Measures and Metrics: Domain: Collection Use

Update: The comment period for Version 1 closed on August 22, 2016. Version 2 will be released for comments in January 2017. Archivists and special collections librarians should direct further comments to Task Force co-chairs Amy Schindler  amycschindler@gmail.com (SAA) and Christian Dupont  christian.dupont@bc.edu (ACRL/RBMS).

Basic measure (“All Checkouts”)

Count the number of distinct Checkouts performed for any use. This includes distinct Checkouts performed for Registered Users in the Reading Room during a 24-hour period and distinct Collection Units circulated for all staff services, such as reference work, Reproduction, preservation, description, Exhibition, Events, etc. Count each Checkout once and only once during the 24-hour period regardless of how many times the same materials are consulted during the 24-hour period.

Guidelines for collection:

• Tally using hash marks, Call Slips, or an automated system in use in the Repository.

• Checkouts can be tallied manually by counting the number of unique Call Slips that were handled for each User each day. Per the definition, the Call Slip may include one or more Collection Units.

Application and examples:

• If your institution uses an automated system for recording Checkouts, statistics can be obtained by generating a report for the number of Checkout transactions during a given 24-hour period. In that case, the report options should be configured to count multiple Checkouts for the same Collection Unit to the same User once and only once during the same 24-hour period.

• If a Collection Unit was checked out for Exhibition use, tally only once at either the time material is put on display or removed from display.

• If a Collection Unit is used for three separate sections of the same course or Event within a 24-hour period, count as three uses (in the same manner as three separate Registered Users within the Reading Room).

• If a staff member retrieves a Collection Unit to respond to a reference inquiry from a researcher who is not visiting in-person and the same Collection Unit is digitized (in whole or part), this counts as one staff Circulation.

• If a staff member retrieves a Collection Unit to respond to a Reference Transaction and then the Collection Unit is flagged or designated for additional description by a staff member, this is two staff Circulations.

Advanced measure (“Reading Room Use”)

Count the number of distinct Checkouts performed for Registered Users in the Reading Room during a 24-hour period, beginning and ending at midnight. Count each Checkout once and only once per Registered User during the 24-hour period regardless of how many times the Registered User consults the same materials during the 24-hour period.

Guidelines for collection:

• Reading Room Use can be tallied manually by counting the number of unique Call Slips that were handled for each Registered User each day. Per the definition, the Call Slip may include one or more Collection Units.

• If your institution uses an automated system for recording Checkouts, Reading Room Use statistics can be obtained by generating a report for the number of Checkout transactions during a given 24-hour period. In that case, the report options should be configured to count multiple Checkouts for the same item to the same User once and only once during the same 24-hour period.

Application and examples:

• If a Registered User is admitted to the Reading Room at 10:00am and works until 12:00pm, then signs out to take a lunch break, returns at 1:30pm, and then works for another hour with the same material listed on the same Call Slip, count only one Circulation Transaction.

• If a User is admitted to the reading room on one day and then returns the next day to consult the same material, count as two Circulations.

• If material is used by two different Registered Users within a 24 hour period, count as two Circulations.

Advanced measure (“Consultation Hours”)

Calculate the cumulative time that a Collection Unit is Checked Out to a Registered User during a 24-hour period, beginning and ending at midnight. Record the measure in hours and fractions of an hour or minutes.

Guidelines for collection:

• This measure can be obtained by manually recording and tabulating values, but is more effectively obtained by entering Unit use (“Checkouts”) in a spreadsheet or an automated system that can calculate and report the total amounts of time that units are being consulted each day, week, and month.

Application and examples:

• If a User is admitted to the Reading Room at 10:00am and works until 12:00pm, then signs out to take a lunch break, returns at 1:30pm and works until 2:15pm with the same material, the consultation hours total 3.25 hours or 195 minutes.

• If a User is admitted to the Reading Room on multiple days consulting the same material, count the total Consultation Hours by each day.

• If multiple Users are working together using the same Collection Unit such as a single volume or ledger, the Consultation Hours are the total time the Collection Unit was in use not the total time the multiple Users were in the Reading Room.

Advanced measure (“Exhibition Use”)

Count the number of distinct Checkouts performed for Collection Units included in Exhibitions at the Repository or loaned for Exhibition. Count each Checkout once and only once for the duration of the Exhibition or loan.

Guidelines for collection:

• Exhibition use can be tallied at the time material is put on Exhibition or returned from display.

• This measure can be obtained by manually tabulating or automated system.

