SUNY OLIS: Okay? And then I'm gonna share.
SUNY OLIS: Okay, can everyone see the screen.
Susan Perry: All good.
Michelle Gray-Williams: Yes.
SUNY OLIS: Thank you.
SUNY OLIS: Alright. Hi, everyone. Thank you for joining us. Today. We're going to be doing the session of Alma analytics that focuses on physical collections.
SUNY OLIS: Just a reminder that Suny library services is doing an an analytic series this fall.
SUNY OLIS: We've done 2 sessions already. That's the intro session and the resource sharing session. They're both available recorded. If you'd like to
SUNY OLIS: to to review them. If you haven't already today, we're going to do physical collections and upcoming, we have acquisitions, fulfillment, sharing reports and e-resources.
SUNY OLIS: So you can watch them live. Or you can watch them recorded.
SUNY OLIS: And today we're going to focus on 2 general areas. We're going to be looking at analytics, reports and tools that are helpful for doing collection management and weeding projects.
SUNY OLIS: And then we're going to pivot a little bit and look at some routine maintenance for physical collections. So
SUNY OLIS: just kind of regular, semi, regular things you might want to do to sort of check on the general health and well-being of your collection. Look for things that may have fallen in the cracks, that kind of thing.
SUNY OLIS: So we're starting with collection management and weeding.
SUNY OLIS: And I want to mention that we're really focused on 2 different subject areas and analytics. And that is the physical items and the titles areas.
SUNY OLIS: So the physical items works like most of analytics, in that it updates overnight, so changes you made in the repository yesterday, you would expect to see reflected in your analytics data today.
SUNY OLIS: titles works a little bit differently. So if you're working in that area, titles is is usually bibliographic record kind of comparisons going on.
SUNY OLIS: and that is only updated about every 30 days. So sometimes, if you're working with reports in those areas, you may find that
SUNY OLIS: there's stuff in there that you wouldn't expect to be, you know you. You fixed it, maybe 2 weeks ago. So that's just a little something to keep in the back of your head.
SUNY OLIS: I hope. Someday it works like the rest of the subject areas. But that is the environment that we're working in today.
SUNY OLIS: So with those 2 subject areas. We're going to look at a bunch of of built-in tools that ex libras provides. And this is the breadcrumb to get there.
SUNY OLIS: The shared folders on the inventory. We're going to pivot into analytics in just a minute. I'm just going to kind of go over the screen
SUNY OLIS: and you'll see where we're going. We're going to be looking at a bunch of physical item usage reports. So physical item usage for weeding physical items committed to retain
SUNY OLIS: a dashboard and then some overlap analysis dashboards as well. And then we're gonna create a few of our own analysis. To, kinda you know, really get our hands in the sandbox and see how we do.
SUNY OLIS: So I'm going to stop the presentation.
SUNY OLIS: and we're going to pivot into using analytics.
SUNY OLIS: So I want to thank Scott and the crew at Suny Fredonia. We are going to be tooling around in their Iz right now, and kind of looking at reports that are going to be reflecting their bibliographic data.
SUNY OLIS: So as we know, we're going to want to go to analytics. And we're going to want to go to access analytics.
SUNY OLIS: And this should pop open in just a sec.
SUNY OLIS: Oh.
SUNY OLIS: of course, we get this today.
SUNY OLIS: Let me try that again.
SUNY OLIS: Okay, yay, this is what we want to see. This is what we would expect to see with analytics. So we kind of get this this blank screen.
SUNY OLIS: So we're going to want to go over to the catalog. We're going to look at things that are built into analytics that are reports that already exist.
SUNY OLIS: And we kind of start out with these 2 folders here. The my folders is just your stuff. Nobody else can see it. But we're going to be spending time in the shared folders environment. So these are analytics reports that are shared either across your institution or in a lot of cases across all all my users.
SUNY OLIS: So we're gonna open up shared folders. And we're gonna go to Alma.
SUNY OLIS: and we're going to go down to inventory.
SUNY OLIS: So these are everything in this Alma folder is provided by ex libras.
SUNY OLIS: So we've got a number of different tabs when we open up inventory and we're gonna look at reports
SUNY OLIS: so you can see, there's there's a number of reports here. We're only gonna focus on a few today.
SUNY OLIS: Let's look at physical item usage for weeding.
SUNY OLIS: We're going to open this here.
SUNY OLIS: and it's going to give us this page, and these are called prompts. So these prompts will help us filter our report down. So if we were to just say, Okay, right here for this physical item usage for weeding, we would get everything in the repository, and that might be
SUNY OLIS: a bit more than we want to deal with. So we want to use some of these filters here that are built into the prompt. So we can use some date filters, library name and location filter material type filter. So there's a lot of options here. We're going to go with
SUNY OLIS: location.
SUNY OLIS: And we're gonna look at things that are in the board game collection. So you can see, this is going to pre populate, based on the data that's in your Iz.
SUNY OLIS: and we're gonna say, Okay.
SUNY OLIS: and this is a a, no results page. So if you spend any time working in analytics, you will see this, maybe more often than you would like.
SUNY OLIS: It usually means one of 2 things. I think in this case it means there's there's no data in the board game collection right now. So there's nothing for it to bring back.
SUNY OLIS: And that's okay. Another time you might get a page like this is, if you're working on creating a report, and you would expect to see data, and you didn't get it. And it could be the criteria you're using is wrong, and you just kind of need to go back to the drawing board and and try some different things.
SUNY OLIS: So we're gonna that's exactly what we're gonna do. We're gonna go back.
