Disclaimer:
As of the start of LC's fiscal year, Oct. 2018- , PCC reporting procedures are undergoing a major change. We will need to sign in here https://pccdirectory.loc.gov/pcc/login and report monthly on all four categories. Sarah Ross will revise this procedure as it comes into focus.
Scope: The Library of Congress’s Program for Cooperative Cataloging (PCC) normally requires its member libraries to submit periodic statistics for two of its four constituent programs, NACO, BIBCO, CONSER and CONSERSACO. This document describes Cornell’s procedures for getting our statistics to LC.
BIBCO and CONSER stats must be submitted within a narrow time frame. If anything goes wrong either on our end or at LC that causes the deadline to be unmet, it’s just fine to submit no statistics for one period and combine the missed period with the succeeding period in the next report.
Contact: Sarah Ross
Unit: Cataloging
Date last updated: 09/02/2018 January 2019
Date of next review: March 2019
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BIBCO statistics are collected twice a year, in early April and October, for the preceding six-month period. LC staff e-mails a SurveyMonkey link to members for reporting their data.
At the beginning of April and October, as soon as the LTS monthly statistics are available, the Cornell BIBCO representative adds the total of FullPCC records for the six-month reporting period. The numbers are then submitted to LC via the SurveyMonkey link.
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OVERVIEW: THE PCC DIRECTORY
The PCC's guidelines for how to input our statistics into their website can be found here. The Directory website itself is here. The PCC requires statistics to be submitted at least twice a year: by April 15 (for October to March statistics) and October 15 (for April to September statistics). The website itself is set up for statistics to be entered every month, but it is fine to consolidate months: for example, leave the boxes for October and November blank, and input statistics for October, November and December all together in the December box.
Cornell Library has decided for the time being to input statistics quarterly:
| For period | Report in |
|---|---|
| October, November, December | January |
| January, February, March | by April 15 (mandatory for PCC) |
| April, May, June | July |
| July, August, September | by October 15 (mandatory for PCC) |
Note: the PCC Directory website is arranged by the Library of Congress's fiscal year, which begins in October (unlike Cornell's fiscal year, which begins in July). Thus, statistics for the October/November/December period fall into the "fiscal year" that is one year later than the calendar year: October/November/December 2018 = Fiscal year 2019. Once you select the fiscal year, the months will be laid out by their correct calendar year.
NACO
- Go to the OCLC Statistics Portal and sign in.
- Detailed instructions for how to use the OCLC Statistics Portal can be found here.
- Open the "Institution" accordion tab, click on "Monthly Usage Report," then click on "By Interface: Connexion Client."
- From the new table, select "Authority Record Actions."
- You will see "LC Authority Adds" (that is new NARs) and "LC Authority Replaces" (that is updates to existing NARs) laid out by month.
- Add up the 3 months that make your quarter for both Adds and Replaces.
- Next, go back to the list of authorizations under the "Institution" and select the account for the Music Funnel (NIC-Mu) alone.
- Harvest the LC Authority Adds and Replaces from the Music Funnel account.
- Subtract the Music Funnel Adds from Institution totals. Subtract the Music Funnel Replaces from the Institution totals. These statistics are reported separately in the PCC Directory through the Music Funnel by Tracey Snyder.
- Log into the PCC Directory site. Under Institution Statistics, select Submit Statistics, then select your fiscal year. Enter the Institution figures minus the Music Funnel figures on the NACO line for the latest applicable month, combining three months for the quarter.
Additionally, Cornell currently keeps track of NACO statistics for internal purposes by means of old-fashioned printouts
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CONSER statistics are collected twice a year, in early April and October, for the preceding six-month period. LC staff e-mails a SurveyMonkey link to members for reporting their data.
For each six month period, a designated cataloger hand counts the CONSER printouts on file. Cornell normally counts only the category that LC calls “Authenticated Original Records—Full/Core”; we disregard other categories. This count is then submitted to LC via the SurveyMonkey link.
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NACO does not require Cornell to collect and report statistics; the PCC collects them by automated means, presumably through harvesting 040 data from the NAF.
Cornell does keep track of NACO statistics for internal purposes. Throughout the month, LTS catalogers place printouts of all their original and updated authority records in the bins (one for regular LTS, one for Music) outside the Head of Cataloging’s office. A designated worker in Delivery and Metadata Management Services empties the bin at the end of each month and then counts the categories—numbers of original records and numbers of updates. Law catalogers report via e-mail. All these numbers are entered into an LTS spreadsheet available in the LTS - > "Batch_ Processing" folder, - > "BIBCO-NACO stats" file on the shared LTS X drive. Any delete requests or printouts marked “BFM” are passed on to the NACO coordinator, who e-mails a list at LC (naco@locnaco@loc.gov), along with any other problems that have come up. Catalogers are free to report problems at any point in the month, but the NACO coordinator normally consolidates all our issues into this one monthly e-mail. A copy of the monthly NACO BFM/Delete report to LC is sent to any cataloger who reported a problem. For further information, see the LTS document on NACO/SACO Workflow.
Cornell is currently comparing the counts obtained from the OCLC Statistics Portal and the cataloger printouts. The OCLC Statistics Portal seems more accurate, but the printouts do serve a quality control purpose (they are lightly reviewed each month by the NACO coordinator), and printouts will always be required for BFM and Delete requests. At some point, however, we may feel that we don't need the printouts for counting purposes.
BIBCO
BIBCO statistics come from two places.
- First, run an LS Tools harvest using the macro "Dept Summary Report." Under Function, the figure you want is "Full PCC."
- In addition, open the TCEC file on Sarah Ross or Jean Pajerek's machine. Open the file(s) for "ECIP Sent to LC." These files are arranged by Cornell fiscal year starting in July, so they don't completely harmonize with LC's reporting scheme, but the files are clearly labelled by date.
- Once the ECIP Sent to LC file is open, each record is precisely dated, and you can count the records for each reporting period.
- Add the LS Tools harvest figure and the ECIP Sent to LC figure. This is the number you submit to the PCC Directory.
- Cornell does not track or submit statistics for what PCC calls Changed BRs, which are optional under the PCC guidelines.
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CONSER
CONSER statistics come from an LS Tools harvest using the macro "Dept Summary Report." Under Format, the figure you want is called "Conser." Don't be surprised, our statistics are very low. Sarah Ross also keeps a paper file of the year's worth of records she has CONSERized, so a hand count of printouts is also possible.
SACO
Cornell SACO statistics are extremely rare. The NACO/SACO Coordinator keeps printouts of New LCSH proposals and New LCC proposals. Catalogers are asked to notify the NACO/SACO Coordinator if they submit either of these types of proposals.DAnchor