Year End Accessions Procedures
Year End Accessions Procedures
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|Prepared by: H. Fraser||Questions and comments to: firstname.lastname@example.org|
- General Instructions
- Calculating Transfers
- Storage Transfers Procedures
- Calculating Withdrawals
This section outlines the procedures for compiling the year end accessions statistics for York University Libraries.
The accessions statistics reflect the total VOLUME count of pieces (books, tapes, serials, etc.) acquired by EACH of York's five libraries. The year end accessions are the reflection of what has been transferred between and withdrawn from EACH of York's five libraries at the end of the fiscal year. The new figures that are generated form the new base figures (forever numbers) for the total volume count in each library with which to begin the next fiscal year.
Once the April accessions for a fiscal year have been calculated. The numbers are carried over to the YEAR END sheets which have been set up at the beginning of the fiscal year. These sheets differ from the monthly accessions sheet in that each contain a YEAR TO DATE totals column. It is these YEAR END sheets and in particular, the YEAR TO DATE totals columns for each library that are worked on to generate the new base figures to begin the new set of accessions sheets.
Transfers are described in terms of "pluses" and "minuses". These must balance out at the end of the year, i.e. you must have the same number of pluses as you do minuses. A plus means that an item has been transferred to a location and a minus means that an item has been transferred froma location.
Tally the transfers to and from sub locations within a library as appropriate, i.e. Scott Listening Room, Scott Maps or Frost Gov Docs. These figures will factor into the "grand total" of pluses and minuses.
Transfer data is collected each month on statistics sheets submitted by Linda Smith or Linda Gamble. The transfers should be tallied each month and the then transferred over to a summary sheet which will be used at the end of the year to produce a total. There is more than one way to tally the monthly sheets. You can either cancel out equal numbers of pluses and minuses within a library and then count up what remains or add the pluses and minuses together within each column to arrive at a total. Either way, at the end of each month and at the end of the year, the total number of pluses and the total number of minuses MUST be equal. Don't forget that some of the transfers can involve materials categories formats such as videos and films.
A summary sheet which is a written description of what has been transferred to or from or withdrawn from each library accompanies the year end accessions sheets. The transfers numbers reported on this must MATCH the calculated transfers from the summary sheet. These numbers are referenced to cells on the actual spreadsheet for a library to show where numbers have been added in (transfers to) or taken away (transfers from) that library.
Working from the Transfers Summary sheet, prepare a summary sheet for each library by calculating the total transfers to and from that library The transfers summary sheet does not contain a formula so double check the figures manually to prepare an annual total for each library. Create a separate summary for each library and then clip the summaries together.
It is helpful to keep a copy of Appendix E and Appendix F from the Annual Report in the Year End Accessions folder. The withdrawals and transfers numbers here must also match the summary sheets AND match the new numbers on the All Libraries year end accessions sheet where calculations have been made
Storage Transfers Procedures
Transfers to storage contribute to the total number of items in storage. These should be tabulated on a monthly basis, library by library so at the end of the year there will be a final count. Each month the transfers to storage should be added to the appropriate categories on the accessions sheet for the specific storage location. At the end of the year, the total number of items transferred to storage will be treated as tranfers from the library that placed the item in storage. The figures will then be considered as transfers to the appropriate storage location but in this case, they will have been calculated on a monthly basis. The physical volumes in storage for each library will still be accounted for until they are withdrawn from storage and at that point the storage accessions will be adjusted accordingly.
Withdrawals are also reported on a monthly basis. Each month, the withdrawals are tabulated by location and reported in a table in the monthly report. The numbers cumulate so in April, the year to date number should be an accurate number of the items withdrawn from a location. Do not forget to count in the figures that are withdrawn from Storage for a location. Once an item has been withdrawn from storage it is no longer part of the holdings for that location.Withdrawals include the following categories by location: lost, missing, special projects. The latter appear by call number range within a location. Withdrawals not part of a special project are reflected under the name of the location. All withdrawals categories get added together by location to come up with a total number to take away from a library on the year end accessions sheet. These numbers are referenced to cells on the actual spreadsheet to show where numbers have been or taken away (weeded or witdrawn) from a library. The withdrawals must also match the year end summary sheets AND match the new numbers on the All Libraries year end accessions sheet where calculations have been made
Working from the April Withdrawals Table, prepare a summary sheet for each library by adding together all of the withdrawals figures by material type for that library. Materials categories such films and videos are included in the summary for each library but counted separately. The table from the monthly report does not contain a formula so use a calculator with a paper tape to prepare an annual total for each library. Run separate tapes for each library and then clip the tapes together.
Tabulating the Numbers
Keep the transfers separate from the withdrawals and work with one set of data at a time. It is easiest to start with calculating the withdrawals for each library. Starting with Scott Library, subtract the total withdrawals figure from the appropriate line of the YEAR TO DATE totals column. Then, apply the transfers figure to that number. You will either be adding some back in (transfers to) or taking more away (transfers from) that libary. Following the example from the files, reference the changes to the number. These reference numbers correspond to the summary sheet that accompanies the year end accessions sheets.
Work your way through each library using the same methodology. DO NOT CALCULATE ANY TRANSFERS AND WITHDRAWALS ON THE ALL LIBRARIES YEAR END SHEET YEAR TO DATE COLUMN. IF YOU DO THIS YOU WILL BE COUNTING THEM TWICE!!!!
To calculate the serials withdrawals and transfers for each library you will need the year end serials figures from Karen Cassel.
To calculate the Law withdrawals (all formats) the year end figures from Theresa Quigley-Jones.
To calculate the withdrawals and transfers of Materials Categories for each library use the summary from the April Withdrawals table