SUNY OLIS: We're gonna go back down to physical item usage for waiting. We're gonna hit open again.
SUNY OLIS: And this time
SUNY OLIS: we're going to take book stacks because we know that there is stuff there.
SUNY OLIS: Okay, so this is the report that it brings back for us, and we can see all of the columns across the top.
SUNY OLIS: The location name is bookstacks. So we would expect everything going down here is all going to be from bookstacks, because that is the filter that we put on this data.
SUNY OLIS: So it's giving us some call number information barcodes, Mms, id title material type. And then it's giving us some loan information. So the number of loans in house and not in house. And then the last time they went out.
SUNY OLIS: So you can, you can move this data around just a little bit
SUNY OLIS: sometimes it can take a little bit of time if you can see these 2 little arrows that popped up.
SUNY OLIS: I hit the one, and now it's sorting by the number of loans.
SUNY OLIS: So that that's a way to sort of, you know. Look at the data a little bit differently. I often find the easiest thing to do, though, is to go down to the bottom. If this is the report I want. If I want to take some time to kind of dig through it and export it down here, so you can see. Here's your options, and if you hit export you got 2 options. You can export formatted or export data.
SUNY OLIS: The formatted option, usually using excel, will give you a report. That kind of looks like the analytics report that you're looking at
SUNY OLIS: if you want to use data and export into either Excel or Csv, it's gonna give you kind of a more traditional spreadsheet. So it's kind of up to you what you prefer to do.
SUNY OLIS: But I often find sometimes it's just easier to sort and process data in the spreadsheet than to to try to make to make use of this interface.
SUNY OLIS: Okay? So we're gonna go back again.
SUNY OLIS: And we're going to go to the one below it. We're going to go to physical items committed to retain.
SUNY OLIS: We're going to open that one.
SUNY OLIS: and we can see we have one, and I can tell you that we have one, because I sort of seeded it that way.
SUNY OLIS: So this report is is based on a relatively new feature that Xleapers introduced earlier this year.
SUNY OLIS: and you can flag items if you want to retain them. So there may be a number of reasons where you've got material in your collection, and you don't ever want to weed it, you know you may have retention agreements, or you may have agreements with donors, or you know any number of other reasons.
SUNY OLIS: And you just wanna make sure you never weed it. So I'll show you how you can do that.
SUNY OLIS: sometimes this lets me copy and sometimes it doesn't.
SUNY OLIS: We're going to go back.
SUNY OLIS: and it doesn't. All right. So Tuba concerto.
SUNY OLIS: So I know it's this. This 1st record is is the one I worked on.
SUNY OLIS: and if I go to the item record.
SUNY OLIS: I hit edit
SUNY OLIS: down at the bottom is this new category called retention information.
SUNY OLIS: And you can see this 1st field is called committed to retain, and it defaults to no and all item records, and I simply toggled it to. Yes, that I, committing to retain this record, and that's why it showed up in that report.
SUNY OLIS: So that's that's all you have to do to sort of generate it. There, you can put some additional information in. They've got retention reasons. So these are the out of the box. Retention reasons.
SUNY OLIS: You can also go into configuration, and you can create your own.
SUNY OLIS: and then you've got a free standing note as well that you can use. So so this retention information is
SUNY OLIS: what you need to get use out of this physical items committed to retain. Note.
SUNY OLIS: Okay, we're gonna go back here one more time.
SUNY OLIS: So we're still in this inventory area. And we've been looking at reports. But now we're gonna look at the dashboards.
SUNY OLIS: So we've got a single dashboard for physical items. And I just want to expand it to show you what's in it.
SUNY OLIS: There are 6 different reports in this dashboard, and you can see the 2 on the bottom look familiar. Those are the ones we just looked at.
SUNY OLIS: So a lot of time. That's how these are. Set up. The reports often that you find here can be part of the dashboard that's above it.
SUNY OLIS: and so you can choose to go directly to the report. If you know you're just looking for items committed to retain or or something else, or you can choose to take this dashboard approach.
SUNY OLIS: and we're going to hit open.
SUNY OLIS: And this is our dashboard. So there's there's a lot to sort of take in here at 1st glance.
SUNY OLIS: You can see it's giving us everything in the repository. So we've got this item count over here of 262,000. So it's it's looking at everything.
SUNY OLIS: Across the top are the different, those 6 different reports that we just saw.
SUNY OLIS: and then we've got a couple of prompts here that will help us start to filter down this data if it's if it's a lot for us to look at.
SUNY OLIS: So here we're seeing, you know everything. We've got titles, call numbers item counts. We're gonna go up here to location name.
SUNY OLIS: and we're gonna take
SUNY OLIS: the faculty book collection. So this is the location name we're going to hit. Apply.
SUNY OLIS: And you can see our item count has just dropped from 262,000 to 22.
SUNY OLIS: And that's because we've narrowed the location down to the faculty book count. So we can just kind of focus on this. We can export it if we want to. You know we can. We can do a number of things with it, but it kind of helps break it down into sort of bite size pieces.
SUNY OLIS: So that is this 1st report. That's item, count by library and location. So that's the data that we're looking at right now.
SUNY OLIS: if we continue along. The next report in this dashboard is the item process type.
SUNY OLIS: and this allows us to look at the material in the collection by process type. Which is this column right here?
SUNY OLIS: And we've got some new set of prompts up here.
SUNY OLIS: So we're gonna look for things that are missing. And we're gonna apply that. And again, we've got the 262, and we just drop down to
SUNY OLIS: to that to 2 62.
