Prepared by Nancy Helmick
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| WEEKLY REPORTS | |
|---|---|
| Report Name | Onsearch report |
| What it is | All items updated to "missing" or claims returned" since last the report was issued. Each location searches items for all locations. After one week the items that are still missing are updated from status M to status S and a note ("Onsearch file yy-mm-dd") is added to the record. |
| How distributed | Message sent to libcircs@lists.acs.ohio-state.edu to view on web at http://library.osu.edu/staff/infotech/onsrch.html |
| How to use it | Circulation staff search stacks and clear status back to available by checking in items found. It is not necessary to remove note from item record even if item is found. All missing items appear in the "cat items status m,s,n,z,$" file which should be reviewed periodically by the collection manager for items that can be replaced or withdrawn. There is no follow up report of missing items from the IT Division. |
| MONTHLY REPORTS | |
| Report Name | In transit too long (example) |
| What it is | Items with status "in transit" for at least 1 week but less than 5 weeks that also have a "last checkin date" from the previous month. Each location searches for their own items. |
| How distributed | Paper report distributed to circulation supervisors at monthly meeting. |
| How to use it | Circulation staff search stacks and clear status back to available by checking in items found; items not found should be left as is. Checkin clears "in transit" note from item record. |
| Report Name | In transit longer than one month (example) |
| What it is | Items that are still status "in transit" (longer than 5 weeks) after all locations have searched their items locally. Each location searches all items from all locations. |
| How distributed | Paper report distributed to circulation supervisors at monthly meeting. |
| How to use it | Circulation staff search stacks and clear status back to available by checking in items found; items not found should be left as is. Checkin clears "in transit" note from item record. List can be forwarded to collection manager for replacement consideration. Items in transit longer than one year may be updated to status S (missing) in order to provide more accurate information to the public, although a subsequent checkin will not clear the transit note from the record if the status is changed from T. |
| Report Name | Purchase alerts (example) |
| What it is | Items reported to have 3 or more holds at one time since the previous report was sent. Items are reported as many times as they qualify during the previous month, so may appear multiple times in the report. OSCAR holds are placed at the item level, so other copies -- including OhioLINK -- may have been available to satisfy the hold. |
| How distributed | By email to libcolmn@lists.acs.ohio-state.edu and libregca@lists.acs.ohio-state.edu |
| How to use it | Search OSCAR and OhioLINK to get see current status and determine whether there is a need for an additional/replacement copy, if there are more recent editions, etc. |
| ANNUAL REPORTS | |
| Report Name | At Bindery too long (example) |
| What it is | Items with status "at bindery" that were last updated at least one year ago. |
| How distributed | Paper report furnished to Wes Boomgaarten for distribution |
| How to use it | Location staff search stacks and clear status back to available by checking in items found; items not found should be left as is. After one month items not updated to some status other than "at bindery" are updated to "missing" and a dated note is added to item record (e.g., "Updated from status b to s yy-mm-dd") |
| Report Name | In Process too long (example) |
| What it is | Items with status "in process" cataloged at least six months ago that have default item location code. Items with 4- or 5- character codes other than default item location codes (e.g., reference) are updated to available or "use in library" as appropriate to other items with those location codes. |
| How distributed | Paper report furnished to Carol Diedrichs for distribution |
| How to use it | Location staff search stacks and clear status back to available by checking in items found or by updating items to status other than p. After specified time period, items not changed to some status other than "in process" are updated to "missing" and a dated note is added to item record (e.g., Updated from status p to missing yy-mm-dd"). Items not found can be repurchased with special replacement funds. |
| Report Name | Test run: Item / volume count (example) |
| What it is | All items in the entire library system broken down by item location code and item type. |
| How distributed | Paper report furnished to Assistant Directors for distribution in mid-May |
| How to use it | Review for accuracy so final run will have accurate statistical count. |
| Report Name | Item / volume count |
| What it is | All items in the entire library system broken down by item location code and item type. Provides basis for ARL statistics. |
| How distributed | Paper report furnished to Assistant Directors for distribution in early July |
| How to use it | Review to see if item location codes might be better used; for planning or moving/shifting, etc. |
| Report Name | OhioLINK circulation statistics |
| What it is | OhioLINK checkout data by OhioLINK ptype for individual locations and by OSU ptype from other OhioLINK institutions. (instructions) |
| How distributed | Produced as desired by location staff |
| How to use it | Annual reports, accreditation reports, etc. |