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RM-Item Count Cluster

RM-Item Count Cluster

Jun 16, 2020

RM - ITEM COUNT CLUSTER UXPROD-2396: RM-Item Count ClusterClosed (Including Piece Counts)

Report description detail:

Overview:

This query satisfies multiple report requests (x to date) for counts of physical items held (e.g., volumes, videocassettes), usually divided by format.  It requires data mainly from the Inventory module.  It is intended to exclude counts of online e-resources.

The requests include additional factors users would like to be able to slice and dice by, some of which may require additional queries.  The additional factors identified to date include:

  • Added new in time period; added retrospectively in a time period; withdrawn in time period; transferred within the institution in a time period; where shelved within a library system; exclude those not owned by library (including e.g., unowned CRL, unpurchased PDA), bound-withs; received as gift; acquired as part of a project; by general classification; has retention requirements; is an obligatory copy; left by decedents; with dedications/inscriptions; with precious bindings. [ERM: add: have perpetual access; open access; free; digitized locally from library's physical stock; hosted locally; stored in local institutional repository; text searchable]

Assumptions:

  • The reporter’s institution uses the Inventory module.

  • Online resource counts are excluded even if tracked in the Inventory; see the ERM queries for online counts. Each reporter must know where her/his institution’s various resources are tracked and find the needed reports as appropriate, adding together counts if needed, and avoiding any duplication if possible.

  • [for ERM query: assumed that online titles are not track in both the ERM and the Inventory]

  • This query is only for items or pieces held counts. For physical resources, see the other RM queries for titles held counts and serial titles/subscriptions currently received counts.  For online resources, see the ERM queries for titles held counts and for serial titles/subscriptions currently received counts.

  • This query results in one or more counts, not a list or lists of titles. It is more for internal or external assessment/benchmarking purposes or for planning efforts, rather than for project work.  See other MM or RM reports for other purposes.

  • Only items that have been cataloged and made ready for use are included (including those batch-loaded).

  • Each institution will decide how it will make it possible to break counts out by format. Requests covered here range from being able to break out counts by a very specific format, to having a report that breaks out all counts by general bibliographic format.    We have attempted to identify the most common fields that will be used, and documented which they are.

  • Any titles cataloged in the Inventory have instance and holdings records, and item records when appropriate.

  • Any locations used are assigned through the holdings record.

  • It is generally assumed that if you need a holdings count as of a certain date, you take it on that date. While you can use processing dates to exclude items newly added after a certain date, you cannot get back items that were withdrawn or transferred through this query. 

  • Local and national definitions can be updated from year to year; be sure to review for needed changes.

Relevant documentation:

Relevant national surveys:

LINK TO ADDITIONAL DOCUMENTATION FOR THIS CLUSTER: Additional Documentation

This is a place where we added additional information related to the Folio structure and a list of reports by module. It also provides details of elements needed for the Count Cluster.

LINK TO PARKING LOT FOR THIS CLUSTER: Parking Lot

This is a place where we record known issues and/or topics to revisit, including  items to discuss at the SIG meeting.

 

Reports covered:

Item:

  • REP-41: Annual E-Resource Counts for ARL, ACRL and NCES and local reporting  (all here that is an item count is a volume count)

  • REP-42: Books, among those: incunabula

  • REP-43: Books in rare book collections (rare prints from 16th century on, works with dedications/inscriptions, with precious bindings; only those collected in separate shelves/collections)

  • REP-44: Other printed works (e.g. maps, music scores, single sheets, patents, standards), overall (items held, acquired, withdrawn, expenditures)

  • REP-45: Other printed works, among them: maps and plans by sheets

  • REP-46: Other printed works, among them: music scores by units

  • REP-47: Other printed works, among them: single sheets (flyers, drawings, placards etc.)

  • REP-48: Other printed works, among them: standards (norms)

  • REP-49: Other non-electronic materials (e.g. audio-visual recording media (slides, films, videos), microfiches, art prints, pictures, post cards), altogether (items held, acquired, withdrawn, expenditures)

  • REP-50: Other non-electronic materials, among these: audio-visual materials (all analog recordings of mainly tonal or visual contents and which require specific technical equipment to play back. Slides, cassettes, films, video cassettes.). Digital media (CDs, DVDs etc.) are not counted here but under Digital stocks !