SUNY OLIS: So it just dropped down considerably.
SUNY OLIS: And that helps us to identify things that have that process type missing which is in your item record.
SUNY OLIS: And then we're going to go over here to item count.
SUNY OLIS: And this is really just a visual. This is just kind of a, you know, a graphic to help you look at things, and and you can see it has retained the prompt we had in the 1st report, which was that faculty book collection. So it's only giving us those 22 records. It's not giving us everything. And we can, you know, reset or pick something different up here. So sometimes, if it if it makes sense, it's gonna continue the prompt right across.
SUNY OLIS: And then next to that is item additions and withdrawals. And this has gone back to looking at the full repository.
SUNY OLIS: There's our number of 262,000, and it's just as a breakdown of items that were added by material type and library, and then also items withdrawn. So this is just kind of a good sort of like bird's eye view of what's going on in your collection.
SUNY OLIS: And then these 2 are are, of course, the ones that we already looked at. Including our sole tuba concerto committed to retain.
SUNY OLIS: So that is the physical items dashboard.
SUNY OLIS: Excuse me, I'm going to go back to the catalog one more time.
SUNY OLIS: and before we leave this area I just want to point out that this also has a data visualization. And this is this is new as well. A lot of these reports I've just shown you has just kind of come out in the last few couple of releases.
SUNY OLIS: And the data visualization is part of that as well. There's 2 of these, one for book deselection and both one for book retention. We're going to look at it a little bit later, but I just want to point it out that it lives here alongside those dashboards and reports that we've been looking at.
SUNY OLIS: Okay. So now we're gonna pop down to titles. So we're in that same area. This is still in ex libras report.
SUNY OLIS: Only we're moving from what was the physical items area into the titles area.
SUNY OLIS: So I just want to open this up and show you that there is a number of reports here, including a lot of overlap reports.
SUNY OLIS: But we're gonna focus up here on the dashboard, which is title level overlap analysis. And I'm gonna hit expand again just to show you that includes a lot of those reports that we're down here. So a lot of the overlap reports
SUNY OLIS: and we're gonna hit open.
SUNY OLIS: Okay? So we have these prompts again.
SUNY OLIS: And then all of the reports running along the top, including a lot of different overlap reports.
SUNY OLIS: so we can choose to look by dates, by call numbers, by material types. There's there's a bunch of things going on.
SUNY OLIS: And this 1st one is overlap P and E, so that means it's going to be looking for overlap amongst physical and electronic.
SUNY OLIS: So let's start there.
SUNY OLIS: We're gonna look by Lc classification code and let's pop down and
SUNY OLIS: look at something in education. Look at all the K's so many K's.
SUNY OLIS: Let's look at. Lb.
SUNY OLIS: so right now, it's running an overlap analysis across print and electronic looking for things in the Lv classification.
SUNY OLIS: And this is the report that it gives back.
SUNY OLIS: So we've got a different some different columns along the top.
SUNY OLIS: kind of of note. Here we have a column for electronic inventory and a column for physical inventory.
SUNY OLIS: So you can see, like with this 1st title, we have a hundred 2 reading response lessons. And this is by this author, Kristen Wolfgang.
SUNY OLIS: and it's pulling these together. And it's creating this normalization field over here, which is a combination of the title and the author. So we have 102 reading response lessons, and then dash wolf. So it's it's done this analysis, and it's pulling it together. And it thinks that these 2 are the same that you know, one that is print one that is electronic. It's giving you the Mms ids for each of those.
SUNY OLIS: I think you want to take a close look at this. Make sure that you know they they truly are the same. These do look good from just at a glance here. But it's not taking into account things like addition, or or other sorts of considerations you might have. But if you want to get a sense, you know, of what's going on. You know that you might have duplication in that. If you've got electronic, you expect to keep electronic. Maybe you don't need the physical anymore
SUNY OLIS: or vice versa. This could be kind of a handy report to to take a look at.
SUNY OLIS: So we're gonna go down here and we're gonna hit return.
SUNY OLIS: And that brings us back to our dashboard.
SUNY OLIS: Alright. So this is print and digital electronic and digital print electronic and digital.
SUNY OLIS: But we're really focusing on on physical collection stuff today. So let's look also at overlap P and P. So it's overlap print and print.
SUNY OLIS: And it gives us a little description. So the overlap Pmp. Report identifies titles for which there are at least 2 records for the same title, both of which have at least one physical item.
SUNY OLIS: So let's narrow this down again.
SUNY OLIS: Let's go with F this time.
SUNY OLIS: Okay, so now it's identifying things it believes you have duplicates of. And again, you can see there's this sort of normalization happening over there. It's kind of the same thing. We're not getting the electronic and print columns this time, because it's all print, but it thinks that you've got 2 of each of these, and there may be good reason that you have to. But this is a report to kind of help you evaluate that.
SUNY OLIS: I also want to point out that you can mess around a little bit with how it's finding the overlap.
SUNY OLIS: So it's doing this normalization of title and author. But there's other ways that you can ask it to look for overlaps.
SUNY OLIS: such as Isbn or Oclc. Number. So you can you have some options to play around with there as well?
SUNY OLIS: Alright. And then I'm just gonna show you only P.
SUNY OLIS: And this report includes titles for which there is only physical inventory. But it's not an overlap analysis report. It's it's an inventory report.
SUNY OLIS: So we're gonna take a look at all of our maps.
