NCSU Libraries cataloging statistics : What to count?

Overall considerations

Statistics collected by catalogers are used to provide data for Departmental, branch, AARR, and Library-wide Annual Reports, for nationwide ARL statistics, and for management purposes. Please try to be accurate in your stats gathering!

Please note that for all categories except remote electronic resources and bound-withs (parent volume holds many analyzed titles), you should not have a higher title count than that for volumes. If you catalog 75 book titles, then you should have at least 75 volumes to go with that. Count each volume, not just those above the count of titles! NOT 75 titles/3 volumes when you actually mean 75 titles/78 volumes.

Please try to have your statistics entered within five working days of the end of the month in which the stats were collected. The sooner the better! At the end of the fiscal year in June, branch Directors and the Department Head are waiting for your statistics so they can be reported in annual reports, so please get them as early as possible in that month.

Originals, Rush requests & Textbooks

There are now "format" categories for recording original cataloging by item type (book, serial, streaming video, etc.), as well as the number of rush requests and textbooks you do in any given month. These should be recorded in addition to counting those materials under their regular categories. This information is being recorded for M&C management purposes rather than for ARL/NCSU Libraries stats, so don't worry that it might appear you are recording the same information twice. These categories will not be reported outside of the Department.

Branch Library Stats

Counts for branch libraries, as well as for SPECCOLL, need to be able to stand on their own, that is to reflect the number of titles and volumes added to that collection. This is information that the branches will use in their annual reports and that the library uses in total counts for each collection. Thus, if you receive single copies of the same title for DHHILL, VETMED and DESIGN, count one title and one volume for each library, NOT one title, one volume for DHHILL and only a volume for the others. On the other hand, if you receive one title with copies for STACKS and REF within the same library, count this as a single title only.

Images

Images described for the Design Image database should be counted as IMAGES or SLIDES as appropriate. These are tabulated as non-MARC metadata statistics on the NCSU Libraries Cataloging Statistics page. Images described for Special Collections projects such as the UAPC should be counted under those Item Type categories for SCRC. These are also reported as Non-MARC metadata statistics.

Kits

Kits often consist of several formats bundled together by the publisher. These should be counted as 1 kit title, and 1 volume for each part for which the stats database provides categories (BOOK, AUDIOCASSETTE, GAME, REALIA, etc.). If none of the provided categories fit, then simply count the parts as KIT volumes.

Metadata Projects

See also Images above. Statistics for the Faculty Pubs and Technical Reports databases are gathered automatically by the stats keeper! For processing projects, statistics are gathered in the month that a particular project is finished and documented on the MDQ Special Collections processing and description matrix.

Remote electronic (Internet) resources

For Internet resources (EBOOKS, EJOURNALS, WEBSITES, DATABASES), count one title only. We have no way of knowing how many "volumes" might be associated with an Internet resource, especially EJOURNALS, as some have "windows" of availability that shift over time, some add additional runs of back volumes, and of course, almost all EJOURNALS are adding volumes over the passage of time. Batch loads of e-resources, such as 360 Marc, NetLibrary and EBL titles, should be counted as well as those loaded one-at-a-time. These should be attributed to the staff member named "Batch load". Charley is counting deleted 360 Marc titles via the load stats, but if you are deleting other e-resource records these should be reported via the form.

Transfers

Transfers are materials moved out of one branch or collection and moved to another. These should be recorded as titles and volumes transferred from one library or collection (use the "transfer" radio button) and then added to the recipient library. Thus, materials physically removed from DESIGN and transferred to DHHILL might be recorded as 25 titles, 32 volumes transferred from DESIGN and 25 titles, 32 volumes added to DHHILL. If you transfer reference materials into the stacks of the same branch, no statistics need to be recorded.

Withdrawals

These are materials which are removed altogether from the system and tossed/discarded.

Reporting input errors

If you make input errors, such as inputting the same counts twice, failing to add your name to your stats, etc., let the Keeper of Stats know right away by sending an email to Charley Pennell.