College - Reports for Collection Development
KBA-01446-L1H8
Summary

A number of reports are available to assist library staff in collection development. 

·         The LINCC Reports Manual contains information on report formats and retrieval strategies for General Retrieval Forms (GRF) and the Shelf List (see Unit 2, Lesson 5). This information may be helpful in collection development work.

·         The Overlap Analysis Report, available through the Help Desk, can be used with the Serials Holdings report (S016) to provide information about which journals are available with full text in an online resource. The report also includes locally-purchased electronic journals as long as the college has informed FLVC about these and they are in the SFX database. The reports can be used together determine which print periodical titles to cancel without losing access to needed content.

·         Relevant reports are available from the LINCC Reports Service and from the Aleph client, as described below.

 

Resources Needed
The most important step in successful collection development is the acquisition of materials that are relevant and useful to the population served. Several reports can assist with questions about recent acquisition history, gaps in the collection, and trends across other college libraries.

What has been recently added to the collection?

Recommended LINCC Report

Location

Notes

A025 - Orders by Selector

LRS

A list of all Acquisitions orders, with the initiator

A028 - Count of Orders

LRS

A count of Acquisitions orders placed, with vendor and method (EDI, non-EDI)

A029 - Order Activity Report

LRS

A list of Acquisitions order activity by status and selector

I014 - Count of Items Added

LRS

A count of all items added to the collection during the month, grouped by material code

T028 - New Holdings

LRS

A list of new holdings added for the month

 


 

Are there gaps in the collection?

Recommended LINCC Report

Location

Notes

Cir-14 - Report of Items in High Demand

LINCC Client

A report generated in the LINCC Circulation module that produces a list of items in high demand that have at least the number of hold requests specified on the form

G005 - Interlibrary Loan Requested titles

LRS

A semi-annual report, run in January and July, that lists ILL titles that have been requested more than twice

 

 

Do materials need to be replaced?

Recommended LINCC Report

Location

Notes

C072 - Lost Loan Items

LRS

A list of items with a circulation status of Lost

I006 - Missing Items

LRS

A list of items that were manually declared Missing

I010 - Withdrawn Items

LRS

A list of items that were marked Withdrawn

 

Items No Longer Needed

Another important step in maintaining a successful collection is the identification of materials that are in the collection but are no longer useful to the population served. Age of the material and circulation history are common factors used in deselection.

How old is the collection?

Recommended LINCC Report

Location

Notes

T001 - Age of Collection

LRS

A count of titles by publication date decade, grouped by material type

T029 - Age of Collection by Call Number Range

LRS

A count of title records by call number range and publication date decade

 

Are older items circulating?

Recommended LINCC Report

Location

Notes

C081 - Call Number Range Transactions by Decade

LRS

A count of transactions by the publication decade along with a count of the number of items within the call number range. Useful to see which call numbers, published in which decades, are circulating

 

What items are not circulating?

Recommended LINCC Report

Location

Notes

Custom-circ-03 - 5 Year Uncirculated Items

LINCC Client

A list of all items within the requested call number range that have not circulated in the last five years; the report is limited to a specific campus and collection.

 

Usefulness of the Current Collection

It is also important to consider the usefulness of the collection as a whole. Statistics on circulation history and in-house usage can be used to get a clearer picture of how well the collection is serving the population.

What in the collection is being used?

Recommended LINCC Report

Location

Notes

C002 - Circulation by Call Number

LRS

A list of call number range item counts and circulation statistics by call number type

C075 - Circulation by Call Number Range with Title Count

LRS

A list of call number range title counts and circulation statistics by call number type

C076 - In-House Use

LRS

A count of items that have circulated in-house, with title and call number

C081 - Call Number Range Transactions by Decade

LRS

A count of transactions by the publication decade along with a count of the number of items within the call number range. Useful to see which call numbers, published in which decades, are circulating

C082 - Top 100 Circulated Non-Reserve Items

LRS

A list of the top 100 circulated non-reserve items

C084 - Top 100 Circulated Reserve Items

LRS

A list of the top 100 circulated reserve items

S026 - Periodicals Listing with In-House Use

LRS

A list of all periodicals with a count of in-house transactions

X001 - Collection Assessment

LRS

An assessment of the college. s collection, contains text, graphs and charts

 

What is the value of the collection?

Recommended LINCC Report

Location

Notes

T007 - Value of Collections

LRS

A count of items by material type and item status, with the value of the grouped items according to the item price field

 

Additional Documentation
Environment