[Wactclc-alma] Analytics for weeding physical items

Mon Aug 31 15:44:36 PDT 2020

Hello everyone,

I did successfully filter the number of loans to 0, and came up with a much shorter list of items published between 1980-2000 that have never circulated. Once we have completely gone through the process of withdrawing these items, the librarian wants to go through the same publication years, and weed anything that hasn't circulated since 2010. It seems like I should be able to do these withdrawals all in one go, rather than going through the stacks twice.

I decided to try to edit/filter the analytic report, to see how it would affect the number of items that need to be withdrawn, but whenever I try to add this filter to the report, I get an error. I removed the num of loans set at 0 filter, and applied a filter to be anything equal to or less than July 1. 2010. I am not sure what I am doing wrong. I know that the last loan date might not be accurate, as the information was migrated over from Horizon, but if a library wants to pull additional items based on when the item last circulated, I need to have some way to filter the information.

I would appreciate your suggestions and feedback.

Thanks,
Colleen
________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu>
Sent: Tuesday, August 25, 2020 11:26 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Analytics for weeding physical items

Aha! I know what's going on now.

When you set the filter for "Is Null" you're saying "I want to find a record where there is no data in this this particular field-- this field is completely blank."

You don't have any records where the field is blank.  You have records where the field has the number 0 (zero).  Alma Analytics considers a field with a zero and a field that's empty to be 2 different things.

Set the filter for Number of Loans = 0.

That should give you what you want.

It will be ok!

Kirsti S. Thomas

Library Technical Service Manager

Seattle Colleges

kirsti.thomas at seattlecolleges.edu

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of McGaughey, Colleen
Sent: Monday, August 24, 2020 16:03
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Analytics for weeding physical items

This title shows up in the analytic report with the material type of book, but when I look up the item in Alma is displays the material type as dvd.

When I set the number of loans to null. I get no results, which I do not believe is correct.

[cid:image001.png at 01D67AD2.9CAB2130]

[cid:image004.png at 01D67AD2.9CAB2130][cid:image005.png at 01D67AD2.9CAB2130]

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of McGaughey, Colleen <Colleen.McGaughey at cptc.edu<mailto:Colleen.McGaughey at cptc.edu>>
Sent: Wednesday, August 19, 2020 11:18 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Analytics for weeding physical items

Oops... my bad, about the loan dates and creation dates mix up.

We decided to run a new report of books with a publication date of 1980 to 2000, with null/ 0 circs. This gives us a much smaller list that we feel comfortable weeding, unless we want to keep the material for historical purposes.

I am also trying to run a report until Physical Items analytics to get an idea of what VHS materials we have that have never circulated. Yes, we still have a VHS collection that only our faculty can access for instructional use. In the report I said to include number of loans, as well as in house and not in house loans, even though our students cannot check out these VHS tapes. I filtered the results to is equal to 0 on both fields. I did a spot check on the report of one of the titles list - Tom Henry's Electrical Exam video series. When I look the title up in Alma is shows that there have been 4 loans. I also noticed in my spot check that there is at least one title that we have on dvd and VHS. Is there a way to include this information in the report?

[cid:image006.png at 01D67AD2.9CAB2130]at

[cid:image007.png at 01D67AD2.9CAB2130]

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Tuesday, August 18, 2020 8:57 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Analytics for weeding physical items

My last comment was about loan dates, rather than creation dates.

But yes, you should be able to filter on the creation date field to find items with older creation dates.

But I might take those dates with a grain of salt. Creation dates from the 50’s, 60’s and 70’s seem suspect to me. (The catalog certainly wasn’t electronic back then, so where/when did those dates get entered?) Those creation dates may just be incorrect or polluted data.

IMO, in the CPTC scenario, or any of the libraries, really, it would seem valid to weed by last 5 years usage. Ie, if something hasn’t been checked out in the last 4 years, and your data goes back that far, combined with an older publication date, it’s probably a good candidate for weeding.

But that really gets into collection development policy, something I admittedly have no grounding in.

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=02%7C01%7C%7C19a2248ad56744317a7b08d84881e340%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637339070005169962&sdata=B4aRJJToIS16Qp0zA4vWgbo7awEUwP6z03NtrwwWx%2Bg%3D&reserved=0>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of McGaughey, Colleen
Sent: Tuesday, August 18, 2020 8:39 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Analytics for weeding physical items

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Hi Wade,

We did have items migrated when we transitioned from Horizon to Alma. You mentioned,

"Creation date is the date the item was created in Alma, or possibly in another system, if the items were migrated into Alma.

So, it’s not likely that you’ll see creation dates from the 50’s."

As you will note from this screenshot, there is material listed from the 50's, 60's, 70's, and 80's.

[cid:image008.png at 01D67AD2.9CAB2130]

I know that an academic library is more likely to go by relevance rather than creation date, but I wanted to have another way to shorten the report.

Thank you for your ongoing support.

Colleen McGaughey

Clover Park Technical College

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Wednesday, August 12, 2020 12:22 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Analytics for weeding physical items

Creation date is the date the item was created in Alma, or possibly in another system, if the items were migrated into Alma.

So, it’s not likely that you’ll see creation dates from the 50’s.

You’re probably wanting to filter by publication date? If so, you’ll want to look at the attributes on the title, rather than the item.

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=02%7C01%7C%7C19a2248ad56744317a7b08d84881e340%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637339070005179957&sdata=QodB6k0WqjiCV%2F5nMqt8%2F5PwUhcotCDaHEoX6BvtdwY%3D&reserved=0>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of McGaughey, Colleen
Sent: Wednesday, August 12, 2020 11:05 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Analytics for weeding physical items

I used the canned analytic report for determining physical weeds, and edited some of the filters. I know that I should be getting more results back, so I am wondering what I could be doing wrong. Below is a screen shot of the filters.

I know that we still have material in our collection that was created in the 1950s. So, I am trying to capture those items, plus show any items that have not been loaned since 2015. I put my report in the shared reports folder under CPTC. Could someone please tell me what I am missing or doing wrong?

Thanks,
Colleen

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