SUNY OLIS: and that's pretty much what we get. So this is just
SUNY OLIS: kind of like, you know, just a glance at everything in the collection. That's a map. So if if you know, that's kind of what you're interested in doing, this is one of the ways in which you can do it.
SUNY OLIS: Okay. The only other thing I want to show you here is just another visual. It's an inventory breakdown. That is a part of this dashboard.
SUNY OLIS: and you can see just kind of a graphic of of looking at your collection and understanding. You know where your resources lie, print, electronic or otherwise.
SUNY OLIS: So so that is the title, overlap Analysis dashboard.
SUNY OLIS: And now we are going to switch. And we're going to start creating some of our own analyses.
SUNY OLIS: So we've been in the catalog. And now we're going to go to create.
SUNY OLIS: And we often talk about creating analytics reports. But what we really mean is an analysis, and it gets a little confusing, because there is, as you can see, a report here.
SUNY OLIS: But whenever we want to create our own tool, we're going to be going to create an analysis. And then we have to select our subject area.
SUNY OLIS: So I've got 2 use cases for us to to run through. The 1st one is going to be weeding by call number. So we're going to look to create a report where we where we're going to be weeding the the military science area of the collection, which is Lc classification U.
SUNY OLIS: And for that I'm going to want physical items.
SUNY OLIS: So here I go with a blank analytics report.
SUNY OLIS: So the 1st thing we kind of want to think about is, you know, how are we going to identify the military science? U kind of Lc classification area.
SUNY OLIS: So we probably want to do that by call number.
SUNY OLIS: So there's a couple ways to think about trying to figure out where this data lives. So you can see up here, we've got the physical items. And then these are all
SUNY OLIS: kind of like groupings of fields. So you pop it open. This is the physical items, details. You can see all of the different fields that live inside there. So they're all kind of grouped that way. So if you think about how a call number is stored, it lives in the holdings record.
SUNY OLIS: and there is, in fact, holdings detail here, and if I open that up
SUNY OLIS: I could drag that out a little bit.
SUNY OLIS: I can see down here. The permanent call number is what I'm looking for.
SUNY OLIS: However, if I didn't know that, or I didn't know quite where to start. There's also this little search here.
SUNY OLIS: and I can put in
SUNY OLIS: call number.
SUNY OLIS: and it's gonna bring me back everything it thinks, you know, matches my search, including the one I'm looking for, which is permanent call number. So I'm gonna grab that. And I'm gonna drag it over.
SUNY OLIS: So you can see. You know, this is the field. And then above it, it says holdings details. And that was kind of the
SUNY OLIS: the the grouping that it lives in. So that kind of reinforces where I can find it.
SUNY OLIS: Alright. So I've got my call number and I'm gonna add some other fields to help give my report some context and meaning.
SUNY OLIS: So I want to go to the bibliographic details, which is a lot of where my bibliographic information is going to live. And I'm going to scroll down.
SUNY OLIS: I'm gonna grab. Title. Title is always a good one to have.
SUNY OLIS: I'm going to take the Mms. Id, because we always like a good identifier.
SUNY OLIS: And then I'm going to close this. I'm going to go up to physical items, details. And I'm going to take the barcode because the barcode lives on the item record. So it's going to be in physical items detail.
SUNY OLIS: So that's a pretty good start to my report.
SUNY OLIS: However, right now, if I were to run it, I would get everything in the repository because I haven't filtered anything I haven't created any way to
SUNY OLIS: narrow it down to the military science, which is what I'm looking for.
SUNY OLIS: So I want to do that with the call number. And if I click on this little wheel I can go down to filter.
SUNY OLIS: And you can see here there's there's a number of different operators. It's gonna default to is equal to is in. But there's lots of other ways to go about, you know.
SUNY OLIS: putting your information in and what we want for this I'm going to take is between because I want to put in a range I want to put in you
SUNY OLIS: to. That's the range I'm looking for today. And I'm going to say, Okay, and you can see. Now, I've got this filter down here.
SUNY OLIS: So let's go to results. We're in criteria right now, we're going to toggle over to results.
SUNY OLIS: And it's gonna run.
SUNY OLIS: And it's gonna give us back hopefully what we're looking for.
SUNY OLIS: And you can see, we've got our permanent call number. It's got everything in you which is what we would expect to see. We've got the title. We've got the Mms. Id, and we've got the barcode.
SUNY OLIS: So this is a pretty good start to this report.
SUNY OLIS: But we're not really done yet. We're gonna go back to criteria, and we're gonna try to be a little bit more specific.
SUNY OLIS: So one thing we want to try to remember to add to reports like this is, we want to make sure that we're looking for things that are current in the repository.
SUNY OLIS: So almost going to keep track of everything you've deleted or withdrawn. So we want to make sure we're we're getting stuff that's current because we want to weed what's what's actually on the shelves. So I'm going to throw in an additional filter, and this is a good one to throw into a lot of your reports.
SUNY OLIS: and I can do it down here because I don't necessarily want it in my report. Everything up here is going to be in my report.
SUNY OLIS: The filters I
SUNY OLIS: gonna go down here. It's it's 1st giving me the the fields I do have in my report, but I'm gonna click on more columns.
SUNY OLIS: and I'm going to open up physical items details.
SUNY OLIS: And I'm going to go down to one called lifecycle.
SUNY OLIS: and what I want to say is active.
SUNY OLIS: So I'm telling it that I want things that the life cycle is active. It's actually in the repository. And that's going to make sure I don't get anything that's been withdrawn.
SUNY OLIS: Okay? And let's also throw in some location information. Because that's probably pretty useful. Now, location actually has its own area here.
