessment module for this (instead of relying on the accessions processing status) and I’ll pull the reports from that data instead.
We made a point of cleaning up the data is to ensure it’s consistent and regular – all measurements are in linear ft. or fractions thereof.
Institutional Records and Archives - J. Paul Getty Trust

4. Institutional Records and Archives - J. Paul Getty Trust
Total Accumulations
Total # of accessions: Total linear ft.: 5,851.54
These reports were created using Crystal Reports
Behind each of these charts I have a detailed report listing each accession with as much detail as I think necessary; I usually use those for internal use or to answer questions during a report, I only present the charts to our Chief Operating Officer, etc.
Institutional Records and Archives - J. Paul Getty Trust

5. Processing Status - Table
Total
Contents list
Fully processed
In Progress
Intellectually arranged
Needs list
Partial
Single item
1986
280.85
12.35
238.34
0.00
0.42
29.24
0.50
1987
53.67
39.18
13.77
0.72
1988
1989
1.30
0.30
1.00
1990
1.81
1.64
0.17
1991
2.99
1992
0.88
0.84
0.04
1993
32.50
1994
8.03
6.98
1.05
1995
2.39
1996
32.99
4.99
28.00
1997
85.91
2.71
76.30
0.92
5.98
1998
299.96
264.33
23.51
11.62
1999
66.96
1.20
65.76
2000
20.50
2001
13.99
4.58
7.58
0.83
2002
174.20
36.92
8.28
129.00
2003
103.40
96.32
2.00
0.24
4.00
2004
610.38
353.25
6.78
244.25
5.00
0.10
2005
96.79
44.94
23.68
13.50
3.00
11.67
2006
245.96
202.62
3.84
10.00
16.00
3.21
7.00
3.29
2007
649.00
357.05
29.11
174.00
39.80
9.87
39.17
2008
567.67
124.83
6.95
68.96
206.92
159.00
1.01
2009
2,138.10
1,600.35
5.50
45.00
15.00
472.25
2010
339.60
14.50
5.90
8.00
311.00
0.20
5,830.55
3,182.56
567.72
297.96
675.47
988.02
96.08
22.74
Several formats of statistics, depending on audience and purpose and how they like to see the data presented. Here I have a table tracking the processing status of all accessioned records.
Institutional Records and Archives - J. Paul Getty Trust

6. Processing Status Charts
Here I have the data in the last table presented in chart form in several different ways.
Institutional Records and Archives - J. Paul Getty Trust

7. Processing Status Charts
ditto
Institutional Records and Archives - J. Paul Getty Trust

8. Institutional Records and Archives - J. Paul Getty Trust
Status Variants
Depending on whether I want to beg for resources or show how much we’ve accomplished – or both!
Institutional Records and Archives - J. Paul Getty Trust

9. Reports for Internal Use
Many of the reports I generate are intended only for internal use – in response to a specific issue or to help us with clean-up and data review projects. Here for example. I generated name and subject reports, sorted by type of tem and then frequency of use for both Institutional Archives and Special Collections so we could review and possibly clean up our subject term use as we are about to move to finding aid display software that will allow searching by facets. We found it easier to review the data this way than to work within Toolkit.
I have this run for each repositoy – I could run it for all repositories
Institutional Records and Archives - J. Paul Getty Trust

10. Reports for Internal Use
Other examples – again not too pretty – I had to correct about 1000 uri’s so, to double check that I hadn’t missed any, I generated a list of all of them and skimmed down it. I could create this in Jasper (though I don’t know how to get it to run within Toolkit – on the other hadn, since is was a one time only I don’t’ need to run it from within Toolkit). I also created my own shelflist (initially because I didn’t’ realize there was a Toolkit report that generated a shelflist (doofushead)!) but I’ve found that the existing report doesn’t pull all of my location data, so I’m still using my version.
Institutional Records and Archives - J. Paul Getty Trust

11. Institutional Records and Archives - J. Paul Getty Trust
If I had the data in AT ….
If I had reference data in AT I’d try to find a way to reproduce or create something similar to the types of reports I generate now, combining data from multiple other sources.
Institutional Records and Archives - J. Paul Getty Trust

12. Institutional Records and Archives - J. Paul Getty Trust
Jasper Difficulties
I have tried!
Some difficulties may be unique to me!
Explored both free and professional version w/ manual
Edit existing v. build new
Java objects
Table linking (more generally)
Charts
May rely on Access to share simple reports with other staff – less than ideal.
Understand why Jasper is integrated into AT
Institutional Records and Archives - J. Paul Getty Trust

13. Questions, Comments? Nancy Enneking
Head of Institutional Records and Archives
Getty Research Institute
J. Paul Getty Trust
(310)
Institutional Records and Archives - J. Paul Getty Trust