  • REP-52: Other non-electronic materials, of those: further materials by physical units (anything which does not fall into the above and the following categories)

  • REP-53: Manuscripts and autographs, manual documents and music scores, altogether (to be counted by physical units, e.g. volumes, capsules, rolls etc.) (items held, acquired, withdrawn, expenditures)

  • REP-54: Manuscripts and autographs, of those: textual manuscripts

  • REP-55: Manuscripts and autographs, of those: music (score) manuscripts and music autographs

  • REP-56: Manuscripts and autographs, of those: autographs (autographs are personal writings - of moderate size - of celebrities; i.e. letters, concepts)

  • REP-57: properties left by decedents (including those properties in the Manuscripts and Autographs section)

  • REP-60: Digital stocks, among these: digitized works out of the library's print stocks, which are hosted by the library itself (field M says counted in volumes, so moved from titles)

  • REP-75: Acquisition - of all expenses spent on purchases: purchases of obligatory copies (all library materials which have been acquired due to the governmental regulations on the delivery of deposit copies and administrative printed matters. Dissertations of the own university are not counted here.) (this not put in our cluster, but need to identify)

  • REP-81: Books (including dissertations and other theses in bound form), journals and newspapers by bound units, altogether (this not put in our cluster) (items held, acquired, withdrawn, expenditures)

  • REP-85: Other printed works, among those: patents (by physical units)

  • REP-167: Count of items retained.  Total number of items under retention commitments at both the consortial and library level. Data points - retaining library, item count, % of total retentions by individual library.

  • REP-229: Counts of resources by language/country of publication

  • REP-230: Titles and Item Holdings (by this meant: the ability to get title and item counts for any specific type of format, etc. needed)

  • REP-231: Count of archival boxes (this is a means at Cornell, for example, to get at the number of linear/cubic feet held/added new)

  • (need to ask Ingolf if title counts are needed for physical items by the  DBS (e.g., reports 42-57); assuming only title counts available for e-resources) → IK: REP-42 through REP-47 are only counts of physical items. No e-resources there.

Pieces:

  • REP-51: Other non-electronic materials, among these: micromaterials

 

Report Criteria

  • Examples:

    • A sum of total of items, broken down by format.

Start report with: 

Instance data to be able to slice and dice by format.

Filters:

Instance type name | Instance format name | Instance Discovery suppress|  instance status | Mode of Issuance | Cataloged Date | Statistical Code (Instances & Holdings) | Location | Holdings Type | Holdings Discovery Suppress| Call Number

 

Data fields:

  • Instances

    • ID

    • Discovery Suppress

    • Status Update Date

    • Instance Status

    • Instance Type

    • Instance Format

    • Nature Of Content Terms

    • Statistical Codes

    • Mode Of Issuance

    • Date of Publication

    • Cataloged Date

    • Previously Held

  • Holdings

    • ID

    • Instance ID

    • Permanent Location

    • Holdings Type

    • Discovery Suppress

    • Statistical Codes

    • Call Number

    • Call Number Type

  • Locations

    • Institution

    • Library

    • Campus

  • Items

    • ID

    • Chronology

    • Date created

    • Description Of Pieces

    • Holdings Record ID

    • Number Of Pieces

    • Status Name

    • Status Date

    • Statistical Codes

    • Material Type

 

 

FOLIO Attribute (Module/Path:Object)

FOLIO Data Element Description

Parameters/Query

Questions

FOLIO Attribute (Module/Path:Object)

FOLIO Data Element Description

Parameters/Query

Questions

 

 

 

 

Table name: mod-inventory-storage/instance-storage/instances

 

 

 

Instance ID (mod-inventory-storage/instance-storage/instances:id)

UUID for an Instance record

Allows for title counts.

Provides a join between mod-inventory-storage and mod-inventory-storage/holdings-storage. 

instances:id == mod-inventory-storage/holdings-storage/holdings:instanceId

It is possible that an Instance record do not have holdings/items associated with it, like memberships. An Instance record is like a BIB record.

 

Instance HRID (mod-inventory-storage/instance-storage/instances:hrid)

(human readable ID)

 

 

Instance Suppression Status (mod-inventory-storage/instance-storage/instances:discoverySuppress)

Indicates that the instance record is "suppressed" and should not be displayed in a discovery system

This element provides a means of excluding suppressed instance records from the total title count. Will not want to count titles suppressed from discovery. Will also be used to find withdrawn titles.

 

Instance Status ID (mod-inventory-storage-/instance_statuses:id)

UUID for a particular instance status

Provide a join between mod-inventory-storage/instance-storage/instance/status_id and mod inventory-storage/instance_status:id

May want to count only those things cataloged and made ready for use.  This may also be a way to exclude unpurchased PDA/DDA titles.