SUNY OLIS: So we're gonna open up location. And we're gonna put in location name, we're just gonna drag that right over.
SUNY OLIS: So you can see. You know, title and Mms id are coming from the bibliographic details. The barcodes coming from physical items, details. The location name is coming from location. So we know where all the stuff's coming from.
SUNY OLIS: and we're just going to run our results one more time.
SUNY OLIS: And now we know we're getting things that are current in the database. And we've also added this additional field of location name, so we can see that most of these are circulating, but we have something here in oversize, and we'll probably would find some more stuff as well.
SUNY OLIS: So this is a great report to see you kind of. You know what you've got there. But if we want to throw in something to help us make decisions and evaluate.
SUNY OLIS: we can do so
SUNY OLIS: with some circulation data. And we would focus under physical item details. And you can see these these fields here. They've got this like yellow kind of comb thing.
SUNY OLIS: That's a little bit different than what we've been adding so far. So these are like number account fields. So we can add in some of these things. So let's throw in
SUNY OLIS: number of loans.
SUNY OLIS: Nope, and it threw it in over there. Sometimes it's alright. Let's just let it win. So we've got the number of loans in house and not in house. So now, if we go back to results.
SUNY OLIS: Nope, and it's still through it at the end. Now, we've got some circulation data. So now we can start to look at this collection and make some evaluation decisions. Look at the things that haven't circulated. Look at the things that have circulated a bunch, and and maybe make some decisions about what our next steps might be.
SUNY OLIS: So this is great. Now we're happy with this report. We want to remember to save it, so we can do so up here.
SUNY OLIS: and where we want to save it.
SUNY OLIS: Usually you could, you could put it in your my folder. But if you want to make sure, other folks in your organization in your campus have access to it.
SUNY OLIS: You can go down here and you're gonna have a campus folder at the very bottom so you can open that up.
SUNY OLIS: And however you've got things organized.
SUNY OLIS: I'm gonna just say.
SUNY OLIS: Millet, Jerry signs
SUNY OLIS: classification
SUNY OLIS: reports
SUNY OLIS: and I'm going to save it. There
SUNY OLIS: it's
SUNY OLIS: and then you can see it. It retitled it up here, and now I know I won't lose it. I can come back to it. I can continue to alter it if I wanted to. I could have kept it a little bit more general and that would allow folks to come in, and they could put in different filters to get different kinds of call numbers.
SUNY OLIS: So
SUNY OLIS: there's lots of options there, and then. You can also export this as well, just like you can the canned reports.
SUNY OLIS: and you're going to find it up here.
SUNY OLIS: at the top rather than the bottom. But you've got those same options there.
SUNY OLIS: Okay, so that is a report that we just created. Now, I'm gonna just go ahead and create another round real quick. I have another use case. I wanna kind of run through
SUNY OLIS: going back to physical items again.
SUNY OLIS: And this time we're gonna be looking at weeding videos. So if we've maybe noticed that the video collection isn't circulating like it used to. And it's taken up some space. And maybe we wanna
SUNY OLIS: take a look at some things going on there.
SUNY OLIS: So how would we identify videos?
SUNY OLIS: we could go to bibliographic details, we could go down to
SUNY OLIS: material type.
SUNY OLIS: We could bring that up.
SUNY OLIS: we could filter.
SUNY OLIS: and we could look at the canned values that come in here and say visual material.
SUNY OLIS: So that's 1 way we could do it.
SUNY OLIS: But it's not as specific as we could be. So visual material is, gonna bring in lots of other things as well. It's gonna bring in, you know, posters and board games and other things that are part of that sort of bibliographic area.
SUNY OLIS: So I'm going to delete it.
SUNY OLIS: And I'm going to delete it up here as well.
SUNY OLIS: And instead, I'm gonna go down and I'm gonna choose resource type. And that's more specific.
SUNY OLIS: And if I filter here.
SUNY OLIS: I want to look for projected medium physical.
SUNY OLIS: And that is what
SUNY OLIS: video materials are called by Alma, and generally in Rda. So that that's the term that we would use to identify this more specific subset of material.
SUNY OLIS: Alright. So we've got our filter in place. We're gonna go ahead and throw in title.
SUNY OLIS: We'll throw in Mms. Id.
SUNY OLIS: This time. We can throw in the location code rather than the name. If that's useful.
SUNY OLIS: we're gonna go to holdings. We're gonna pull out that call number again, because those are always good to have
SUNY OLIS: alright. And then we're gonna go to our physical items. Details.
SUNY OLIS: We'll throw in the barcode.
SUNY OLIS: And then I'm going to go down here again.
SUNY OLIS: I'm going to go to more columns.
SUNY OLIS: And I'm gonna throw in that life cycle again, because I'm only looking for things current in the repository.
SUNY OLIS: So we're going to say, active.
SUNY OLIS: Okay.
SUNY OLIS: so here should be our results for videos.
SUNY OLIS: And here's the titles Mms Id. Location code. And these do look like they're Dvds. So I think I think we're we're in the right track.
SUNY OLIS: The only other thing I wanted to mention here.
SUNY OLIS: Which is a
SUNY OLIS: feature.
SUNY OLIS: So all of these fields are indexed routinely by ex libras. There's nothing you need to do to have access to all these fields.
SUNY OLIS: If you're storing like local data in your records like a local note, and you want to have that indexed and have that retrievable in analytics. You can do so by using local parameters, and you do have to put in a salesforce ticket to ex libras to ask them to index this.
