RM-Item Count Cluster

RM - ITEM COUNT CLUSTER UXPROD-2396 - Getting issue details... STATUS (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• Added new in time period; added retrospectively in a time period; withdrawn in time period; transferred within the institution in a time period; where shelved within a library system; exclude those not owned by library (including e.g.,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:

• API reference documentation for all modules located at:  https://dev.folio.org/reference/api/
• FOLIO raml parser: https://docs.google.com/spreadsheets/d/1m_Cq_GmZX37gJPEjVWt9eOLXskUjSLUb-8KapWj0SIw/edit#gid=24879874
• Inventory Beta - Metadata Elements (being kept up to date by Charlotte): https://docs.google.com/spreadsheets/d/1RCZyXUA5rK47wZqfFPbiRM0xnw8WnMCcmlttT7B3VlI/edit#gid=952741439

Relevant national surveys:

• DBS - Deutsche Bibliotheksstatisk: https://www.bibliotheksstatistik.de/
• U.S. Association of Research Libraries (ARL) survey documentation: http://www.arlstatistics.org/about/Mailings
• U.S. Association of College & Research Libraries (ACRL) survey documentation: https://acrl.countingopinions.com/
• U.S. National Center for Education Statistics (NCES) Integrated Postsecondary Education Data System (IPEDS) survey documentation: https://nces.ed.gov/ipeds/report-your-data/resource-center-academic-libraries

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

Question from Angela: is holdings permanent location really the only location needed?