Application and examples:

• Use can be tallied manually by counting the number of unique Call Slips that were created for each Exhibition use. Per the definition, the Call Slip may include one or more Collection Units.

• If a Reproduction of an item held by the Repository is displayed, count as one use for the item even though the original was not used and whether or not the original was Checked Out to be reproduced.

Advanced measure (“Event and Activity Use”)

Count the number of Collection Units circulated for instructional use, tours, presentations, and other Events and activities. Count each Collection Unit separately for each class session or other event.

Guidelines for collection:

• Instructional use can be tallied by counting the number of Collection Units pulled for class use either within the Repository or in the classroom setting.

• Count the number of distinct Collection Units circulated for any event or activity including outreach and advocacy Events. Examples may include events for friends groups, lectures, tours, fundraising Events, etc. This metric records collection use, not the number of people visiting an event. See also Visits Use.

• If material is temporarily placed on display for a limited time only for the duration of a program, lecture, reception, or other event, then that is considered Event and Activity Use, not Exhibition Use.

Application and examples:

• If a Collection Unit is used for three separate sections of the same course, event, or other activity within a 24-hour period, count as three Uses (in the same manner as three separate Registered Users within the Reading Room). For example, if three tours are conducted on the same day as part of an Archives Month event count as three uses.

Advanced measure (“Staff Reference Use”)

Count the number of Checkouts performed for reference services performed by Repository staff.

Guidelines for collection:

• Tally using hash marks, Call Slips, or automated system in use in Repository.

• If a staff member retrieves a Collection Unit to respond to a Reference Transaction over multiple days, this counts as one Staff Reference Use.

Application and examples:

• If staff are repeatedly retrieving material to respond to Users not visiting the Reading Room, this could point to material to be prioritized for further description and digitization.

Advanced measure (“Total Reproduction Requests”)

Count the Total Reproduction Requests by tallying the total number of distinct requests filled by Collection Unit.

Guidelines for collection:

• Do not count Reproduction requests not filled. A request could be unfilled because the User is directed to the material already available in a published source, freely available online, etc. A Reproduction request may also be unfilled because of the condition of the original, donor requirements, or for other reasons.

• Count the distinct number of Reproduction requests fulfilled from a single User. If a User requests Reproductions during a Reading Room Visit and then later requests Reproduction of other Collection Units, this counts as two separate Reproduction requests.

• This includes duplication by digitizing, photocopying, or other means of reformatting that creates a duplicate copy of the original material of any native format for the User.

• Repositories may have varying policies on when or if Reproductions are allowed for some or all uses including, but not limited to personal research, publication, and other uses. Repository policies on whether or not fees are assessed for Reproductions requested by some or all types of Users will vary.

Application and examples:

• The frequency that material are being duplicated to respond to Reference Questions could point to material to be prioritized for reformatting projects of the Collection Unit to reduce wear and tear on the original material and the ongoing need for duplication services to be provided by staff.

Advanced measure (“Reproductions”)

The total Reproductions made from an original Collection Unit as measured by the number of outputs at the request of Users.

Guidelines for collection:

• Count the total number of distinct Collection Units that have been reproduced by Repository staff whether measured by pages, images, or other capture unit.

• If you are making digital copies of an original, count the number of files created.

Application and examples:

• If a Repository chooses to digitize an image at a higher resolution than that requested by the User for use as a master copy, even though multiple digital files may eventually be created, it should be counted as a single output or Reproduction.

• The frequency that material are being duplicated to respond to Reference Questions could point to material to be prioritized for reformatting projects of the entire Collection Unit that can reduce the ongoing need for duplication services.

• The number of Reproductions could point to unmet demands for alternate methods of distribution, such as publication or online access that could be considered by a Repository.

• Changes in the number of Reproductions requested and created over time could point to changing staff or other resource needs.

Advanced measure (“Interlibrary Loan Requests Received”)

Count the number of requests received for Collection Units via an interlibrary loan transaction.

Guidelines for collection:

• Count the total number of requests received whether filled or not by the Repository.

Application and examples:

• The number of requests received could point to demands on staffing resources to determine whether or how to fill the request (loan, reproduce, or turn down request).

• The number of requests could point to unmet demands for alternate methods of distribution, such as publication or online access that could be considered by a Repository.

Advanced measure (“Interlibrary Loan Requests Filled”)

Count the total number of Collection Units loaned or reproduced as a result of a request received through an interlibrary loan transaction.

Guidelines for collection:

• Count the total number of requests filled including items loaned or reproduced to provide a surrogate.