SUNY OLIS: But this is how you would retrieve it. So this campus is doing that, and it's a local parameter field. So I'm going to throw in the local param field.
SUNY OLIS: and we're going to run the results one more time.
SUNY OLIS: And this pops up, and you can see that they are using it to store some like collection information. So so that's a local field and local use. But you can ask X libras to index it, and you can retrieve it through analytics.
SUNY OLIS: Okay, so we would go through the same process of saving this or exporting it.
SUNY OLIS: alright, and I am just gonna toggle back to our slides here.
SUNY OLIS: Okay.
SUNY OLIS: so that was everything in analytics. I wanted to show you for weeding.
SUNY OLIS: I did want to mention a few other things. There is the suny last copy report.
SUNY OLIS: this is a report that you can request from us at Suny library services that comes out of the network zone that compares the different suny campuses and will tell you
SUNY OLIS: which records in the network zone. Your campus has the last copy on.
SUNY OLIS: So we would produce that report out of the network zone and either merge it with your Iz data which would have some circulation information, or we can just send it to you, and you can do it.
SUNY OLIS: I do want to emphasize. There is not a policy around this, so there's no requirement that you keep the last copy of anything, but it can be a useful tool to have, you know, in your toolbox in terms of making collection management decisions.
SUNY OLIS: So we do have an FAQ that describes the process. And it's right here. So if you're interested in the last copy report, just put in a ticket, and we can give you that data.
SUNY OLIS: And then the last thing I wanted to mention here was that data visualization that I pointed out earlier, and I I didn't run it because it takes a very long time to load, and you can see why it's very visual. It's a neat tool, and if if looking at things visually is kind of your jam, I think you'll you'll like this.
SUNY OLIS: It's got a whole bunch of different things going across the top. It's got some different reports along the bottom, including some things that we looked at. And it just presents this data a little bit differently and lets you think about things a little bit differently. So
SUNY OLIS: so that's everything I had here. Are there any
SUNY OLIS: questions at this point?
SUNY OLIS: We doing okay?
SUNY OLIS: Alright, I don't see any questions. So I'm gonna continue on to kind of the routine maintenance stuff. And if you have questions, feel free to pop them in the chat, and I know some other folks from Sls are on the call, and we can try to get to them at the end, too.
SUNY OLIS: The the visualization is in that same area. It's under the shared reports
SUNY OLIS: under Alma. So it's a it's an ex librous tool, and you will find it under the I think it's the the inventory section.
SUNY OLIS: Okay, I'm gonna move on. And
SUNY OLIS: there we go. Okay. So we're gonna look at some routine maintenance stuff. I'm gonna go over a few slides, just so I don't have to kind of keep toggling back and forth. And then we're gonna go back to spending some time in analytics.
SUNY OLIS: Excuse me. So we're going to be looking at some out of the box. Ex librous reports again that are in the titles area. And this will help you identify bibliographic records with holdings and no items or bibliographic records that don't have any inventory at all. And these are great reports to kind of
SUNY OLIS: find things that have fallen through the cracks.
SUNY OLIS: And then we're going to do something a little bit different. We're going to look at some reports that are in the consortia folder. So these are reports that have been written by Staff here at Suny library services over the years, and there's there's a number of them. But we're going to
SUNY OLIS: focus on these 4, and these are all built in reports.
SUNY OLIS: And then we are going to try to fit in some time to do a few more reports that we're gonna create. We're gonna
SUNY OLIS: look for poor quality bibliographic records. And I'm also going to show you how how you can recover items that you have withdrawn. So using that Wdn process.
SUNY OLIS: Okay, let's switch back.
SUNY OLIS: And we're Gonna go to catalog.
SUNY OLIS: And Justin, just to follow up on your question. This is where you're gonna find
SUNY OLIS: it's under here under inventory. If you open that
SUNY OLIS: data visualization
SUNY OLIS: so shared folders. Alma, inventory data visualization.
SUNY OLIS: Okay? But right now we are going to
SUNY OLIS: Alma.
SUNY OLIS: And instead of inventory, we're going to go back to titles.
SUNY OLIS: And we're going to look at some reports here.
SUNY OLIS: So we looked at a few of these already. There's all the overlap reports we saw earlier. We're gonna be looking at the ones here at the top. So here is an out of the box. Report for you bibliographic records with holdings record and no items. So if we open this, it should run it automatically
SUNY OLIS: and voila! Here we go. So we have a number of things to look at. So these have holdings records, but no items. So you know, this is a good report to probably run
SUNY OLIS: every 6 months. Maybe whenever you have the time.
SUNY OLIS: just to kind of keep up with things. I do want to just a little reminder that we're in the titles area. So this data could be, you know, upwards of a month old. So you may find things on here that you think. Oh, I fixed that, you know, last week, and that's just because the the data has not refreshed yet. So that is kind of the downside of these reports, but they're otherwise
SUNY OLIS: pretty handy and built in and ready to go
SUNY OLIS: so. And then these are bibliographic records that have no inventory of any type. So then they could just be that they're, you know, on order. They haven't come in yet. Any number of things going on.
SUNY OLIS: But could be something worth taking a look at as well.
SUNY OLIS: Okay, so that's everything I wanted to show you from ex libras. So we're gonna close up that Alma folder, and we're gonna go down to the one below it, which is the community folder.
SUNY OLIS: We're gonna open up reports and then consortia.
SUNY OLIS: And this is a really kind of great feature. These are
SUNY OLIS: ex librous users from all over the world, a lot of different consortia.
