Statistics are a powerful tool you can use to inform decisions concerning your library. With Alexandria statistics, you can see copy and title usage, which patrons do or don't use the library, popular titles and book types, which days and times your library is most active, and more. This information empowers you to make decisions about ordering new books, weeding, and library activities. You can even use statistics to justify costs to boards and administrators.

In Alexandria, there are two kinds of usage statistics: Monthly Usage and Circulation. To get the most out of these statistics, you'll need to set up your policies and Statistics Groups correctly.

General Best Practices

• Set up your policies at the beginning of the year.

• Keep all patron and item records throughout the year if Monthly Usage data is important. Removing them mid-year will mess with your statistics. Once you get your reports at the end of the year, then you can remove them!

• Only change a policy's Statistics Group if you have a clear reason for doing so and understand how they work.

Monthly Usage Statistics

For the three main record types (patrons, titles, and copies), Alexandria keeps record-specific monthly usage counts for each year. These are incremented whenever a checkout occurs or a 856 _u eResource link is clicked; there are no monthly usage counts for holds, reservations, or other circulation events.

For example, if Darla Anderson checks out Copy 1000 of The Hunger Games in June 2020, then the June counter in the 2020 record for each of those records is incremented by one.

Advantages

With these statistics, it’s possible to see monthly, yearly, or lifetime usage for each of these records. Additionally, when running reports, you can select by groups of similar records to obtain monthly, yearly, or lifetime totals for that particular group (e.g. grade, homeroom, title, author, call number, genre, etc).

Here are just a few examples of Alexandria's Monthly Usage statistics reports. Learn about more in the Reporting section!

These statistics are useful in answering basic checkout usage questions and identifying the total number of checkouts for a record or group of similar records. See the Uses section of this page for examples of specific questions these can answer.

It's important to note that Monthly Usage statistics don’t record the time of day the checkout occurred or the interactions between records. Continuing with the example above, we know that Darla Anderson, The Hunger Games, and Copy 1000 were all “used” once. But we don’t know it was Darla who used Copy 1000 of The Hunger Games between 10 and 11 AM. If you want information on these interactions, it’s best to use Circulation statistics instead!

Uses

Here are some examples of information you can get from Monthly Usage statistics:

Darla Anderson has checked out 37 items this year.

Looks like she won the reading contest! 

Copy 1000 has been used 137 times and is getting old.

Does it need to be repaired?

Is it time to order a replacement?

Patrons in 4th grade (grade selection) checked out 476 items in June.

How does this number compare to the same group from last year?

The Lightning Thief is a very popular title; it has been checked out more than any other book in your collection.

Do you need to order more copies?

The items on the Teacher Resources shelf (shelving selection) have been checked out only 7 times, and all were in January.

Does this shelf need to be in a more visible area?

Do teachers need to be reminded of these?

Reporting

Here are some Alexandria reports that use Monthly Usage statistics:

Circulation Statistics

Alexandria keeps a Circulation statistic record for each unique combination of date, hour, patron policy, item policy, patron site, and copy site. These are incremented for checkouts, check-ins, renewals, holds placed, and reservations placed.

For example, it’s recorded if a patron with the High School policy at Washington High School checked out an item with a Biography policy from Jefferson Middle School on a Monday between 10 and 11 AM.

Advantages

Circulation statistics allow you to analyze library usage patterns and interactions between various types of records.

For example, circulation statistics could show that middle schoolers check out more biographies than other groups or that 10:00–11:00 AM is the busiest time of day. Selections for Circulation statistic reports are done by date, site, or Statistics Groups.

Here are just a few examples of Alexandria's Circulation statistics reports. Learn about more in the Reporting section!

However, unlike Monthly Usage statistics, Circulation statistic records aren’t linked to individual records that contribute to them. If you’d like to see information on individual patron, title, and copy records, it’d be best to use Monthly Usage statistics!

