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- These statistics must be gathered from various Access reports, from multiple databases. Some statistics are required for the department-wide spreadsheet that is shared with Library Administration; some are for inter-departmental use.
a. The LTS Stats Database can be found at L://tsstats/1New_culv2-2012-2013.accdb. Queries to be run in this database:
i. Batch Activity Summary Report
ii. Record Enhancement Report
b. An additional database, 3_BATCHstats.mdb can be found in the same folder. Queries to be run in this database:Batch Activity by OP ID
i. Batch BIB Summary Report
c. A query in LS Tools, found at Administrative Procedures/TS Stats Summary, must be run for each month of the FY.
d. Spreadsheets used for this process:
i. 3_Batch_Stats_FY15_16.xlsx (found at L://tsstats)
ii. LTS_Stats_2005-2016.xlsx (found at L://tsstats)
iii. BATCHID_Stats_FY15_16.xlsx (found at L:\Batch_Processing\BatchIDStats)
iv. VoyagerExtracts2015-16.xls (found at L:\Batch_Processing\LoadExtractLogs)
2. Batch Processing Statistics Requested for Department Spreadsheet (LTS_Stats_2005-2016.xlsx):
New
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Records (print)
New
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Records (e-journals)
New
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Records (e-books)
Records
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Exported
Records
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Enhanced
Headings
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Maintenance
Batch OP ID Stats
Batch
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Jobs
Fastshelve
3. How These Statistics Are Gathered:
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a. “New
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Records (print)” – This information is found by running the “Batch Activity Summary Report” in the LTS Stats database. The total consists of “total Approvals input” + “total Books input” + “total NPAC input.”
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b. “New
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Records (e-journals)” – This information is found in the “Batch Activity Summary Report” in the LTS Stats database. The “Catalog/Format/e-Resources (journals) total” is the desired total.
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c. “New
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Records (e-books)”
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– This information is found in the “Batch Activity Summary Report” in the LTS Stats database. The total is derived by adding “Catalog/Format/Computer files” total + “Catalog/Format/e-Resources (books)” total + “Catalog/Format/Sound recordings” total.
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d. “Records Exported” – The information for this total comes from the spreadsheet found at “L://Batch_Processing/LoadExtractLogs/VoyagerExtracts[FYdates].xls.” The total for the FY is derived by adding together the totals from the following sheets in the document: “Batchmatch (MARCadia)” + “OCLC Archives & Man. Records” + “OCLC Institutional Records” + “OCLC MARC Holdings” + “OCLC Daily Export.”
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e. “Records
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Enhanced” – This information is found by running the Record Enhancements query in the database 1New_culv2-2012-2013.accdb. Includes info for WorldShare, Batchmatch, ebooksenhanced, and all “Update Backlog Records” (storage items) jobs. This query is run against the Batch_Stats table in the built by PH’s job in LS Tools, mentioned in
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h, below.To get the total number of records enhanced, run “Record enhancements” query and then run “Get Records Enhancements Grand Total” query. The resulting table will consist of one number: The total number of records enhanced in the FY. (Note: You will need to go into first query, "Record Enhancements" and edit to limit for specific FY.)
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f. “Headings
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Maintenance” – Batch Processing staff have each been given an additional Voyager sign-on, to be used when they are running batch processes using Gary Strawn’s LocationChanger or RecordReloader. These sign-ons take the form of “batch[netid]” and will show up in the record histories of any records edited in this fashion. A separate database called “3_BATCHstats.mdb,” a set of queries, and a report called “Batch
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BIB Summary Report” have been created to harvest this information. For this specific line item in the department spreadsheet, information will be gathered by running the “Batch
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BIB Summary Report” and using the total of updated records for the operator id of “batchjm17,” “batchstr1” and “GLOBAL”.
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g. “Batch OP ID Stats” – This information will be gathered by running the “Batch
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BIB Summary Report”. (See also
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f, above.) Statistics for all batch operator id’s will be gathered for interdepartmental use and entered into the spreadsheet, “BATCHID_Stats_FY15_16.xlsx” found in L:\Batch_Processing\BatchIDStats.
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h. “Batch
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Jobs” – LTS managers would like to determine how many batch processes are run each month. Additionally, Batch Processing unit managers would like to know how many records for each vendor/collection are processed. Not all of this information can be gathered via the existing LTS statistics database, so Pete Hoyt built a job in LS Tools to gather the data. (See query spec, “BatchStats_countXandH.docx”). The job is found under “Administrative Proc” in LS Tools, and is called “TS Stats Summary." The data from this job should be entered into the spreadsheet “3_Batch_Stats_FY15_16.xlsx” found in L:\tsstats\. (Get count from adding together “#of jobs run” from each page of 3_Batch_Stats_FY15_16.xlsx. This grand total will be entered into the “Batch jobs” line item in the LTS_Stats_2005-2016.xlsx spreadsheet.) (NOTE: Do we want to create a report for this data that presents it in some way other than monthly breakouts?)
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i. “Fastshelve” – In 1New_culv2-2012-2013.accdb there is a make table query called “Find fastshelve” that can be run to gather bib-level statistics on the number of records fast-shelved by LTS staff. Criteria for the date range and the name of the output table must be manually changed each year.