Mining Library Data to Make Your Point Patience Frederiksen, Head of Library Development, Alaska State Library Robert Barr, Library Director, Juneau Public Libraries

Why do you need data?  To manage my library  To plan for my library  To report on my library  To communicate for my library  Others?

Why do you need data? “Quantitative and qualitative data about library services, library use and library users are essential for revealing and confirming the outstanding value that libraries provide.” From: IFLA Library Statistics Manifesto 2010

Why do you need data? “Library statistics are necessary for the effective management of libraries, but they are still more important for promoting library services to the different types of stakeholders: policy makers and funders, library managers and staff, actual and potential users, the media and the general public. Where statistics are aimed at policy makers, managers and funders, they are essential for decisions on levels of service and future strategic planning.” From: IFLA Library Statistics Manifesto 2010

Why do you need data? “Library statistics can reveal a wealth of material, of hidden success stories where libraries have opened and ensured access to relevant information for all groups of the population.” From: IFLA Library Statistics Manifesto 2010

How do you get data? Create a data road map to:  Collect data efficiently  Avoid duplication  Avoid research fatigue  Maximize bang for the buck

How do you get data? Sources of existing data about libraries: Alaska Public Library Statistics IMLS Data Collection NCES Library Statistics Program

How do you get data? More sources: ALA Office for Research and Statistics AASL Office of Research and Statistics Colorado’s Library Research Service

How do you get data?  If the data you need does not exist, then you have to collect it  Low hanging fruit first - computer-collected data Your online catalog Your security gate Web page hits Others?

How do you get data?  Harder to reach fruit – collecting data yourself  Surveys  Interviews  Observation  Focus groups  Others?

How do you use data?  Use Comparisons to Lobby for Increases Scenario: You think that your library receives less funding than comparable libraries. You use statistics to create a list of comparable libraries (frequently based on population of area served) and rank your library’s total income in comparison with your peer libraries. You notice that your library circulates more items per capita than your peers, but has the lowest total income in this group. You use this data to prove that your library is effective despite low funding levels. You urge the powers-that-be to increase your funding so you can provide even better service to your patrons.

How do you use data?  Use Stats to Create an Annual Summary or Brochure Scenario: You are asked to provide a summary describing the library for a budget presentation. You use statistics that highlight your services to develop a brochure that lists the major projects of the library for the past years, its volunteer program, and statistical comparisons between your library and peer libraries in your region or state. This brochure is so effective with the powers-that-be that you decide to make it available as a handout at your circulation desk.

How do you use data?  Use Stats to Highlight Your Library Scenario: You are asked to do a presentation on your library at the chamber of commerce. You gather statistics to show how heavily the library is used. You focus on the business materials in your library and present circulation statistics showing how often these materials are checked out. You present anecdotal evidence about a case in which a recently-established business used your library to develop a business plan and do research on the economics and demographics of your community.

How do you use data?  Use Stats to Justify Your Programs and Services Scenario: You convince the powers-that-be to fund a new service at your library. You keep statistics to prove that this new service is reaching the intended audience and that this audience has used other related library services. You present numbers from the previous year (before the service was initiated) and the current year (after the service was initiated.) You continue to receive more money.

How do you use data?  Use Stats to Measure Effectiveness Scenario: You decide to weed your collection, despite misgivings from the powers-that-be. You use output measures (per capita measures, shown as a factor of population) to show that the circulation of items per capita increased after the weeding project.

How do you use data?  Use Stats to Write Grant Applications Scenario: You notice that certain materials are being used heavily and are falling apart. Upon investigation, you discover that an under-served segment of your population is using these few materials. You gather demographic statistics about this under-served population and library usage statistics to show the need that exists. You write a grant application and use both sets of numbers to prove that your library needs additional funding to meet the needs of these patrons.

How do you use data?  Use Stats to Create “Snapshots” Scenario: A bond issue has been proposed for the library. You decide to fertilize the grassroots by using fun ‘bites’ of information to educate the public by printing this info on bookmarks. You compare your library statistics to other statistics to make your numbers more meaningful and to grab the attention of the local media. For example: Circulation of books and other materials by Anchorage libraries outnumbers total attendance at the Sullivan Arena by more than two to one.

Data Gathering Tools Google Forms – Monthly Report and ResultsMonthly ReportResults Google Forms – Programming and ResultsProgrammingResults

Data Gathering Tools

– 3d scope

Data Gathering Tools

What methods of gathering data do you use?

The Survey

What is good? What could be improved?

Real World Examples Collection Analysis – How Much is your Collection Worth?

Real World Examples Reduction Scenarios – How much does it cost your library to stay open, per hour? 1.What is the scope of the reduction? Scope informs variables. 5% != 50% 2.Identify your variables. What costs should be included & excluded? Direct staffing Indirect yet related staffing (programming <> collections <> IT support <> administration) Utilities Materials & Commodities Grants 3.Keeping in mind scope: simple math

Real World Examples Reduction Scenarios – How much does it cost your library to stay open, per hour? 55 hours/week $680,000 Annual Budget 6240 Service Hours / Year (2 on desk at a time) $35 hr/avg staffing cost Salaries250,000Maintenance50,000 Benefits180,000Utilities40,000 Work Comp2,000Collections80,000 Travel3,000Subscriptions20,000 Contractual10,000Postage5,000 Printing1,000IT15,000 Advertising2,000Grants10,000 Insurances10,000Supplies2,000

Real World Examples New Building Reality – It’s a lot busier. How do you know which hours in the day(s) need more staffing?

Questions? Comments?  