Penn State University Libraries - Statistics Instructions

1. Submission Instructions / Forms
2. Categories
1. Cataloging Work Statistics
2. NACO/SACO Work Statistics
3. Dean's Statistics
4. Format
3. Examples/Situations
1. Copy Cataloging
2. Deletions/Withdrawals
3. Manuscripts
4. MLP Upgrade/Creation
5. NACO/SACO
6. "Near" and "Edition" Copy
7. Original Cataloging

Statistics should be recorded monthly and totals reported to the Cataloging Staff Assistant at the end of each month, or, no later than the end of the first week following the month for which the statistics were recorded. The Staff Assistant will then add each person's statistics to a master form.

You may use a personalized workform throughout the month, so long as your totals at the end of the month are submitted via the appropriate Monthly Statistics Form linked below.

The following are all Excel forms. Note: The only difference between the Comprehensive Copy and Original Cataloging forms is that the New Title statistic is automatically calculated in the Copy Cataloging version by adding the Original, Copy and MLP counts. The New Title statistic is not automatically calculated in the Original version since an upgraded cataloging level mlp does not count as a New Title statistic (see example below).

Monthly Forms (to submit as of 7/09)

• Maps Monthly Form
• Monographs Monthly Form
• Music/AV Monthly Form
• Serials Monthly Form
• Special Collections Monthly Form
  
  Personalized Forms
  
• Charlene
• Donna
• John H.

Annual Forms (for personal use)

• Comprehensive Annual Statistics Form - Copy Cataloging
• Comprehensive Annual Statistics Form - Original Cataloging
• Maps Annual Statistics Form
• Monographs Annual Statistics Form
• Music/AV Annual Statistics Form
• Serials Annual Statistics Form
• Special Collections Annual Statistics Form

Original Cataloging
Includes the creation of bibliographic records that do not have exact copy available; Also includes the use of edition and near copy

Copy Cataloging
Includes bibliographic records imported from a catalog utility that matches the item in hand following match criteria for a specific format

OCLC Upgrade/Enhance
Any time the master record in OCLC is upgraded or enhanced

MLP
Minimum Level Processing records created on receipt of the item, as opposed to a brief acquisition record created at the time of order

Maintenance
Reclass, adding notes, editing bib records, editing serial records with title changes, adding URLs, transfers, adding or editing item records, etc.

New
Create headings by format

Edit
Correct heading by format

Headings
Corrected headings in The CAT for all formats; Input in first box under HDGS

Title/Volume statistics are recorded by all catalogers representing work done in The CAT.

Title
A bibliographic record describing an individual item in any format. One title count constitutes the addition (or deletion) of one title and one active holding to (or from) The CAT.

New
Unique bibliographic records added to The CAT for the first time with the very first active holding; Order records are not considered New Titles until fully cataloged and an active holding added

Statistic: The very first active holding added for any Library for a newly cataloged item will be counted as 1 New Title, and also as 1 Copy or Original or MLP statistic, depending on the availability of copy. This is the only category that receives two statistics.

Delete
"Last Copy" withdrawn from The CAT; no other Library currently owns that exact title/edition; The last active holding has its Home Location changed to WITHDRAWN (in some cases, the bibliographic record is deleted).

Statistic: Withdrawing/Deleting the very last active holding of any Library for a title will be counted as 1 Title Deleted. OCLC Holdings should also be deleted.

Locations
Locations owning the title; One location count constitutes the addition (or deletion) of one Library Location and an active holding to (or from) The CAT.

Added Location
A new Library Location is added to a bibliographic record in The CAT **and at least one other Library location already owns the title**

Statistic: The very first physical item added for the new Library location (when at least one other active holding for another Library exists) will be counted as 1 Location Added.

Deleted Location
A Library Location is deleted from a bibliographic record in The CAT **and at least one other Library location still owns the title**

Statistic: The very last physical item deleted/withdrawn for the withdrawing Library location (when at least one other active holding for another Library remains) will be counted as 1 Location Deleted.

Volume
A single physical unit cataloged and processed in its permanent form for library use

Added Volumes
Adding subsequent copies of the same item or adding additional volumes of a set, serial or periodical title to a Library Location cataloged in The CAT

Statistic: Each item added for a Library Location that already has at least one active holding is counted as 1 Volume Added.

