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Data Element Definitions - FY2015

Page history last edited by Kim Miller 3 years, 11 months ago

A message sent to the SDCs on July 8, 2015, from Laura Stone, AZ:

 

This is an update from the five SDC Mentors. 

 

In April, we voted to make changes to the following measure definitions:

 

·         451 Electronic Books (E-Books): 44 Yes; 6 No - approved

·         453 Audio – Downloadable Units: 44 Yes; 6 No - approved

·         455 Video – Downloadable Units: 44 Yes; 6 No - approved

·         552 Circulation of Electronic Materials – The total annual circulation of all electronic materials: 44 Yes; 6 No - approved

·         Licensed Databases Electronic Collections (456-458): 39 Yes; 11 No – approved

 

We also had two measures that did not pass:

 

·         459 Usage of Electronic Collections

·         Virtual Visits to library website

 

However, the new measures raised a number of concerns, and the vote was close on the failed measures. We know we need to continue working on these.

 

1.       To do that, we’re creating a spreadsheet pulling together a variety of e-resources, and some of the distinguishing features. We’ll be sharing that spreadsheet with all of you via the listserv in the next week, and would like your comments and recommendations.

2.       We’ll then use that list to create groupings of e-content. We’ll let the information guide us, so we don’t know how many groupings we’ll end up. Once we agree to the groupings, we’ll create a definition for each group. We will then figure out how to count usage for each group. All of this work needs to take place quickly, as we need to have the new definitions ready to go by mid September.

 

3.       Although we passed changes to the five definitions, you may want to think about whether to include them on your next survey. A state doesn’t haven’t to make the change in the first year. As there will probably be further changes, you may want to wait. Each state will need to decide.

 

If you’d like to be part of a small group that works on the definitions, please let me know. We could use your help! 

 

We had a productive meeting with the full Library Statistics Working Group in June at the IMLS offices. Several of the chief officers who were present asked IMLS to convene a library statistics summit, and to carefully evaluate what we should be collecting. Although IMLS doesn’t have the resources to do this immediately, the discussion signaled a concern about the survey, its burden, relevancy and currency. We expect this discussion to continue. 

 

If you have questions or concerns, you’re welcome to share them on the listserv (SDC@imls.gov), or to contact your mentor directly.    

 

Laura Stone

Digital Content Administrator

Arizona State Library, Archives and Public Records

1700 W. Washington, Suite 200

Phoenix, AZ  85007

602-926-3469 (phone)

602-256-7983 (fax)

lstone@azlibrary.gov

www.azlibrary.gov

 

______________________________________________

 

All 5 proposed data elements for change were approved. 

 

Voting period:  April 13 – May 1, 2015

[Forty-five states must vote to certify the ballot.  Items must be approved by 2/3 of the vote.]

 

Changed:

1. 451 Electronic Books (E-Books): 44 Yes; 6 No – approved

2. 453 Audio – Downloadable Units: 44 Yes; 6 No – approved

3. 455 Video – Downloadable Units: 44 Yes; 6 No – approved

4. 552 Circulation of Electronic Materials – The total annual circulation of all electronic materials: 44 Yes; 6 No – approved

5. Licensed Databases Electronic Collections (456-458): 39 Yes; 11 No – approved

 

Most states will be able to collect for FY 2015 PLS. All states to collect for FY 2016 PLS.

 

FY 2015 Approved Changes PLS Data Elements - May 2015.docx

Approved Changed Data Elements - clean version.docx

4 year process for 2015 data elements.pdf

 

******************************************************

 

Approved Changed Data Elements:

 

This section of the survey (450-460) collects data on selected types of materials.

 

It does not cover all materials (i.e., microform, scores, maps, and pictures) for which expenditures are reported under Print Materials Expenditures, Electronic Materials Expenditures, and Other Material Expenditures (data elements #353, #354, and #355). Under this category report only items that have been purchased, leased or licensed by the library, a consortium, the state library, a donor or other person or entity. Included items must only be accessible with a valid library card or at a physical library location; inclusion in the catalog is not required. Do not include items freely available without monetary exchange. Do not include items that are permanently retained by the patron; count only items that have a set circulation period where it is available for their use. Count electronic materials at the administrative entity level; do not duplicate numbers at each branch.

 

1. 451 Electronic Books (E-Books)

E-books are digital documents (including those digitized by the library), licensed or not, where searchable text is prevalent, and which can be seen in analogy to a printed book (monograph). E-books are loaned to users on portable devices (e-book readers) or by transmitting the contents to the user’s personal computer for a limited time. Include e-books held locally and remote e-books for which permanent or temporary access rights have been acquired.  Report the number of electronic units, including duplicates, at the administrative entity level; do not duplicate unit count for each branch. E-books packaged together as a unit (e.g., multiple titles on a single ebook reader) and checked out as a unit are counted as one unit.

 

Report the number of units. Report only items that have been purchased, leased or licensed by the library, a consortium, the state library, a donor or other person or entity. Included items must only be accessible with a valid library card or at a physical library location; inclusion in the catalog is not required. Do not include items freely available without monetary exchange. Do not include items that are permanently retained by the patron; count only items that have a set circulation period where it is available for their use. Count electronic materials at the administrative entity level; do not duplicate numbers at each branch.

 

NOTE: For purposes of this survey, units are defined as “units of acquisition or purchase”. The “unit” is determined by considering whether the item is restricted to a finite number of simultaneous users or an unlimited number of simultaneous users.

