Toolkit: Annual Report Guide: Preparing for the Annual Report
Preparation Overview
The guide addresses the sections of the annual report that requires information from Polaris.
Information Needed
In past years several reports were required to complete your Annual Report. This year we have designed one report that can be found in the Reports and Notices section of Polaris (in the Custom folder the report is called 'Annual Report') that is intended to give you all the information that the Polaris database can offer you for your Provincial annual report.
Please take note of the following when running this report:
1. run the report after hours if at all possible
2. set the date range from Jan 8, 2009 - Dec 31, 2009 this year only (remember, we went live on Polaris on Jan 8, so running the report earlier will cause issues)
3. The time of day on the report will default to the time of day you are running the reprot. You can change the time to 12:01am - 11:59pm.
This report should fill most of your statistical needs!
Quick FAQ
Question #9
Remember to add items that are not catalogued in Polaris but are on the shelves in the library.
a. Volumes acquired
The number in your report is pulled from item records with a creation date within the date range you requested (ex. Jan 8, 2009 - Dec 31, 2009)
b. Volumes withdrawn
Items marked as withdrawn and deleted will both be counted.
Question#10
This report can only count magazines that have been catalogued in Polaris, so please include items not in Polaris!
Question#11
The number in the reprot is based on material type. A list will be provided.
Question #15
These numbers are based on collection code. Click here for a list of collection codes counted for each sub-question.
Question #18
i. This number includes all items entered as OFT with a material type of ILL (which would be the same as VDX records), as well as all the items you lent and borrowed within TRAC.
Question 20b ii - your answer should be N/A. This answer will be provided to the Province by YRL on our annual report.
You may also be interested in seeing statistics for 2009 from VDX and Overdrive.
As always, we will be happy to provide you with assistance in printing these reports. If you have any questions contact
Robert Zylstra or Stephanie Thero at YRL 780-962-2003 or 1-877-962-2003