Accessions Procedures

Created: 1999/12/10

Updated : 2009/08/27

Description

This section outlines the procedures and rationale for compiling the accessions statistics. Please direct questions to the Head of Bibliographic Services.

The accessions statistics reflect the total VOLUME count of pieces (books, tapes, serials, etc.) acquired by EACH of York’s five libraries. Accessions statistics are due to the Office of the University Librarian the TENTH of each month. The accessions data sheet reflects information from all five York libraries and is divided into four sections:

• Books
• Serials
• Government Documents (Books & Serials)
• Materials Categories (films, cassettes, maps, datafiles, etc.)

Statistical information for the accessions is provided by:

Bib Services Administrative Assistant – from monthly cataloguing stats

Karen Cassel (Scott)

Sandra Smith (Scott Binding)

Law

Books

BOOKS — SCOTT includes:

VOLUME total of books from Scott plus the VOLUME total of books from Special Collections

VOLUME total of microsheets and microfilm from Scott and Special Collections

BOOKS — BRONFMAN

VOLUME total from Bronfman section in Bib. Services stats sheets

VOLUME total of microfilm reels and microsheet pieces from Bronfman Section in Bib. Services stats sheet if any

BOOKS — FROST

VOLUME total from Frost section in Bib. Services stats sheets

VOLUME total of microfilm reels and microsheet pieces from Frost Section in Bib. Services stats sheet if any

BOOKS — STEACIE

VOLUME total from Steacie section of Bib. Services stats sheet

VOLUME total of microfilm reels and microsheet pieces from Steacie section of Bib. Services stats sheet if any

BOOKS — LAW

VOLUME total from stats sheet faxed

VOLUME total of microfilm reels and microsheet pieces from stats sheet faxed if any

Serials

SERIALS — SCOTT

TOTAL bound from Karen Cassel ADDED to TOTAL bound from Sandra Smith

TOTAL microfilm by reel from Karen Cassel

TOTAL microsheets by piece from Karen Cassel

NOTHING from cataloguing stats. We do not add OUR cataloguing stats here because it represents titles catalogued NOT volumes added.

SERIALS — BRONFMAN

TOTAL bound from Karen Cassel ADDED to TOTAL from Sandra Smith

TOTAL microfilm by reel from Karen Cassel if any

TOTAL microsheets by piece from Karen Cassel if any

NOTHING from cataloguing stats. We do not add OUR cataloguing stats here because it represents titles catalogued NOT volumes added.

SERIALS — FROST

TOTAL bound from Karen Cassel ADDED to TOTAL from Sandra Smith

TOTAL microfilm by reel from Karen Cassel if any

TOTAL microsheets by piece from Karen Cassel if any

SERIALS — STEACIE

TOTAL bound from Karen Cassel added to TOTAL from Sandra Smith

TOTAL microfilm by reel from Karen Cassel if any

TOTAL microsheets by piece from Karen Cassel if any

SERIALS — LAW

VOLUME totals from stats sheet faxed

We do not count UNBOUND serials re withdrawals.

Government Documents

GOVERNMENT DOCUMENTS (BOOKS AND SERIALS) — SCOTT

Add the BOOKS figures together separately and the SERIALS figures together separately

VOLUME total of BOOKS from the Sc Gv Dc section of the government documents of the Bib. Services stats sheet

DO NOT COUNT any backlog cataloguing stats as these numbers have already been added

Bound Serials from Karen Cassel

Bound Serials from Sandra Smith

Microfilm Reels from Karen Cassel

Microsheet Pieces from Karen Cassel

GOVERNMENT DOCUMENTS (BOOKS AND SERIALS) — FROST

Books figure from the volume total of the Fr Gv Dc category from Bib Services stats sheet and bound serials figure for Fr Gv Dc as reported by Sandra Smith.

Materials Categories

MATERIALS CATEGORIES (ALL)

Insert figures from cataloguing stats sheets as appropriate and from Dennis Skinner’s report and from Karin Downie/Iryna Ostapchuk’s reports as appropriate.

Do not forget to add figures from ScGvDc section of Datafiles stats sheets if there are any under SCOTT

CD-ROMS reported from Bronfman are counted for that library.

In May 2004 there was a physical count of sound recordings. This led to a correction in the base number(s) for AUDIO-LPs. A footnote was added to the spreadsheet to indicate that as of May 2004 there were 8, 243 uncatalogued AUDIO-LPs. These were NOT added to the base count in order to avoid double counting when these items do get catalogued.

If a library has had an unusual amount of any material added in any one month, (e.g. large numbers of CIHM fiche or some other fiche collection) insert a “footnote” on the sheet for the appropriate library so perceived anomalies can be justified quickly.

ELECTRONIC RESOURCES (E-BOOKS, EJOURNALS, ETC ARE NOT COUNTED IN THE ACCESSIONS BECAUSE THEY DO NOT REPRESENT A PHYSICAL VOLUME ON THE SHELF

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