 

Finite simultaneous use: units of acquisition or purchase is based on the number of simultaneous usages acquired (equivalent to purchasing multiple copies of a single title). For example, if a library acquires a title with rights to a single user at a time, then that item is counted as 1 “unit”; if the library acquires rights to a single title for 10 simultaneous users, then that item is counted as 10 “units”. For smaller libraries, if volume data are not available, the number of titles may be counted.

 

Unlimited simultaneous use: units of acquisition or purchase is based on the number of titles acquired. For example, if a library acquires a collection of 100 books with unlimited simultaneous users, then that collection would be counted as 100 “units”.

 

 

2. 453 Audio – Downloadable Units

These are downloadable electronic files on which sounds (only) are stored (recorded) and that can be reproduced (played back) electronically. Audio – Downloadable Units may be loaned to users on portable devices or by transmitting the contents to the user’s personal computer for a limited time. Include Audio – Downloadable Units held locally and remote Audio – Downloadable Units for which permanent or temporary access rights have been acquired.

 

Report the number of units. Report only items that have been purchased, leased or licensed by the library, a consortium, the state library, a donor or other person or entity. Included items must only be accessible with a valid library card or at a physical library location; inclusion in the catalog is not required. Do not include items freely available without monetary exchange. Do not include items that are permanently retained by the patron; count only items that have a set circulation period where it is available for their use. Count electronic materials at the administrative entity level; do not duplicate numbers at each branch.

 

NOTE: For purposes of this survey, units are defined as “units of acquisition or purchase”. The “unit” is determined by considering whether the item is restricted to a finite number of simultaneous users or an unlimited number of simultaneous users.

 

Finite simultaneous use: units of acquisition or purchase is based on the number of simultaneous usages acquired (equivalent to purchasing multiple copies of a single title). For example, if a library acquires a title with rights to a single user at a time, then that item is counted as 1 “unit”; if the library acquires rights to a single title for 10 simultaneous users, then that item is counted as 10 “units. For smaller libraries, if volume data are not available, the number of titles may be counted.

 

Unlimited simultaneous use: units of acquisition or purchase is based on the number of titles acquired. For example, if a library acquires a collection of 100 books with unlimited simultaneous users, then that collection would be counted as 100 “units”.

 

 

3. 455 Video – Downloadable Units

These are downloadable electronic files on which moving pictures are recorded, with or without sound. Electronic playback reproduces pictures, with or without sound, using a television receiver, computer monitor or video-enabled mobile device. Video – Downloadable Units may be loaned to users on portable devices or by transmitting the contents to the user’s personal computer for a limited time. Include Video – Downloadable Units held locally and remote Video – Downloadable Units for which permanent or temporary access rights have been acquired.

 

Report the number of units. Report only items that have been purchased, leased or licensed by the library, a consortium, the state library, a donor or other person or entity. Included items must only be accessible with a valid library card or at a physical library location; inclusion in the catalog is not required. Do not include items freely available without monetary exchange. Do not include items that are permanently retained by the patron; count only items that have a set circulation period where it is available for their use. Count electronic materials at the administrative entity level; do not duplicate numbers at each branch.

 

NOTE: For purposes of this survey, units are defined as “units of acquisition or purchase”. The “unit” is determined by considering whether the item is restricted to a finite number of simultaneous users or an unlimited number of simultaneous users.

 

Finite simultaneous use: units of acquisition or purchase is based on the number of simultaneous usages acquired (equivalent to purchasing multiple copies of a single title). For example, if a library acquires a title with rights to a single user at a time, then that item is counted as 1 “unit”; if the library acquires rights to a single title for 10 simultaneous users, then that item is counted as 10 “units.” For smaller libraries, if volume data are not available, the number of titles may be counted.

 

Unlimited simultaneous use: units of acquisition or purchase is based on the number of titles acquired. For example, if a library acquires a collection of 100 books with unlimited simultaneous users, then that collection would be counted as 100 “units”.

 

 

4. 552 Circulation of Electronic Materials – The total annual circulation of all electronic materials

Definition:

Electronic Materials are materials that are distributed digitally and can be accessed via a computer, the Internet, or a portable device such as an e-book reader.   Types of electronic materials include e-books and downloadable electronic video and audio files.  Electronic Materials packaged together as a unit and checked out as a unit are counted as one unit. Include circulation only for items counted under Electronic Books (E-Books), Audio-Downloadable Units and Video-Downloadable Units in the LIBRARY COLLECTION data elements 450-460. Do not include items not specified under those definitions.

 

 

5.  Electronic Collections (456-458):

Report the number of electronic collections.

 

An electronic collection is a collection of electronically stored data or unit records (facts, bibliographic data, abstracts, texts, photographs, music, video, etc.) with a common user interface and software for the retrieval and use of the data. An electronic collection may be organized, curated and electronically shared by the library, or rights may be provided by a third party vendor. An electronic collection may be funded by the library, or provided through cooperative agreement with other libraries, or through the State Library. Do not include electronic collections that are provided by third parties and freely linked to on the web.

 

Electronic Collections do not have a circulation period, and may be retained by the patron. Remote access to the collection may or may not require authentication. Unit records may or may not be included in the library’s catalog; the library may or may not select individual titles. Include electronic collections that are available online or are locally hosted in the library.

 

Note: The data or records are usually collected with a particular intent and relate to a defined topic.

 

Report the number of electronic collections acquired through curation, payment or formal agreement, by source of access:

 

456 Local/Other cooperative agreements

457 State (state government or state library)

458 Total Electronic Collections.

 

This is the sum of Local/Other cooperative agreements, and State electronic collections (data elements #456 and #457).

 

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Cheat Sheet: Electronic Stuff Yes or No.docx

 

FY 2015 Data Element Proposal Information

FY 2015 Data Element Endorsed

 

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