Uses

Here are some examples of information you can get from Circulation statistics:

• 11:00 AM is the busiest hour of the day.
• Mondays are the busiest day of the week.
• Patrons in 4th grade check out more fiction than biographies.
• Patrons in 8th grade use the library more than the 9th graders do.
• The most popular non-fiction area for those in 11th grade at your site is the 500's.
• Patrons in 12th grade never check out anything in the 200's.
• Jefferson Elementary School borrows the most from others in the district.

Use this information to plan library events and staff schedules. You can also determine if certain books need to be moved or promoted. Maybe a certain patron group needs more opportunities to come to the library, or maybe you need to order more science fiction novels for ninth graders.

Removing Statistics

Circulation statistics exist forever unless they’re intentionally removed through the Remove Circulation Statistics utility. This action isn't normally required and should only be done if you know these statistics are no longer useful for your reporting. Removing patron, title, or copy records doesn’t affect existing and historical Circulation statistic data.

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Reporting

Here are some Alexandria reports that use Circulation statistics:

Statistics Groups

When setting up your policies, you assign each policy a Statistics Group. This determines under which group this policy’s Circulation statistics will be gathered. In most cases, a policy’s Statistics Group can be the exact same as the policy, which is the default (e.g. a patron policy of 8th Grade will have a Statistics Group of 8th Grade as well).

However, you can also use Statistics Groups to combine statistics for multiple policies. For example, you can have separate Fiction, Non-Fiction, and Equipment policies that all have the same Statistics Group: Standard. That way, the Circulation rules for all of those items would be different because of their policy, but all of their Circulation statistics would be collected under the Standard policy.

This should only be done if you have a clear reason for doing so and understand how they work.

Uses

Here are some cases in which you might want to have a Statistics Group that differs from the original policy:

Certain items may have different Transaction Periods or renewal rules, but it doesn't warrant a separate statistic.

• Extend your Transaction Period and/or maximum renewals for special non-fiction items that tend to be needed for longer periods of time.

• Keep high-demand items in circulation by shortening their Transaction Period.
  
  

Certain patrons and items may have different fees and fines, but it doesn't warrant a separate statistic.

• Encourage low-income students to use the library by assigning them a separate policy that keeps them from being fined.

• Some of the items in your collection may have a higher replacement cost, but otherwise belong with the rest of the collection.
  
  

Change the policy for holiday books separately during their holiday season.

Assign a Christmas policy to all your Christmas books, and change the Statistics Group to match one of your standard groups (Standard Item, Fiction, etc). During most of the year, their policy will match your standard policies. But when December rolls around, the Christmas policy can be changed to limit the length of time and how many Christmas books patrons can check out. Now everyone can have a Christmas book (instead of a book-hoarding few)! Once December is over, you only have to edit the Christmas policy to have the books return to matching your standard policies.

Collection Statistics 

See the Complete Reports List to learn more about Alexandria's reports and what they do.

Sign up for notifications on upcoming Alexandria updates and releases to stay informed.

Close attention should be paid to the Selection and Options settings, as these reports can be run by call number ranges in some instances, and date ranges in others. Options allow formatting to show more or less detailed information on item records and the ordering of the reports. 

Brief Analysis -  statistics on item counts, purchase costs, and replacement costs.

Usage by Period - shows item usage over different time periods.

Usage by Item Policy - statistics showing how much items with a specific policy are used during different time periods.

Publication Date Summary - title and copy statistics by publication year.

Titles Usage Reports - shows an overview of title statistics based on call number range and date range.

Copies Usage Reports - show a variety of statistics based on date range, call number range and patron circulation.

Copy Information - get a copy count of what has been added throughout the year.

Discarded Copies - shows all copies checked out to Discarded (2) and their reason.

Lost Copies - shows copies lost from patrons and inventory.

Weeding List - lists potential copies to weed based on condition, life to date usage, last use, or publication date.

Titles with No Copies - shows titles that do not have any copies, often this may include eBooks and other online resources. 

See Inventory for gathering additional Collection Statistics.