Types of Reports
The sources indicate that library reports can be categorized based on their frequency and purpose. Statistical data is collected and presented in reports to aid in decision-making.
- Based on Frequency: Libraries generate reports at various intervals. The sources explicitly mention daily, weekly, monthly, and quarterly reports. Annual data is also collected and tabulated.
- Based on Purpose: The reports are created to serve specific functions for different stakeholders.
- Functions and Performance Reports: These reports help evaluate the performance of library staff and the library as a whole.
- Value Measurement Reports: These reports are used to present a cost-benefit analysis and measure the value a library provides to its community, which can be a strong justification for its budget.
- Promotional Reports: Statistical reports are crucial for promoting library services to stakeholders, including policy makers, funding bodies, users, and the general public.
- Strategic Planning Reports: Reports aimed at policy makers and managers are essential for making decisions about service levels and for future strategic planning.
Report Compilation
The sources describe the compilation of reports as a process rooted in the systematic collection and analysis of library statistics. The process involves gathering data throughout the year, analyzing it, and then presenting it in a report format.
1. Data Collection:
- Sources of Data: Statistical data is generated from nearly every section of a library. Key sources include:
- Acquisition and processing sections (e.g., number of documents purchased, books processed).
- Circulation section (e.g., monthly issuance of books).
- Reference and periodical sections (e.g., user satisfaction, use of journals).
- Other primary sources like gate registers, diaries, and library software.
- Data Collection Methods: Data is collected through various methods to capture both library use and user feedback:
- Observation: Gathering data by watching behaviors or events in their natural setting, such as observing a user's search process.
- Interviews: Systematically talking to and listening to people to gather in-depth data on attitudes and beliefs. Interviews can be structured, semi-structured, or unstructured.
- Questionnaires: Using written or online surveys to collect data on phenomena that are not directly observable, such as opinions, values, and interests.
- Data Aggregation: Data collected at daily, weekly, and monthly intervals is tabulated and aggregated for annual reporting. For annual reports, data is often treated as continuous and cumulative.
2. Data Analysis:
- Once collected, the data is entered into a statistical package like MS-Excel or SPSS for analysis.
- This analysis can involve calculating measures of central tendency (mean, median, mode) and variability (range, standard deviation) to summarize the data.
- The software is used to generate frequency distributions, tables, and graphs that reveal patterns and insights, such as the frequency of user visits or levels of user satisfaction.
Contents and Style of Reports
The content of a report is driven by the statistical data collected, while the style focuses on clear and effective presentation of that data.
Report Contents
Reports are built on quantitative and qualitative data concerning library services, use, and users. The data is typically categorized into two main types:
- Use Studies: These focus on the usage patterns of library resources. Examples include the number of times a database is accessed or