U.S. AUTOMATED STATISTICS

Prepared by: P. Krasner
Submitted: December 9, 1994
Revised: Joanne Donovan
Date: May 21, 2000

Item records are coded to produce automated statistics to partially fulfill GPO statistical reporting requirements and to produce volume and bibliographic records statistics. Item records for monographs and electronic serials are coded by entering a three letter month code and the last two digits of the year the item is cataloged. Serial piece and bibliographic record counts (except electronic bib records), are recorded manually by the Serials Supervisor and given to Receiving and Maintenance staff to record on spreadsheets. The statistics are recorded on two PC spreadsheets. The Documents Receiving Assistant records the Depository piece count statistics and the Maintenance Supervisor records the bibliographic record counts. The statistics are retrieved by J. Archer on a monthly basis. Additional information is downloaded by John from the database to produce the final statistical reports.

Function keys to enter the strings are programmed on the appropriate terminals. The month (and yr. when necessary) on the function keys are changed monthly by the Receiving Assistant. Staff change their own function key dates.

NOTE: All function keys are set up with 1 at the end. If there are two volumes and each one has its own item record, put the default string with the number 1 at the end in both item records rather than a string with the number 2 at the end. When working with MF, the "DEP" string number should be changed from 1 to the total number of fiche in a packet. The "BIB" string is entered only in the first item record.

STRINGS

All depository materials: DOCSMONTHYRDEP;1
If more than one piece: DOCSMONTHYRDEP; [total # of pieces]

WITHDRAWALS, TRANSFERS IN, TRANSFERS OUT: Count all manually