SUNY OLIS: and they've all decided to share their reports. So of course, we're going to be focusing on what's here in Suny.
SUNY OLIS: But there's lots of other things, you know, and chances are if if you're kind of stuck on trying to pull data out of analytics, and you think, gosh! Somebody must have done this already. Chances are they have, and it might be worthwhile to kind of look around their searching functionality.
SUNY OLIS: If there's certain consortia, you know, do good work. Orbiz Cascade is great. Wrlc is great. There's a lot of consortia really doing great stuff. Carly is great.
SUNY OLIS: So definitely look at Suny, but also just kind of keep in mind that you have a ton of other kinds of things going on out here. So
SUNY OLIS: so we're gonna go to Suny. And these are all of the reports.
SUNY OLIS: that that have taken place somewhere in Suny Land, and we're gonna go to resource management.
SUNY OLIS: and we have a whole ton of reports here as well, so I would encourage you to. If you have the time and inclination to spend some time looking at these.
SUNY OLIS: A lot of them may seem fairly similar. But there's kind of shades of gray difference going on with these reports. So it's worthwhile to try to
SUNY OLIS: try them out in your system in your environment, how it works with your data and see what what reports work best for you.
SUNY OLIS: I also want to mention that you are welcome to use these reports. If you want to alter them.
SUNY OLIS: please save them to your institutional folder, and make any alterations there. If you alter any reports that are in this this folder. You're going to alter them for everybody using them. And and we're trying to keep
SUNY OLIS: some stability around these. So please, you know, please do so. But just do it in your own environment.
SUNY OLIS: Okay, so let's take a look at some of these reports. There's some handy ones here.
SUNY OLIS: How about duplicate barcodes in the Iz. Let's open up that one. So that's the thing we don't want.
SUNY OLIS: So we don't want to have a barcode that's appearing on 2 different item records. And and in this case we do have one. So we'd want to take a look. See what's going on there. This is a good one to run pretty regularly to make sure that doesn't happen
SUNY OLIS: right below that are duplicate holdings, reports for the same location.
SUNY OLIS: So this report is telling us that this title, Circe
SUNY OLIS: has 2 locations of Juvax.
SUNY OLIS: So let's let's take a look.
SUNY OLIS: Here's Cersei.
SUNY OLIS: And sure enough, we've got 2 locations that are the same as juvenile award winners. So we kind of want to take a look and see what's going on there. Do we really have 2 copies? Should they be, you know, downsized to one, or you know what exactly is going on here. So this kinda creates lots of questions could be a lot of different things going on here, too.
SUNY OLIS: Another report you'll want to take a look at are these these reports down here? And we're going to look at physical and a lot of physical and electronic inventory on the same bib
SUNY OLIS: physical. That's this one here.
SUNY OLIS: So this is a a record that
SUNY OLIS: has both physical and electronic inventory on on one bid record, which is not a thing that we want.
SUNY OLIS: I don't know if it's gonna let me copy. And I'm like theory.
SUNY OLIS: Man.
SUNY OLIS: Oh, yay, it worked.
SUNY OLIS: Okay. So here's the record in question. You can see it's a community zone record. And it's got an activated electronic portfolio which we would expect. But it's also got some physical holdings sitting there. So we would want to do something about that. We would want to make sure that this physical holdings gets attached to the right physical bid.
SUNY OLIS: And this is important for a number of reasons.
SUNY OLIS: you know, this can affect discovery. This can affect faceting, and it can affect what's going on in your analytics report. You know, if we were to do
SUNY OLIS: an analysis like a classification looking for things in in in Hc. 31. I'm not sure it would pick this up because it thinks it's on an electronic bib. So we would be missing things.
SUNY OLIS: So it's a good idea to to keep an eye on what's going on here. And there's a couple of different flavors of this. So we looked at the combined. But there's physical only and electronic bibs. There's electronic only and physical bibs. So these are kind of really kind of nuanced things. But I think they're all worth taking a look at just to try to keep the right inventory on the right kind of bib record
SUNY OLIS: alright, and the last thing I wanted to show you up here is this browse shelf list report with prompt.
SUNY OLIS: So we're back to prompts. We know prompts.
SUNY OLIS: And we're gonna do
SUNY OLIS: let's do, CD-ROM,
SUNY OLIS: and it's just kind of another like shelf listing sort of option. You know. I think we've seen this in a few other kinds of things as well. So there's lots of tools out there to sort of get.
SUNY OLIS: you know, an overall. Look at what's going on, whether it's by call number, or whether it's by material type. But this is another one. That you can find right in the suny consortia folder.
SUNY OLIS: Okay? So in our last few minutes. I want to try to create a few reports again.
SUNY OLIS: We're going to go back to creating an analysis.
SUNY OLIS: And we have a couple of use cases. I want to look for poor quality bib records.
SUNY OLIS: So I'm going to go down to physical items. That's my subject area.
SUNY OLIS: I want to think about like, what is a poor quality bib record? What?
SUNY OLIS: How would I identify those? And and of course there's there's probably any number of ways that you can identify these
SUNY OLIS: one way that I'm gonna try is by Oclc number or lack thereof. So I'm gonna go down.
SUNY OLIS: I'm in the bib records details because that's where I'm Gonna find Oclc numbers.
SUNY OLIS: And what I want is this Oclc oh, 3, 5 a, that's an active Oclc number.
SUNY OLIS: So I'm going to put that there.
SUNY OLIS: and I want things that are missing. So I want I want to pull up records where there isn't an Oclc. Number. So I'm going to change the operator to is null.
