[Wactclc-alma] Analytics for weeding physical items

Thu Sep 3 10:04:42 PDT 2020

Ahhh, I think I know the issue.

The analyses are bringing back the data you're asking for. It's just the data has something not accounted for in the analyses.

You can review your data to confirm, but I think you've got three data cases, one of which is an artifact of the migrated Horizon data:

last loan date

total loans

null

0

Items never circulated in Alma or Horizon

has value

0

items that circulated in Horizon but not Alma

has value

> 0

Items circulated in Alma

Some possible ways to account for this:

1.       3 separate analyses, to find each of the 3 cases above separately

2.       Just de-duplicate the list in Excel, using something like the barcode value (you can Google how to deduplicate, or finding unique values, in Excel

3.       Combine the 3 data cases above into a single analysis, using a more complex query, possibly with formulas

You've already got the list, so #2 is probably the easiest, and will teach you something about Excel, if you don't already know how to de-duplicate.

Again, you'd have to look at the data to be sure, but this seems like what is happening.

Wade Guidry
WACTCLC
Library Consortium Services Manager
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
http://www.wactclc.org<http://www.wactclc.org/>
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, September 2, 2020 8:40 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Analytics for weeding physical items

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That is what I had originally, one analysis with last loan, and one with 0 loans. I thought it would be helpful to combine the two so that I could go into the stack with 1 list, rather than having to look for items on two separate lists. A lot of the items are duplicated between both lists. It is just that the list with the last loan date is missing some of the 0 loan titles.

I am off until next week, so I will have to look into the reports again at that time.

Regards,
Colleen

________________________________
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, September 2, 2020 2:29 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

You'll have to review the logic of the analyses to figure out why they're producing different results.

If in doubt, simplify.

Do last loan date in one analysis, and 0 total loans in another.

It's easier to follow the logic of your queries that way.

Wade Guidry

WACTCLC

Library Consortium Services Manager

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

http://www.wactclc.org<http://www.wactclc.org/>

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, September 2, 2020 1:38 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

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Thanks Wade. I finally get what you were talking about. I was looking at the text that reads 'is less than or equal to' and not the AND at the beginning of the filter. I didn't realize that this was something that was clickable. I just thought that the analysis was letting you know that you have applied this filter AND this filter, AND this filter, etc. I thought it was just a list of the applied filters.

So, needless to say, I finally got it the second report to work, but now I am having another issue. I was matching it up to the first report I did with Null / 0 loans. There are titles on the first list, that are not on the second analytic list. I did sort the list by the 'number of loans' column, so that the titles with 0 loans would be at the top of both lists. For example: on the first list, the first couple of titles are:

  1.  Pragmatic Programmer
  2.  Philosophy for Dummies
  3.  Behavior and Personality: Psychological Behaviorism

The 2nd title, Philosophy for Dummies is on both lists, and has 0 loans. The other two titles do not appear on the second list. Both of these titles also have 0 loans. I am noticing other titles that are only on one list and not the other. I am not sure why this is the case. I would think that if an item has 0 loans, it would show up on both lists.

Regards,

Colleen

________________________________

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, September 2, 2020 12:15 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

Mine uses 'OR'.

Click on the 'AND' in the highlighted part and change to 'OR'.

You can also look at, or just use, the example I shared in the WEEDING folder.

Just be aware that Boolean logic can sometimes be sensitive to order of use. AND then OR vs OR then AND.

Wade Guidry

WACTCLC

Library Consortium Services Manager

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

http://www.wactclc.org<http://www.wactclc.org/>

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, September 2, 2020 10:42 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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I looked at the yello HIGHTLIGHT in your screen shot. I don't see how mine is different..

[cid:image001.png at 01D68122.42F6F3C0]

________________________________

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, September 2, 2020 9:49 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

Please look at the yellow HIGHLIGHT in my screenshot .

Wade Guidry

Library Consortium Services Manager, WACTCLC

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

(509) 760-4474

http://www.wactclc.org

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Wednesday, September 2, 2020 9:35 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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I thought I was in the filter section of the criteria, but I must be missing something.

[cid:image002.png at 01D68122.42F6F3C0]

________________________________

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, September 2, 2020 9:25 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

I'm referring to the AND / OR in the Filters section of the criteria, as highlighted in my screenshot.

Clicking on AND should change it to OR, and vice versa.

Wade Guidry

Library Consortium Services Manager, WACTCLC

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

(509) 760-4474

http://www.wactclc.org

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Wednesday, September 2, 2020 9:08 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,

Thanks for the suggestion to change the Boolean from AND to OR. Based on the screenshot I provided, it appears that I have already set that as the search criteria. I am not getting any results that show 0 number of loans. Also, I do not see an option for changing the Boolean from AND to OR. The options are:  is less than or equal to; or is greater than or equal to.

I have not been able to get the desired results: Published between 1980-2000, created July 2010, last loaned 2010 or 0 loans.

Regards,

Colleen

________________________________

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, September 1, 2020 4:34 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

Try changing the filter Boolean from AND to OR as shown in this example:

Click on the Boolean operator (AND) to change it to an OR

Note: I haven't used that technique a lot in Analytics.

But the example below appears to produce the correct data set.

[cid:image003.png at 01D68122.42F6F3C0]

Wade Guidry

Library Consortium Services Manager, WACTCLC

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

(509) 760-4474

http://www.wactclc.org

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Tuesday, September 1, 2020 3:22 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

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Is there a way to include items that last circulated in 2010, AND items that have never circulated in the same report? I seem to be having issues with doing that.

I recently ran into an issue with the original report. I had items that were published between 1980-2000 that had never circulated. Then I realized that I should have included Creation Date on the report. The reason this was brought to my attention, is that I recognized one of the titles, because it is by an author that I like. I didn't realize that we had any of this author's books, so I looked it up in Alma. The book was published in 1992, and had never circulated. Then I discovered that the book had only been added to the collection in 2019. So, I added creation date field to the report.

I would like to be able to go through the stacks and pull items that were published between 1980-2000, were created prior to July 2010, that have never circulated or were last loaned before July 2010. This report has not generated any results/titles with 0 loans.

Here is a screenshot of my criteria and my results.

[cid:image004.png at 01D68122.42F6F3C0]

[cid:image005.png at 01D68122.42F6F3C0]

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>>
Sent: Tuesday, August 25, 2020 11:26 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

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<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto: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<mailto: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:image006.png at 01D68122.42F6F3C0]

[cid:image007.png at 01D68122.42F6F3C0][cid:image008.png at 01D68122.42F6F3C0]

________________________________

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:image009.png at 01D68122.42F6F3C0]at

[cid:image010.png at 01D68122.42F6F3C0]

________________________________

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

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

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:image011.png at 01D68122.42F6F3C0]

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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