 

Instance Status Updated Date (mod-inventory-storage/instance-storage/instances:statusUpdatedDate)

Provides the status update date

Needs to be extracted from the JSON object. 

Keep this.  Might be needed to determine when status set.  repeatable?

 

Instance Type ID (mod-inventory-storage/instance-storage/instances:instanceTypeId)

UUID for a particular instance type

Provides a join point between mod-inventory-storage/instance-storage and mod-inventory-storage/instance-types.  May allow to filter by type/format if needed.

Connects with:mod-inventory-storage/instance-types:id.

 

Instance Format ID (mod-inventory-storage/instance-storage/instances:instanceFormatIds)

UUID associated with a particular instance format

Provides a join point between mod-inventory-storage/instance-storage and mod-inventory-storage/instance-format. May allow to filter by type/format if needed.

Connects with:mod-inventory-storage/instance-formats:id

 

Instance Nature of Content Terms ID (mod-inventory storage/instances:natureOfContentTermID)

UUID of the Nature Of Content Term

“Nature of content” will be used by German institutions in FOLIO. We don't know of any US libraries using it; but they could. Needs to be extracted from the JSON object.

 

Instances Statistical Code ID (mod-inventory-storage/instances: statistical_code_id)

UUID of a statistical code

Connects with mod-inventory-storage/instances: statistical_code_id.  May allow to filter by type/format if needed.

*Repeatable field*  Will be pulled from Json.

 

Instances Modes of Issuance ID (mod-inventory-storage/instance-storage/instance:mode_of_issuance_id

UUID of a mode of issuance.

Connects with mod-inventory-storage/modes_of_issuance:id

Some examples of values: single unit; multipart monograph; serial; integrating resource...  Coming from RDA.

 

Date of Publication (mod-inventory-storage/instance-storage/instances:publication{dateOfPublication}

Date (year YYYY) of publication, distribution, etc.

 *Repeatable field* Is this right? May be needed to get the publication dates.

Date of publication may also be used to help define a format?

 

Instances Cataloged date (mod-inventory-storage/instance-storage/instances:cataloged_date)

Provide the cataloged date

May need to say, e.g., was cataloged before 7/1/2020 for FY20 stats.  Is this also used for the other statuses we'd be interested in?

 

Instance Previously Held (mod-inventory-storage/instance-storage/instance:previously_held)

Indicates if the instance was previously held

Records the fact that the resource was previously held by the library for things like Hathi access, etc. Will return a True of False. Yes, we want that.  May not be implemented yet though; it is in the administrative data of the instance record.

 

 

 

OA - WIth ERM?  Set up a meeting with Peter McCracken and Laura. Where is the location of OA? Not currently in Inventory. 

Laura says no standard way to do OA naturally. Ask Peter McCracken to a meeting with us three. How are we doing in Voyager?  Should be set so that can be used in discovery: some users only want OA materials.  Not sure where it should go in FOLIO.  Is is not an ISness issue (like I am a newspaper)?    Would use a code like instance status?  Statistical?  In an instance or a holdings note?

 

Add instance notes - look up.  repeatable.

 

they are paired with types

 

Add: language of publication; country of publication; country about; general classification.

 

 

 

Table name: mod-inventory-storage/instance_statuses

 

 

 

Instance Status ID (mod-inventory-storage/instance_statuses:id

UUID of an Instance Status

Provides a join between mod-inventory-storage /instance_statuses:id and mod-inventory-storage/instance-storage/instances:statusId

 

Instance Status Name (mod-inventory-storage/instance_statuses:name)

Label for the instance status (e.g., possibly in this case "Cataloged", "Batch Loaded", OR "pda unpurchased".)

A library may want to select only those titles cataloged and made ready for use as of the date of the count.  Each institution should have its own list of statuses.  At CU, we can likely use "cataloged" and "batch loaded."  Laura is contemplating added a status of "pda unpurchased" so institutions can exclude unpurchased patron driven acquisition / demand driven acquisition (PDA/DDA).  Statuses not selected will be excluded.  Not repeatable.

