Information about changes to Statistics Reporting from 2005-08

2008-09 collection cycle:

In November, 2008, the Statistics Task Force (chaged by the UC Librarians via SOPAG) presented its Final Report [PDF] to the University Librarians. The resulting recommendations [PDF] were approved by the ULs and will be carried out from 2008-09 collection cycle forward.

2007-08 collection cycle:

  1. On Schedule A only, “Volumes” should include electronic books.
  2. On Schedule A only, “Serial titles received curently” should include serials of all formats.
  3. Schedule F has been condensed, and the data collected will be considered as part of a trial period for the collection of digital and shared collections.
  4. Schedule X asks only for total bound volume holdings.

2006-07 collection cycle:

  • Revision of Schedule B.
  • Addition of new form (Schedule F) to collect data on serials and digital resources.
  • Change in definition of current serials and data collection temporarily moved from Schedule A to the new Schedule F.

Implementation Issues

Beginning with the 2006-07 data collection cycle, the Office of Systemwide Library Planning will collect statistical data from the campuses on shared and digital collections. Because this is a new endeavor that includes data not previously included in the annual statistics, there will undoubtedly be a need for us to collectively refine the definitions of new categories. We will consider the 2006-07 data collection as a trial year in which we identify areas that need clarification and address issue that arise. If desired, we can convene a small task force of campus representatives. If there are few or no issues this year, and we collectively agree to do so, SLP can go ahead and “publish” the data with our traditional annual statistics report. We will revise the format of the annual statistics report to accommodate the new data categories and will ask you to review some prototype publication formats within the next few months (July – Oct).

In developing new categories and definitions for the second phase of the library statistical reporting development plan, we have surfaced a few issues that will need to be tested in the initial phase of data collection and during the first year of working with the new data. We expect that there will be other issues that arise as data collection gets underway.

Digital Content

There are many challenges in determining the quantity of electronic journals, including finding a consistent and reliable source for the data, whether to rely on catalog records or other data points, how to avoid double-counting due to multiple access points (e.g., publisher vs. aggregator), and how to account for electronic journal backfiles.

Source for Systemwide Data
There is currently no obvious central source for data on the number of digital journals licensed throughout the system (i.e., covering systemwide licenses managed by the CDL, multi-campus Tier 2 licenses, and locally-licensed publications). When fully implemented, the Verde ERMS will most likely be able to provide consistent data on all or most library-licensed journal titles. We will work with the Verde ERMS implementation team to articulate our data needs for the annual statistics. In the interim, we will work with the Shared Cataloging Program at UCSD and use the methods developed for the ARL Supplementary Statistics Survey to collect data on journal titles, supplemented by campus reporting for local and Tier 2 content.

Tier 2
Some Tier 2 journals are licensed and managed centrally, while others are managed by the subscribing campuses. To get the most accurate accounting, Tier 2 titles that are managed systemwide will be identified and a list of titles sent to campuses. Each campus subscribing to a Tier 2 title will include it in their local reporting. This will result in some duplicate counting of titles when viewed on a systemwide basis (similar to “serials currently received” in our current print holding report, which counts duplicate subscriptions both within and among campuses).

It would clearly be desirable for our statistical accounts to recognize our significant investment in, and the availability to users of, our extensive acquisitions of ejournal backfiles. Because electronic journals are not routinely bound and cataloged as a “volume” like print journals, there is no consensus on methods for counting journal backfiles. For our reporting, we propose to consider one year equal to one volume of a journal. We will conduct a one-time audit of the current journal backfiles, and thereafter the annual title count will be used to increase the backfile count each year. We will work with CDL to obtain this information for Tier 1 and CDL-managed Tier 2 titles, and will be asking the campuses to supply this information on a one-time basis for locally acquired titles and for Tier 2 titles where the information cannot be provided by CDL. We will likely not execute this study until the 2007-08 academic year, and incorporate results into the 2007-08 statistics report (for which we will gather routine data in summer-fall 2008).

Shared Print

Schedule B (“Items withdrawn in lieu of deposit at NRLF or SRLF”) has been redesigned to accommodate collection of data related to shared collections. In addition to items withdrawn in lieu of storage an at RLF, we will collect information on items withdrawn due to the existence of a shared collection and number of items contributed to a shared collection. In the past, we asked you to report “volume equivalents” as well as items for each category. Starting in 2006-07, in order to accommodate the additional data on the form and to simplify the data collection, we will collect only items for each category. Items can be converted into volume equivalents, if necessary, at a later date. In preparation for this change, we have asked campuses to review their history of items withdrawn in lieu of loan to an RLF so that we can start from a mutually agreed-upon base of items withdrawn to date.

(Sent to campuses May 2, 2007.)

2005-06 collection cycle:

New categories and questions are highlighted in bold.

Revised list of elements – Collections

New UC Category
Old UC Category
VolumesVolumesNo change – monographic volumes purchased
Current serials purchasedSerials (subscriptions)Divided into two subcategories.
Current serials not purchased Current serials not purchased
Personal manuscriptsPersonal manuscriptsNo changes. Please count items by manuscript unit (definition/dimension conversion included in instructions).
UC archive materialsUC archive materials
Other archive materialsOther archive materials
MapsMapsNo change. Equivalent to ARL’s “Cartographic materials.”
MicrofilmMicrofilmNo changes. Should add up to ARL’s “Microform Units.”
PamphletsPamphletsNo change.
Government documentsGovernment documentsNo change.
AudiodiscsAudiodiscsNo changes. Should add up to ARL’s “Audio materials.”
Compact discs, digital audioCompact discs, digital audio
VideotapeVideotapeNo changes. Should add up to ARL’s “Video and film.”
Multi-media kitsMulti-media kits
Motion picturesMotion pictures
Film stripsFilm stripsNo changes. Should add up to ARL’s “Graphic materials.”
35mm slides35mm slides
Other pictorial materialsOther pictorial materials
Computer tapesComputer tapesCD-ROM categories may include DVDs. Should add up to ARL’s “Computer files.”
Monographic CD-ROMsMonographic CD-ROMs
Serial CD-ROMsSerial CD-ROMs
Floppy disksFloppy disks

Revised list of elements – Library Services (Schedule E)

New UC Question
Old UC Question
Number of staffed library service pointsNoneNew
Number of weekly public service hoursLibrary operating hoursNew – replaces library operating hours
Number of reference transactions (total)NoneNew
Number of virtual reference transactionsNoneNew
Number of presentations to groupsNoneNew
Number of total participants in group presentationsNoneNew
Number of items checked out, by user categoryNumber of items checked out, by user categoryNo change (data formerly reported on Budget Form 3c)

Notice posted to the statistics website in June 2005:

The UC statistics collection process is being revised for the 2005-06 academic year. Changes include:

  • Alignment with Association of Research Libraries (ARL) whenever possible
  • Adoption of ARL definitions when categories are the same
  • Addition of “current serials NOT purchased” as a statistical category
  • Workload information and services information gathered with collection data and reported in a new spreadsheet
  • FTE will no longer be collected

Note that these changes do not affect the 2004-05 library statistics, for which data collection is already underway (see administrative materials, below). We are advising you of these proposed changes to give you the opportunity to review them, and if needed, to modify any local procedures that produce data related to collections and transactions during 2005-06.