2024-06-03 10am AASA-PT Meeting Notes

Assemble:

• Note taker: dww

• Recording

5

Let’s check-in and verify what we can accomplish this summer.

Verifying the 2022 Output for UC Libraries statistics

1. Final copy of 2022-2023 UC Libraries and UCOP report.

   1. https://docs.google.com/spreadsheets/d/1IstLMvPus_mPCcJ-yYP3FcdljDugKMTI/edit#gid=198038702

   2. https://drive.google.com/file/d/1pHp0C-81P4DYR5Fsvz0qr7ShPKFxd467/view?usp=drive_link

These data were shared with the UC Libraries statistics contacts (some AASA-PT members also serve as their stats contact).

Decision: AASA-PT members confirmed that the 22/23 UCL/UCOP annual stats should be posted the the website; we should remove the draft watermark.

Potential topics / issues to work on summer 2024 (work plan for 2024/25)

1. Special collections have different methods of counting.

2. Fulfillments and Requests (what happened at the end?

3. Deletions in the system do not equal withdrawals - results in some campuses self-reporting and some campuses generating additional stats for local campus reporting.

4. Fulfillment by library for ACRL

5. Did the end product seem clear?

• Verify desire to include “fix” whereby electronic items accidentally tagged as physical are re-binned (and vice versa, physical items accidentally ragged as electronic are re-binned);

  • (a) Do we want to keep this re-binning, and have separate reports run to support data clean-up?

  • (b) Or should the fix be removed; stats reflect the holdings and titles as they’re currently reflected in the catalogue, and

• Campus-based vote in favour of (b).

• Clearer naming conventions are preferred: Physical by library/building; Physical circulation by user group)

• Special collections are still outside the jurisdiction of NZ-reporting; each campus submits the three manuscript units stats, pictorial items and non-ILS microformats. These stats are incorporated into the holdings (physical) table.

• Establishment of clear, standardized process overview and timeline (so everyone know what is needed / expected of them; everyone knows.

  • Clear process for AASA-PT (so folks know what they need to verify / bin)

  • Clear documentation for broader audience.

  • Need to be able to compare this year’s stats to last year’s stats – could have a pre-report (run before July 01, for review);

• Decision: We should run NZ/centralized data on July 01; even if refinements are made throughout summer and we make the decision to re-run the data, July 01 run-date is the ultimate goal and will serve as a benchmark.

• Decision: Remove re-bin for correcting electronic/physical collections erroneously catalogued. We should report holdings/titles as they’re represented in the catalogue.

• Decision: Let’s further remove references to “Schedule” - let’s just have clear titles and descriptors.

Work plan for 2024/25

Work to carry-out in 24/25, for reporting summer 2025

1. Review Resource type designations

2. What to do with Fulfillment - This year

3. What to Do with Withdrawals - This Year

• Withdrawals are complicated; only a few campuses can generate withdrawal stats from the ILS. Can we validate in Alma Analytics, whether the record was deleted due to a withdrawal vs. non-withdrawal action?

  • Physical items historical events?

  • Request inclusion of a note for deleted item.

• Subgroup is al

Wrap up

Review actions and decisions

5

Parking Lot

Capture important topics for future discussion

x/x