Volume Count Statistics

Document Volume Count Statistics

Prepared by: Documents Unit
Submitted: July 1993
Approved: Acquisitions. Dept.
Revised: Natalie Hutchins
Date: March 18, 2002

All bound and unbound document volumes are counted for inclusion in the Library's collection-size statistics.

Non-U.S. Collections

The Documents Receiving Unit counts all non-U.S. document monographs and forwards quarterly counts to the Receiving Unit supervisor. The Serial Acquisitions checkin staff count all non-U.S. document serials. Serials purchased for the Documents collection are counted as other SSH serials are counted. The document serial piece counts recorded by the Serials Acquisitions Unit are forwarded monthly to Receiving Unit supervisor for inclusion in the Library's quarterly volume count statistics. The Receiving Unit will count out issues which have been bound using statistics provided by the Bindery staff.

U.S. Collection

The Documents Unit will continue to maintain the U.S. counts for both monographs and serials. The volume statistics will be forwarded to the staff member responsible for maintaining collection size statistics on a quarterly basis. Serial bound volume information will be provided to Receiving Unit by the Bindery staff.

The Bindery staff maintains all binding volume and piece counts for the combined U.S./Non-U.S. document collections. These statistics are forwarded to Receiving Unit Supervisor. The Bindery staff continues to be responsible for entering bind information in records for non-U.S. documents, and pulling issues from the stacks.

U.S. Monthly Volume Count Spreadsheet

Compiling statistics (piece counts only)
1. Monographs
  Use the monthly Document Cataloging/Piece Count Statistics printout to obtain the following piece counts:
  1. CULD and SSHDR sections: highlight DEP, GIF, and PUR counts of the following categories: INDEP. MONO CD-ROMS, INDEP. MONO DISKETTES, MICROFICHE, MONOGRAPHS, and VIDEOCASSETTES. Do not include the NETD section
  2. Add in the manual counts from U.S. Documents Receiving and Monographs Manager tallies
2. Serials
  Ask the Serials Manager for the manual U.S. Serials Monthly Statistics sheet (includes student counts).
  1. Add microfiche, diskette, and videotape counts from the serials sheet to the numbers on the Cataloging/Piece Count printout
  2. Use the serials sheet to enter paper and CD-ROM serials counts onto the spreadsheet
Recording the statistics on the spreadsheet
1. Open computer spreadsheet
  1. Double click the DOCVOL icon on the desktop
  2. Go to file, open
  3. In window, choose 2001_02.bwb (or current year) and click O.K.
  4. Select the correct month from the tabs at the bottom
2. Enter statistics--use only "item" fields, not "title" fields
  1. Starting at the top, enter data into one "Type of Material" field at a time
  2. Select each cell in which you need to enter a number ( deposit, gift, purchase, transfer in, transfer out, withdrawn) by clicking in it, and then enter the number from your sheet(s)
  3. When finished entering data, go to file, save and then file, exit
Printing reports from the spreadsheet
1. Go to file (on toolbar), "named settings", select month, quarter, or cum from window, and close
2. Go to file, printer setup, choose LaserJet Enhanced from window, and click O.K. to close window
3. Go to file , print, and click print in the window
Distribution of printed reports
1. Give copy to Documents Unit Head and keep one in Receiving Manager's Statistics file folder
2. Quarterly cums also sent to U.S. Documents bibliographer and Head of Receiving Unit
Creating a spreadsheet for the next fiscal year
1. Open a blank spreadsheet: go to file (on the toolbar), open, chose "blank.wbw", click O.K.[To remove numbers in blue, click in cell and enter 0 (zero), Go to file, save, then file exit
2. Go to file, save as, type in next fiscal year, e.g." 2002_03", and click O.K.
3. Go to file, save, close - or go to file, close, and say "yes" to saving changes