How do I run a circulation report?
Running circulation reports is incredibly helpful in managing a library collection.
The best place to start running these reports is in SimplyReports: http://catalogue.tracpac.ab.ca/simplyreports/logon.aspx?op=Default.aspx
See FAQ How to log into SimplyReports for login details.
Answer
General Circulation Statistic Reports
- Select Items Tab
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Select Item List Reports right under the navigational tabs.
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In Report output Columns select the items you want to be included in the statistical report.
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For General Circulation items, you can include:
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item barcode
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item call number
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MARC author
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MARC title
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item ytd
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Year to date, which starts from Jan. 1 of the current year to the current date.
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Lifetime circ count
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Lifetime circ count counts the lifetime of an item (beginning in 2009), but we do not use this one.
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Filters
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Select the General Filters
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Selecting Library Quick Pick
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Automatically selects Branch
Select your specific branch
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Check Record Status
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Select Final
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Selecting the Date Filters
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Selecting Last Circ Status Change Date will add renewal numbers to the check-out numbers in the circulation stats. While this allows you to more accurately select the dates. It is not necessarily more accurate.
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Click Submit
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Download Report
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Click Download
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Open Excel Report
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Right click on unformatted cells and format correctly (i.e. format cells, number, go to 0)
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Select the last cell of the Lifetime Circ Column and do an auto sum to give the total circulation of all the library’s items for the current year.
Determine which sections of the adult Non-fiction collection have the highest circulation stats.
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Select Items tab
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Select Item List Reports right under the navigational tabs.
In the Columns Selected for Output:
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Item circ status
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Item barcode
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MARC sort title
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Item call number
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Item ytd circ count
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Item shelf location
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Item lifetime circ count
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In the Columns Selected for Sort:
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Item lifetime circ count
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Filters
Select the General Filters
Selecting Library Quick Pick
Automatically selects Branch
Select your specific branch
Check Record Status
Select Final
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Select Collection
Choose the collections that you want to get stats for. This will depend on how your collections were catalogued. For example, some libraries do not have items catalogued in Non-Fiction - Adult, but rather have every adult non-fiction item catalogued as simply Non-Fiction.
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Select Record Status as Final
Select Circ Status then using CTRL select
In
Out
Out-ILL
Being Held
Transferred
In Transit
Shelving Cart
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Click submit
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Download the excel spreadsheet.
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To organize the list by item call number instead of item lifetime circ count
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Just simply click on the Item lifetime circ count in the Columns Selected for Sort and then click the little x on the left-hand side of the box.
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