Deleted Volumes
Deleting copies or volumes of a set, serial or periodical title from a Library Location in The CAT.

Statistic: Each item withdrawn/deleted for a Library Location that continues to have at least one active holding is counted as 1 Volume Deleted.

The descriptive presentation of a defined item category.

Monograph

An item complete in one part or in a finite number of parts (books, sets)

Serial

A publication issued in successive parts with numeric and/or chronological designation, published once a year or less frequently (e.g., journal, annual)

Periodical

A publication issued in successive parts with numeric and/or chronological designation, published more than once a year (e.g., newspaper, magazine)

MicroMono

Monograph title published in Microform format

MicroSerial

Serial title published in Microform format

MapsMono

Monograph title published in the Maps format

MapsSer

Serial title published in the Maps format

SoundRec

A recording on which sound vibrations have been registered by mechanical or electrical means so that the sound may be reproduced (e.g., sound disc, cartridge, reel, cassette, rolls)

Scores

Series of staves on which all instrumental and/or vocal parts of a musical work are written

Video

A recording on which visual images, usually in motion and accompanied by sound, have been registered; designed for playback by means of a television set (e.g., videocassette, laser disc, DVD)

Graphics

Two-dimensional representation intended to be viewed or projected (e.g., photographs, drawings, slides)

Realia

Three-dimensional object created or a naturally occurring entity

Kit

An item containing two or more categories of material, no one of which is identifiable as the predominate constituent of the item; also designated as multi-media; A single-medium package of textual material (e.g., a lab kit, a set of activity cards)

Thesis

A proposed theme resulting from original research in fulfillment of an academic degree

ERMono Direct

A monographic Electronic Resource physically held by a library (e.g., CD-ROM)

ERMono Remote

A monographic Electronic Resource accessed through the computer (Web site, online CD)

ERSer Direct

An Electronic Resource physically held by a library that is produced as a serial (e.g., CD-ROM)

ERSer Remote

An Electronic Resource produced as a serial and accessed through the computer (e.g., Web site, full text)

Manuscript

Writings by hand, typescript, or inscription, as opposed to print

• Added Library locations: add to Locations Added column only.
• Added copies and volumes: add to Volumes/Copies Added column only.
• If you copy catalog a monograph new to The CAT, add 1 to Copy column and 1 to New Titles column.
• If you copy catalog a five volume set new to The CAT, add 1 to Copy column, 1 to New Titles column, and 4 to Volumes/Copies Added column.
• If you copy catalog two copies new to The CAT for the same location, add 1 to Copy column, 1 to New Titles column, and 1 to Volumes/Copies Added column.

• Withdrawn Library locations: add to Locations Deleted column only.
• Withdrawn copies and volumes: add to Volumes/Copies Deleted column.
• If you withdraw a title completely from The CAT (aka Last Copy Withdrawal - last active holding withdrawn), add 1 to Titles Deleted column.
• If you withdraw a five volume set owned by only one location, add 1 to Titles Deleted column and 4 to Volumes/Copies Deleted column.
• If you withdraw a five volume set still owned by at least one other Library location, add 1 to Locations Deleted column and 4 to Volumes/Copies Deleted column.

• Do not include manuscripts in the total volume count; these are counted using different criteria.

• If you upgrade an mlp, do not add to New Titles stats unless it was an Acquisitions level mlp.
• If you create a Cataloging level mlp, add 1 to MLP column, and 1 to New Titles column.
• If you upgrade an mlp using copy, count as Copy cataloging only, unless it was an Acquisitions level mlp, in which case also count as New Title
• If you upgrade a Cataloging level mlp by doing original cataloging, add 1 to Original column, but do not add to New Titles column as that statistic should have been taken by the person who created the Cataloging level mlp record.
• If you upgrade an Acquisitions level mlp by doing original cataloging, add 1 to Original column and 1 to New Titles column.

• Count for statistics when the record is contributed (add) to the national file.

• If the result is an original record being added to the utilities, count as original cataloging.

• If you originally catalog a monograph, add 1 to Original column and 1 to New Titles column.
• If you originally catalog a five volume set, add 1 to Original column, 1 to New Titles column, and 4 to Volumes/Copies Added column.
• If you originally catalog two copies for the same location, add 1 to Original column, 1 to New Titles column, and 1 to Volumes/Copies Added column.