(Copied from the Google doc)
Productivity (also referred to as production) statistics are essential to libraries for both reporting and troubleshooting. By productivity statistics, we mean work statistics not otherwise automatically logged by the system, i.e.: titles acquired (acquisitions workflows), received, cataloged by an individual over a given period of time, type of cataloging performed on a bib record, number of volumes added to already cataloged titles, type of updates performed on a record, etc. These data are required for reports that inform areas including staffing and budget decisions and collection and stacks management.
While system tracking of actions taken and the statistical codes available in instance, holdings, and item records are useful, they are not adequate for all reporting or troubleshooting needs. Critical to both functions is knowing not only who acted and when, but what type of action was taken, and sometimes why it was taken. (See use cases summarized below)
We recommend a new, repeatable five-part element, to be located at the bottom of the instance, holdings, and item records, that can capture the date/time, userid or other identifier*, and allow for the recording of a transaction type code, a location or other locally defined code (e.g., a unit library or a department), and a free-text note field.
*or other code, e.g. generic “cataloger” or “batch” (needs to accommodate GDPR and other privacy protection)
As a medium-term solution, we would like a repeatable free-text note field added to the Administrative data accordion in the Instance record called “Administrative notes.”
From MM discussion 1/7/21:
Would the “general note” component be usable instead? (as implemented in orders, agreements, e-holdings) -- probably not
Or Custom fields?
Could the development around custom/supplemental properties for licenses/agreements be leveraged for this new element?
Summary use cases with sample values for production stats fields
- Tracking cataloging and catalog by department/unit and language
- Need to understand what kind of cataloging is done
- Need to understand who did that cataloging
- Need to understand, generally, how time is being used
- Need to understand the dates (at least the month) of when that cataloging is done
- Distinguishing batch vs. manual cataloging
- Required that we build something in FOLIO that is usable by an array of institutions with different catalogers and that is sustainable in the long term