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Home > Minerva > State Report Statistics

State Report Annual Statistics for Public Libraries - 2011

4.11 & 4.12 Total number of Interlibrary Loans received from other libraries and Total number of Interlibrary Loans provided to other libraries :

Please download and follow the steps in the attached PDF (sorry to make you download, but it has big pictures. PDF files may require the free Adobe Reader.)

6.1-6.3 Circulation -- 6.1 Total Children's Circulation, 6.2 Total Young Adult Circulation, & 6.3 Total Adult Circulation:

The circulation section in the Maine Public Library’s 2010 State Survey pertains to the circulation (check outs and renewals) to a library's own patrons, including both local items and those recieved through Interlibrary Loan, but not those sent out to other libraries' patrons. In-house use of book and non-book items including computers, equipment, keys, or bookings is not included. This is now divided into Children, Young Adult, and Adult categories.

Since Minerva does not break down patrons based on their age, we assign these numbers based on the locations from which the items came. If it was checked out from a juvenile/children's location, it counts toward children's circ. If it is from a location labeled YA, it counts toward the YA circ. Since not all libraries have YA-designated locations, the YA numbers are definitely underreported, instead going into the Child or Adult count instead.

If you want the nitty-gritty: The total children’s circulation figures were derived from Cross-Tab reports, (checkouts and renewals for each reporting year). In these reports, the rows are item locations and the columns are ptypes. Each location is classified as adult, ya, or child, and then the total number of items checked out by patrons from each library in each of these 3 categories is totalled. I have made my best effort at separating these categories, but the lines between child, ya, and adult items are different for each libraries' locations are different. If anyone would like more details, I am happy to share (email alisia.revitt@maineinfonet.org)

7.1 Total Registered Patrons

  1. Open the Create Lists mode in Millennium
  2. Select an empty slot large enough to contain all of your library’s patron records, highlight the row and click Search Records.
  3. Enter a Review File name (library 3-letter code, description of list, date)
  4. From the Store Record Type drop down menu, choose PATRON p
  5. Change the Range drop down selection to Index. 
  6. Change the PATRON (n) drop down to BARCODE (b) to limit the search to your patrons.
  7. Enter your library’s 14-digit barcode range in the two empty fields to the right. In the first field, enter 2 (for patron barcodes), followed by your library’s 4-digit code, then nine zeroes; in the second field enter a 2 followed by your library’s 4-digit code, then nine nines. E.g., Topsham Public Library will enter 38888000000000 to 38888999999999
  8. To build the search, in the first blank line, Term 1:
    • Double click the Type field and select PATRON (or type “p” in the field )
    • Double click the Field box and select CREATED (or type 83)
    • In the Condition field, double click and choose "LESS THAN OR EQUAL TO"
    • In the Value A field, enter the end date of the reporting period (the last day of your year. eg, FY09 = 06/30/09, Calendar year = 12/31/09, wit = 1/1/10)
  9. Click the Append Line button along the right hand side of the window to add a second line, Term 2. (The Operator space automatically defaults to AND for the new line created for Term 2 - do not change):
    • Enter P for PATRON in the Type field
    • Double click the Field box and choose EXP DATE (or directly type 43 in the box)
    • In the Condition box, double click and choose "GREATER THAN OR EQUAL TO "
    • In the Value A field, enter the date three years prior to the beginning date of the reporting period ( e.g., for the fiscal year that began on 7/1/10, enter 7/1/07, for the calendar year that began on 1/1/11, enter 1/1/08.
  10. Click Search. When the Status for your list says Complete, the number in the Current Records field is the number of registered borrowers for the proceeding 3 years.
  11. As soon as you have your number, please Empty the list so another pserson can use it:
    • Select your List line.
    • Click the EMPTY at the top of the window.
    A note on the date ranges used above
    These dates will specify all patrons whose accounts were created before the end of the reporting period, but not those who have registered between then and the time you are actually running this report.  It will also return only accounts which had an active expiration date during that a four-year period (the reporting period and the preceding three years).
 

 

Updated 01/09/2012