Public Libraries Survey Data File Overview

2 What We’ll Talk About PLS: Public Library Survey State level data Public library data (Administrative Entities) Outlet data (central libraries, branches, and bookmobiles) Data edit and annotation file Post submission process

3 9,221 U.S. Public Library Jurisdictions 16,671 Outlets

4 PLS and the Public Library National Data Collection Process PLS relies on the joint efforts of IMLS, Census, and the states. PLS collection is based on standard items and definitions. Operationally, guidance is provided by the Library Statistics Working Group (LSWG). PLS process assures data is submitted electronically in a standard format. The WebPLUS User’s Guide contains data definitions and filing instructions

5 PLS Data Files State Characteristics File State identification Population Total Fiscal year reported

6 PLS Data Files Administrative Entity (public library) Annual report records for each US public library Records contain central library address, general information, and annual data on library activities Administrative Entity records combine data for all library outlets (central, all branches, and bookmobiles) A subset of your state’s total data items

7 PLS Data Files Outlet File Central, Branches and Bookmobiles Identifies central, branches and bookmobiles Includes square footage, metropolitan status code, weeks open, hours open New outlets and missing outlets require extra step

8 PLS Data Files Annotations File Explains anomalies in data Can come directly from library or from SDC Anomalies without annotations will generate edit report questions

9 PLS Data Files Edit Report Questions anomalies in data Can be resolved by Changing data Providing explanation When all items resolved you can lock data

10 Input of Data to WebPLUS Data can be entered directly into the software viewing screens This is most often done to correct or update data for a limited number of items Data can be imported (more than once!) Administrative Entities and Outlets data done separately Importing reduces keying errors

11 Input of Data to WebPLUS

12 Input of Data to WebPLUS

13 Population of the Legal Service Area Determine Total State Population Determine Population Served by library

14 Input of Data to WebPLUS Administrative Entity Identifiers & Address

15 Input of Data to WebPLUS Administrative Entity Operating and Service Metrics

16 Input of Data to WebPLUS Admin File for Import to WebPLUS

17 Input of Data to WebPLUS Admin File after Import to WebPLUS

18 Input of Data to WebPLUS

19 Input of Data to WebPLUS Outlet Records for Input to WebPLUS

20 Input of Data to WebPLUS Outlet Records after Input to WebPLUS

21 Outlet Record File Parent public library ID plus an extension Outlet name, street address, ZIP, city, county, and telephone number Federal and state identifying codes Type of outlet (central or main, bookmobile, branch, books-by-mail only) Location relative to a metropolitan area Square footage for mains and branches Number of bookmobiles Weeks open, hours open

22 Annotations File File (Text) for Import to WebPLUS

23 Edit Report Edit checking occurs after data entry and record matching routine There are two types of data edit checks –Current-year checks –Historical checks (based on comparisons of current-year with prior-year data) State data coordinators must respond to any exceptions to the edit rules and file an annotated edit report file with the data submission

24 Edit Report Edit Report File from WebPLUS

25 Edit Report Edit Report File for Import to WebPLUS

26 Edit Report State submission and IMLS file acceptance is final Changes can be made a short time after submission, but when file is closed no changes are possible Census may request additional information during the Edit Follow-up process Public library information from all the states is merged for that year’s data file Missing data is imputed

27 Imputed Data Missing data (-1) is imputed for national total and state ranking purposes Imputed data is included in the national database –Imputed data is noted on the library’s PLS record –Imputed data is not displayed on the public library peer comparison tool Rules for imputation differ according to the data (See technical notes)

28 Final Products Public Libraries in the United States –Includes tables for each data element collected –Includes state per capita rankings for selected data elements –Trend analysis for national totals “Compare Public Libraries” Web site “Search for Public Libraries” Web site The Public Library Data file is posted to the Web –Public-use files are provided –Restricted-use files require authorization Export file of your data

29 Some Cautions PLS data is not as current as state data Ranking table may be from prior year You may keep “current” directory information PLS data does not include regional cooperative activities or state library agency activity Understand PLS data definitions “MLS Librarian” is defined by PLS, but “Librarian” is defined by states individually

30 Why PLS? To collect accurate US library data, we need data that is Valid Reliable Timely “Valid” means we’re reporting what we all agree to report (PLS definitions) “Reliable” means measurement methods are consistent (Edit checks help confirm consistency) “Timely” means within timelines and by due date PLS is the only source of comprehensive national public library data, a voluntary, collaborative effort

31 PLS Data Files - Export Administrative Entity and Outlet Files Subset of your state’s data collection Only includes data in PLS definitions Once PLS edit and review process completed can be integrated back into your state’s total data collection Rekey into Collect, LibPAS or other system Import “Export” file back into same