 

Table name: mod-inventory-storage/instance-types

 

 

 

Instance Types ID (mod-inventory-storage/instance-types:id)

UUID of an Instance Type

Provides a join between mod-inventory-storage /instance-types:id and mod-inventory-storage/instance-storage/instances:instanceTypeId

 

Instance Type Name (mod-inventory-storage/instance-types:name)

Label for the instance type (e.g. for REP-61 "performed music", "sounds", "spoken word", "three-dimensional moving image", OR "two-dimensional moving image")

Used to filter (if necessary). This table connects with: mod-inventory-storage/instance-storage:id.   In MARC 21 terms this is "content type" (Bib 336):“form of communication through which a work is expressed”. https://www.loc.gov/marc/bibliographic/bd336.html

 

 

Table name: mod-inventory-storage/instance-formats

 

 

 

Instance Formats ID (mod-inventory-storage/instance-formats:id)

UUID of an Instance Format

Provides a join between mod-inventory-storage /instance-format:id and mod-inventory-storage/instance-storage/instances:instanceFormatIds

 

Instance Format Name (mod-inventory-storage/instance-formats:name)

Label for the Instance Format (e.g. for REP-61 "audio – audio disc", "computer – computer disc", "computer – online resource", OR "video – videodisc")

Used to filter (if necessary).  This table connects with (mod-inventory-storage/instance-storage/instance_formats:id).  In MARC 21 terms this is a combination of "media type" (Bib 337) and "carrier type" (Bib 338).

 

Table Name: mod-inventory-storage/nature_of_content_terms

 

 

 

Nature of Content terms ID: (mod-inventory-storage/nature_of_content_terms:id)

UUID of the Nature Of Content Terms

Provides a join between mod-inventory-storage/instances:natureOfContentTermID and mod-inventory-storage/nature_of_content_terms:id

 

Nature of Content Terms Name: (mod-inventory-storage/nature_of_content:name)

Name of the Nature of Content

“Nature of content” will be used by German institutions in FOLIO. We don't know of any US libraries using it; but they could. Needs to be extracted from the JSON object. Connects with mod-inventory-storage/instances:natureOfContentTermID

 

Table name: mod-inventory-storage/statistical_codes

 

 

 

Statistical Codes ID (mod-inventory-storage/statistical-codes:id)

UUID of a Statistical Code

Provides a join between mod-inventory-storage /statistical-codes:id and mod-inventory-storage/instance-storage/instances:statisticalCodeIds

 

Statistical Codes Name (mod-inventory-storage/statistical-codes: name)

Name of the Statistical Code

Allows to code for particular things institutions need, e.g., particular formats; particular projects; withdrawn?; don't export to OCLC; etc.

 

Table name: mod-inventory-storage/statistical_codes_types

 

 

 

Statistical Codes Types ID (mod-inventory-storage/statistical_codes_types:id)

UUID of a statistical Code Type

Provide a join between mod-inventory-storage/instances: statistical_code_type_id and mod-inventory-storage/statistical_codes_types:id

 

Statistical Codes Types Name (mod-inventory-storage/statistical_codes_types:name)

Name of the Statistical Code Type (Ex: ARL, DISC,RECM,SERM)

Some institutions will be using this for various types of counts (e.g., ARL and serials maintenance (including way to tell if a serial is currently received or not). It will be locally defined. Connects with mod-inventory-storage/statistical_codes:statistical_code_type_id

 

Table name: mod-inventory-storage/modes_of_issuance

 

 

 

Modes of Issuance ID (mod-inventory-storage/modes_of_issuance:id)

ID of the mode of issuance

Provides a join between mod-inventory-storage/instance-storage/instances:mode_of_issuance_id and mod-inventory-storage/mode_of_issuance:id

 

Modes of Issuance Name (mod-inventory-storage/modes_of_issuance/issuance:name)

Provides the name of the mode of issuance (Ex.: Integrating resource, multipart monograph, serial, single unit, unspecified)

Connects with mod-inventory-storage/instances/mode_of_issuance_id

 

Library may need to select by or exclude certain holdings locations.  This requires adding link to holdings and locations record measures.

Table name: mod-inventory-storage/holdings-storage/holdings

 

 

 

Holding's Instance ID (mod-inventory-storage/holdings-storage/holdings:instanceId)

UUID to link a Holdings record to an Instance

Provides a join between mod-inventory-storage/holding-storage to mod-inventory/instance-storage. This allows us to pull the bibliographic data in the instance record. A Holdings must have an Instance ID associated with it.

holdings:instanceId == mod-inventory-storage/instance-storage/instances:id

 

Holding ID (mod-inventory-storage/holdings-storage/holdingsRecord:id)

UUID for a Holdings record

Provides a join between mod-inventory-storage/holding-storage to mod-inventory/item-storage. This allows us to gain access to instance level details.

holdings:id == mod-inventory-storage/item-storage/items:holdingsRecordId

 

Holdings HRID (mod-inventory-storage/holdings-storage/holdingsRecords:hrid)

(human readable ID)

 

 

Permanent location (mod-inventory-storage/holdings-storage/holdingsRecord:permanentLocationId)