Serials Receiving Specialist Statistics:
This section includes procedures for receiving statistics.
Counting Statistics During Check-In
Each item that is received and checked-in by the serials department should be counted, with the count tallied in the appropriate category. These statistics will be stored on the Serials drive and used at the end of the fiscal year to development departmental reports.
How to count receiving statistics
Serials receiving personnel should have (usually) three statistics forms for each month.
Links to these forms can be found at the bottom of this procedure.
Serials Work Done Form
This is the form most often used by the receiving assistant. For each item checked in, the assistant will place one tally mark on the sheet in the appropriate category. The sheet is organized by location and then fund: Paid, Gift, Exchange Free, Exchange Paid, Depository AR, Depository US).
To determine which category should be used, the assistant must examine the check-in record. Check the location, then the vendor. If there is a vendor, the publication is a paid title. If the vendor is listed as none, you must review the SCODE2 field to see if the publication is part of an exchange (Paid/Free) or a Gift.
After determining the correct location and fund type, tally the statistics sheet in the corresponding cell.
Non-print Statistics Form
This form is used to count non-print items received by serials. This form is completed in the same manner as the Serials Work Done form (above). It is divided into item type and fund.
Counted Only By Serials
Some items received are only counted by serials. Often these will be R3 (continuations). Usually the check-in record will contain a count note indicating to use the counted only by serials form. The form is organized in the same manner as the Serials Work Done form, but contains several additional categories (analyzed and variously classed items and Telephone Directories).
Storing Statistics for the Fiscal Year
Monthly statistics sheets are kept for each fiscal year on an active Excel spreadsheet. To prepare your statistics for being added to the spreadsheet after each month, you should complete the following procedure.
Note: If drops are tallied on one sheet throughout the year, one scan is fine. Otherwise, scan monthly drop sheets.
Note: It is often good practice to tally your statistics and store your results on the serials drive when you complete your monthly timesheet.