SUNY OLIS: So there is no Oclc number.
SUNY OLIS: And then we're gonna add in some of our old favorites.
SUNY OLIS: title
SUNY OLIS: Mms, id
SUNY OLIS: etc.
SUNY OLIS: I'm gonna go down here and I'm going to
SUNY OLIS: filter
SUNY OLIS: my lifecycle, get the stuff that's active.
SUNY OLIS: And I'm going to look at my results.
SUNY OLIS: So
SUNY OLIS: we're looking at these results. And I think
SUNY OLIS: what we're going to see are a lot of things. And I didn't put in enough criteria to really show it. But I think some of the titles indicate it. CD, DVD drive Kit, we're going to be getting black binder. We're going to be getting a lot of things that are in your Iz. So a lot of things that are part of reserves or part of equipment loans, a lot of things that are there, more, maybe for inventory than for discovery.
SUNY OLIS: And we don't care that those have Oclc numbers right like that. That doesn't matter.
SUNY OLIS: So I'm gonna really narrow this down again, because what I care about are things connected to the network zone, things that are being found through subject searches or whatever.
SUNY OLIS: So I'm going to go down.
SUNY OLIS: and I'm going to do linked to Nz. So I'm only looking for bib records that are linked to the network zone.
SUNY OLIS: And actually, I'm going to do it here.
SUNY OLIS: Bib details
SUNY OLIS: link to Nz.
SUNY OLIS: And I'm gonna say, yes, it is linked.
SUNY OLIS: And then I'm going to run the results again.
SUNY OLIS: And I've got one
SUNY OLIS: so that that shrunk that considerably. So. So you also want to think about how your your records are relating to the different zones when you're when you're doing these reports. So that's 1 way to surface poor quality bid records.
SUNY OLIS: I think another way. That is kind of useful. I'm gonna get rid of the oclc.
SUNY OLIS: and just delete that
SUNY OLIS: I'm going to add in something called Bibrank.
SUNY OLIS: So Bibrank is a tool that Ex libras rolled out probably last year sometime, and it's Alma evaluating the completeness of bib records and assigning them a numerical rank ranging from 0 to 150, and they consider anything below the bib rank of 40 to be a poor quality or a low ranking bib record.
SUNY OLIS: So I'm gonna see if I can get anything out of this big, rank feature. So I'm gonna filter on. That.
SUNY OLIS: I'm going to say
SUNY OLIS: is less than 40.
SUNY OLIS: And I'm going to see what kind of results I get.
SUNY OLIS: and I get a handful of results. And you can see the bib rank is is the below 40, so I can kind of track these down and see, are they missing subject headings? You know what exactly is going on that, you know.
SUNY OLIS: almost decided they're not high quality. And and is it worth my time to try to improve them? So that's another way. You can sort of identify things that are are maybe not the best quality for the records that you care about.
SUNY OLIS: Okay, and just real quick. I want to show you how you can recover withdrawn items.
SUNY OLIS: We're going to go back to physical items again.
SUNY OLIS: Yes.
SUNY OLIS: so is you're probably familiar. When you are withdrawing materials from Alma.
SUNY OLIS: We put the Wdn as a note in the item record, and that allows us to easily retrieve this stuff. And I want to show you how you can do that.
SUNY OLIS: That lives
SUNY OLIS: in the statistical note one.
SUNY OLIS: Here, statistics. Note one.
SUNY OLIS: So we're gonna open that up. We're gonna filter on it.
SUNY OLIS: And we're gonna say.
SUNY OLIS: contains any Wdn.
SUNY OLIS: And we'll throw in barcode while we're here.
SUNY OLIS: We'll go back to our bid details
SUNY OLIS: and throw in a few more things.
SUNY OLIS: There's title
SUNY OLIS: and Mms. Id.
SUNY OLIS: And you know what else I think would be helpful. Here is resource type. So we know the kind of thing that we're looking at.
SUNY OLIS: And then I think I want to limit this a little bit, too. So I'm gonna throw in a modification date.
SUNY OLIS: And I'm gonna say.
SUNY OLIS: is greater than. And I'm gonna hit the little
SUNY OLIS: calendar thing. Here.
SUNY OLIS: let's look for the last 3 years. Since 2021,
SUNY OLIS: we'll say, Okay.
SUNY OLIS: and then we'll
SUNY OLIS: run the results.
SUNY OLIS: Okay, so this is a way to pull all of the things that you deleted using the Wdn process. So you can see the modification date when they were last touched and anything you might need to retrieve. And I just want to point out you'll notice the thing we didn't add. Here was the life cycle, and that's because we're not looking for things that are active in the repository. We're actually looking for things that aren't.
SUNY OLIS: And we could have done that filter. Only I I just I didn't, because I didn't expect that I would find Wdn. On anything current in the repository.
SUNY OLIS: but that is, you know, another potential report. You could run for, you know, maybe things that didn't make it through the Wdn. Process. But
SUNY OLIS: so that's everything I wanted to show you today. And I wanna thank you for attending and see if anybody has any questions.
SUNY OLIS: Let me just stop sharing.
SUNY OLIS: Okay, any questions out there.
SUNY OLIS: Okay, well, thank you all good luck in your analytics. It's fun, that's 1 that's 1 kind of push, final push. I want to say. The more you do it the more fun it really becomes as things make sense. So I would encourage you to get out there and just start tooling around. There's a lot of things built in, and then you can play around with it as well. So so thank you. All have a good day.