Application and examples:

• The number of requests filled could point to demands on staffing resources to fill the request (packaging material for shipment to fill loan or creating Reproductions).

• The number of requests could point to a need to review the Repository’s interlibrary loan guidelines if there is a low fill rate.

Advanced measure (“Interlibrary Loan Requests Sent”)

Count the number of requests sent by the Repository to other repositories requesting loan of a Collection Unit on behalf of a User.

Guidelines for collection:

• Count the total number of transactions requesting to borrow Collection Units.

Application and examples:

• The number of requests made could point to demands on staffing resources.

Recommended metrics

Total Collection Units circulated daily/weekly/monthly/yearly

• Graphing the total number of Collection Units circulated in a Reading Room over a given period of time can reveal usage patterns. For instance, at academic institutions total daily use might increase towards the end of the semester when research papers are due, suggesting a possible value to Users in extending Reading Room hours during peak intervals. At non-academic institutions, total daily usage may increase for specific projects, during specific business cycles, or times of the year.

• Comparing the total number of Collection Units circulated daily/weekly/monthly/yearly for multiple years in succession can reveal fluctuations in usage levels and trends.

Average number of Collection Units circulated daily/weekly/monthly/yearly

• Calculating the average number of Collection Units circulated for a given period can provide a useful baseline metric for comparing activity levels at different Reading Rooms or repositories. Reading Room size and staffing needs would naturally be different at an institution that circulates an average of 5 Collection Units per day than one that circulates 25 Collection Units per day.

Average time of use per Collection Unit

• Calculating the average time of use of Collection Units can provide another index of intensity of use and need for Reading Room support. Do Users typically spend hours with a book or box of materials or do they tend to use the Reading Room as a “photo studio” and capture many images of material on their personal digital cameras for later study?

Average time of use per User

• Calculate the average time Users use Collection Units to allow staff to determine usage patterns by dividing units by the number of Users.

Average time of use per Circulation Transaction

• Calculate the average time Collection Units are used per transaction by dividing units by number of transactions as another way to determine usage patterns.

Total number of times Collection Unit is consulted

• Tracking the most frequently used Collection Units in the Repository can allow staff to review for potential reformatting, conservation treatment, or other actions to ensure the material is preserved and accessible.

Ratio of unique Users per collection use

• Totaling the number of unique Users who Checkout a Collection Unit and then dividing that number by the total number of times the Collection Units were checked out yields a ratio of unique Users per collection use. This ratio provides an index that can be useful in assessing the relative research value of collections. For example, collections that are consulted by a greater proportion of users may be deemed to have a greater, or at least broader research value. For example, an archival collection from which 100 boxes (Collection Units) are Checked Out to 20 unique Users during a given year would have a unique-user-to-collection-use ratio of 0.20, compared to another collection from which 100 boxes were Checked Out during the same period but to only 5 different Users—a ratio of 0.05.

Ratio of Reproduction requests to Reading Room Visits

• Calculate the ratio by dividing the number of visits by Reproductions.

• Calculating the average number of Reproduction requests per User can reveal changes due to the use of personal cameras and other devices in the reading room.

Total Reproductions daily/weekly/monthly/yearly

• Calculate the total number of Reproductions by staff during the determined time period. This will assist with ensuring sufficient resource allocation.

Average number of Reproductions daily/weekly/monthly/yearly

• Add the total number of Reproductions during the given time frame and divide it by the length of the time frame being investigated. For example, if you wanted to determine the average number of pages reproduced per month during a 6 month period, you would add the total number of pages reproduced during the 6 months selected and divide it by 6 (the number of months).

• Average number of pages reproduced per time frame allows repositories to view trends in demands for this service over time.

Average number of pages reproduced per User

• Add the total number of pages reproduced during the desired time period and divide that by the total number of Users during that same duration. This provides the average number of pages reproduced per User. This would allow a Repository to prioritize resources such as staff availability or equipment for Reproductions.

Compare total number of ILL daily/weekly/monthly/yearly

• Graphing the total number of ILL requests for a selected day/week/month/year over a period of time can reveal usage patterns. These could then be used to make staffing decisions. Changes in requests over time might also reveal the impact of backlog processing and cataloging projects or making records visible via a public catalog, consortial catalog, or WorldCat.

Next: Domain: Events

Table of Contents

Introduction

Measures and Metrics:

• Domain: User Demographics
• Domain: Reference Transactions
• Domain: Reading Room Visits
• Domain: Collection Use
• Domain: Events
• Domain: Exhibitions
• Domain: Online Interactions

Appendix A: Glossary