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Library Staff - Statistics - B-CU Library Collection Reports

guide for staff members

WORKSHEETS - Latest Copy

For Returning Users
For those who have gone through the tutorial and training and are just looking quickly  for the most current copy of the worksheet, they have placed here in this box.

For New Users

  • You can download the worksheet which is listed below  (Just select EITHER Version A , or for more advanced EXCEL users,  Version B) and print out the worksheet now if you wish (or you can download later, as you go through the tutorial version you selected.)
  • Then select one of the 2  tutorials below depending on your Excel experience and preferences.

Introduction

INTRODUCTION:

Libraries often need to run reports on the library collections. For example, each year the library must submit an IPEDS Statistical Survey to the U.S. Dept of Education which includes the count for the number of:

  • physical book titles
  • physical serial titles
  • physical media titles
  • digital/electronic book titles
  • digital/electronic serials titles
  • digital/electronic media titles

The report in WMS that will provide the necessary title counts for these formats is Title Holdings by Material Format Report, found in WMS Analytics. 

  • However, the formats in this WMS report are broad categories that often include both print and digital resources. But most Library reports require separate counts for print and digital.
    • for example, the WMS format BOOKS includes title counts for print books, as well as eBooks.
  • Fortunately, the WMS report software allows you to drill down to the subformats that will provide separate counts for print and digital materials.  The tutorials and other materials in this guide will describe how to display these subformats.

OVERVIEW

1. First, using WMS Analytics, you will retrieve the title count for all format/subformats quantities for the desired time period . Counting all the subformats, there will be about 46 or more numbers.

2. However, most libraries count the collections using only about 6 formats. So you will use the BCU Collections worksheet as a translation table, letting you know which WMS subformat goes under which  BCU format.

  • For example, WMS format/subformats   BOOKS/PRINTBOOK and  MUSICALSCORE/NA  are both  counted as  BCU PHYSICAL  BOOKS.

3. Last, total title quantities in the worksheet and transfer totals to the report you are compiling for the library.