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Home > Minerva > State Report Statistics 2008

State Report Statistics for Public Libraries 2008

Note: These instructions are to help with the Maine Public Library’s 2008 State Survey due to the Maine State Library by April 1, 2009. They are not meant to be the final version of how to do monthly reports. The excel spreadsheet has the circulation and renewal figures for each Minerva library, based on the library's fiscal year.

The number of registered borrowers information is an instruction sheet. The purging issue has not yet been approved by the Executive Board or Users Council but that will be the recommendation of the Statistics Committee.

The definitions referenced below can be found at Annual Report 2008 Data Definitions.

Total number of Interlibrary Loans received from other libraries (def #4.9) and Total number of Interlibrary Loans provided to other libraries (def #4.10):

  1. Open Web Management Reports (http://minerva.maine.edu/manage)
  2. Under CIRCULATION, click on Circ Activity (you may need to click it twice)
  3. Enter your initials and password
  4. Under CIRC STATS, click on Owning/Home report (you may need to click it twice)
  5. Click: “submit” (you may need to click it twice)
  6. Click TOTAL Circulation (do not click "Include statistics on number of items patrons borrow from their own library?")
  7. Choose the starting and ending months for your fiscal year (e.g., Jul 07 and Jun 08) and click Submit Query
  8. Click the STATUS bar if you see a message that the report is still calculating

Total Number of Interlibrary Loans received from other libraries (def #4.9):

For libraries without a juvenile scope:

  1. Move the scroll bar at the bottom until your library's 3-letter code across the top lines up with the left or right edge of the page.
  2. Scroll down to the bottom line to find the total number of MaineCat ILLs your library checked out to your patrons.
  3. The statistic above the total is the number of ILLs checked out to your patrons that were received from non-Minerva libraries. This figure is the Blank code.

For libraries with a juvenile scope (The juvenile scope is the Library’s Children’s Collection scope that is visible in the OPAC):

  1. Move the scroll bar at the bottom until your library’s 3-letter code across the top lines up with the left or right edge of the page.
  2. Scroll down to find the total number of ILLs your library checked out to your patrons.
    1. The total for the 4 letter JUV code (column) will always be zero (0).
  3. Find the statistic at the intersection of your library’s non-juvenile circulated items (column) and your library’s juvenile circulated items (row).
    1. This is the number of your library’s juvenile items checked out by your own patrons.
  4. Subtract step 3 from step 2. This is the total number of all ILLs borrowed by your library and checked out to your patrons.
  5. The statistic above the total is the total number of ILLs checked out to your patrons that were received from non-Minerva libraries. This figure is the Blank code.

Total Number of Interlibrary Loans provided to other libraries (def #4.10)

For libraries without a juvenile scope:

  1. Move the scroll bar at the right until your library's 3-letter code to the left of the page lines up with the top or bottom edge of the page.
  2. Scroll to the right to find the total number of MaineCat ILLs lent by your library and checked out by patrons at other libraries.
  3. The statistic before the total is the number of ILLs lent by your library and checked out to non-Minerva library patrons. This figure is the Blank code.

For libraries with a juvenile scope:

  1. Move the scroll bar at the right until your library’s 3-letter code to the left of the page lines up with the top or bottom edge of the page.
  2. Scroll to the right to find the total number of non-juvenile ILLs lent by your library and checked out by patrons of other libraries.
  3. Move the scroll bar at the right until your library’s 4-letter juvenile code to the left of the page lines up with the top or bottom edge if the page.
  4. Find the statistic at the intersection of your library’s juvenile circulated items (row) and non-juvenile circulated items (column).
    1. This is the number of your library’s juvenile items checked out by your own patrons.
  5. Scroll to the right of the 4-letter code JUV row and find the total number of JUV ILLs lent by your library.
    1. Subtract step 4 from step 5.
  6. Add the total numbers of ILLs, step 2 and step 5a. This is the total number of non-juvenile and juvenile items lent by your library and checked out to patrons of other libraries.
  7. The statistics before the totals are the number ILLs lent by your library for both non-juvenile and juvenile items and checked out to non-Minerva library patrons. These figures are the Blank codes.

Total Children’s Circulation (def #6.1) and Total Circulation (def #6.2):

The circulation section in the Maine Public Library’s 2008 State Survey pertains to the circulation of items at each individual library to its own patrons of materials in all formats for use outside the library. In house use of book and non-book items including computers, equipment, keys, or bookings is not included. The total counts include checkouts and renewals of all items owned by the library and those checked out and renewed to its patrons as interlibrary loans borrowed from other libraries.

Total Children's Circulation (def #6.1):

The total children’s circulation figures were derived from two Cross-Tab reports, one for checkouts and the other for renewals. In both reports the rows are item locations and the columns are Ptypes. An effort has been made to include all juvenile and young adult locations. Some libraries have one location for all items, in which case a figure for children’s items is not included. Parenting and professional collections are not included in these statistics.

Total Circulation (def #6.2):

The total circulation figure was derived from the All Activity report for checkouts* and a Cross-Tab report for renewals. The checkout figures are based on your library’s terminal numbers and capture the number of items checked out from your library, regardless of whether it is your own item or an interlibrary loan. Libraries have a range of terminal numbers, and these have been added up to derive the total checkout figure.

The renewal figure in the All Activity report only captures the number of renewals made at your library, and not those done online by your patrons. The figure in the All Activity report is typically significantly less than the numbers derived from the cross tabs report. Therefore a Cross Tab report was run to capture the total number of renewals done at your library and through the OPAC.

*For libraries using patron self checkout terminals (Auburn and Scarborough), the Cross-Tabs report was used to capture checkouts made at both the self checkout and staffed library terminals.

The data was tabulated according to your library’s fiscal year. Most Minerva libraries follow a standard fiscal year. Those libraries following a calendar year are bfl, cam, pem, pit, rkd, ski, swh, and war. The fiscal year for Witherle Memorial Library is from 2/1 – 1/31.

Note: Counts gathered for Scarborough and Walker Public Libraries are short because data collection regularly started for these two libraries in March 2008. The chart below reflects circulation business done only while these libraries were active on the Minerva network. If your library was not part of Minerva for the entire reporting period, you will need to add your pre-Minerva numbers to the totals below.

Total Circulation
Total Children's Circulation #6.1   Total Circulation #6.2
Library Checkouts Renewals TOTAL   Library Checkouts Renewals TOTAL
apl 58943 13850 72793   apl 151273 41310 141928
bai 22972 10208 33180   bai 43771 16774 60545
bbh 8857 1281 10138   bbh 33578 5104 38682
bfl 40392 5285 45677   bfl 101574 16829 118403
bml 33920 7583 41503   bml 80530 19839 100369
cam 53467 19952 73419   cam 126784 46423 173207
cfl 10679 1994 12673   cfl 28801 5551 34352
cml 151759 27031 178790   cml 307154 56037 363191
edl 35010 13972 48982   edl 71852 29725 101577
fml 61204 16926 78130   fml 132650 33958 166608
gar 30404 8243 38647   gar 91116 19708 110824
gpl 26984 6814 33798   gpl 72263 18378 90641
hob 8091 971 9062   hob 16701 1982 18683
jml 14506 3656 18162   jml 47772 12151 59923
lit 50604 19097 69701   lit 135805 43719 179524
lpl 69718 21366 91084   lpl 150669 51621 202290
lud 6349 1374 7723   lud 20151 3614 23765
mca 54981 10626 65607   mca 101365 17087 118452
mso 6575 2991 9566   mso 19041 8703 27744
nor 11499 1425 12924   nor 37366 4211 41577
opl 16067 4183 20250   opl 40476 9559 50035
otp 23831 4194 28025   otp 56906 11192 68098
pem 490 42 532   pem 815 131 946
pfl 43142 6218 49360   pfl 130021 19424 149445
pit 16404 4893 21297   pit 38373 11490 49863
ric 14934 2652 17586   ric 47762 9012 56774
rkd 35376 10520 45896   rkd 124639 28677 153316
roc 17464 6068 23532   roc 46531 17147 63678
rpl 8276 3053 11329   rpl 38768 10386 49154
sca 23565 2765 26330   sca 54479 5985 58188
ski 22429 5256 27685   ski 58789 14833 73622
spp 95459 23093 118552   spp 200514 48917 249431
swh 17731 4231 21962   swh 50254 13726 63980
tml 54844 14980 69824   tml 100464 27335 127799
tpl 41078 4001 45079   tpl 83277 8629 91906
war 14559 1434 15993   war 28952 3694 32646
wel 16662 3618 20280   wel 58190 12056 70246
wit 5957 1394 7351   wit 18424 4089 22513
wlk 5036 464 5500   wlk 16104 1729 17833
wpl 28130 5928 34058   wpl 118463 16149 134612
ypl 35859 8474 44333   ypl 91811 18177 109988
TOTAL 1294207 312106 1606313   TOTAL 3121297 745061 3866358

 

Total Registered Patrons (def #7.1):

  1. Open the Create Lists mode in Millennium
  2. Select an empty slot large enough to contain all of your library’s patron records, highlight the row and click Search Records.
  3. Enter a Review File name (library 3-letter code, description of list, date)
  4. From the Store Record Type drop down menu, choose PATRON p
  5. Change the Range drop down selection to Index. 
  6. Change the PATRON (n) drop down to BARCODE (b) to limit the search to your patrons.
  7. Enter your library’s 14-digit barcode range in the two empty fields to the right. In the first field, enter 2 (for patron barcodes), followed by your library’s 4-digit code, then nine zeroes; in the second field enter a 2 followed by your library’s 4-digit code, then nine nines. E.g., Topsham Public Library will enter 38888000000000 and 38888999999999
  8. To build the search, in the first blank line, Term 1:
    • Double click the Type field and select PATRON (or type “p” in the field )
    • Double click the Field box and select CREATED (or type 83)
    • In the Condition field, double click and choose "LESS THAN OR EQUAL TO"
    • In the Value A field, enter the end date of the reporting period (the last day of your FY08, e.g. 06/30/08)
  9. Click the Append Line button along the right hand side of the window to add a second line, Term 2. (The Operator space automatically defaults to AND for the new line created for Term 2 - do not change):
    • Enter P for PATRON in the Type field
    • Double click the Field box and choose EXP DATE (or directly type 43 in the box)
    • In the Condition box, double click and choose "GREATER THAN OR LESS THAN"
    • In the Value A field, enter the date three years prior to the beginning date of the reporting period (e.g., for a fiscal year that began on 7/1/07, enter 7/1/04).
  10. Click Search. When the Status for your list says Complete, the number in the Current Records field is the number of registered borrowers for FY08 and the proceeding 3 years.

A note on the date ranges used above:

These dates will specify all patrons whose accounts were created before the end of the reporting period, but not those who have registered between then and the time you are actually running this report.  It will also return only accounts which had an active expiration date during that a four-year period (the reporting period and the preceding three years).

Updated 02/19/09