Statistics

Illume offers a variety of different ILL statistics and history in the SHAREit software under the Staff Dashboard > Statistics tab! The screenshot to the left shows the variety of reports available (depending on your account permissions) including the new Beta Statistics (avalable April 2024).

Administrators, please check-out this FAQ: Why aren't all my statistics reports displaying? to activate additional reports or contact us for assistance updating your permissions including for the new beta statistics.

Popular reports options include:

• Reports (beta) - The vendor Auto-Graphics has been listening to feedback from libraries and improving the Statistics and Reports feature in Illume (SHAREit)! Please feel free to test all the new reports and send feedback for the vendor, as this feature is still in the testing & development phase.

• Patron Information & Request Counts - Find out how many requests your patrons are creating in comparison with your ILL staff created requests. Also run a monthly report of all your borrower requests to save patron information locally even after requests are deleted.

• Branch Pickup Location Counts - If you have the Pickup Location field activated on your forms, you can find out the counts on which pickup location branches are being selected. Also if you have username logins created for each branch, you can locate the number of requests created by each logged in branch staff account.

• Borrower Title Information - Your borrower requests created by patrons and/or staff can be used for collection development purposes.

• Deleted Requests - If a request has been deleted, you can still locate some information such as lender or borrower library, through the statistics reports.

• Borrower Statistics - Quick monthly or weekly statistics can be viewed and downloaded including Multi-copy statistics.

• Lender Statistics - Quick monthly or weekly statistics can be viewed and downloaded

• Stayed Too Long Report - Helps you identify requests that may have languished for too long under a particular status such as "Not Received".

• Bib Records & Holdings - A variety of Bibliographic record and Holdings information can be retrieved for each Union Database and library/site.

• Logins, searches, and blank requests - Data on patron guest and staff admin logins, search information (simple and advanced) and blank request creations can be viewed under System Activities.

• Top 100 Search terms - Ever wanted to know what your patrons and staff are most searching for? SHAREit can retrieve the top 100 search terms or Titles based on a date range.

For additional information, check-out the Statistics guide available for SEARCHit/SHAREit under Staff Dashboard > Documentation > User Guides > Statistics or contact us for assistance!

Note: Your browser may block PDF pop-ups and you may need to configure your browser settings to "Allow pop-ups for bcuc.agshareit.com".

Check-out the new beta Top Requested Titles report to help with collection development for your library! For example, this report can quickly and easily let you know the top-requested Book or Journal Titles each year if your library would like to purchase high volume ILL materials instead. 

Libraries can select lists from 10, 25, 50 or 100 top titles. If you'd like lists of more than 100, please run your& Activity and Request Reports > Request Records spreadsheet report instead. The "Request Records" report also has more detailed information if you're interested in more in-depth data, such as the exact Articles requested from your top Journal Titles.

Please Note: The "Locations" filter on each report currently only works with Network Lending locations (not in use by our libraries) but we've requested they also make it available for your "Pickup Locations" if possible. Auto-Graphics is reviewing if this is possible.

Illume libraries have also requested that "Article Title" information be included when displaying the top Non-returnable (Copy) titles requested. This would allow libraries to review when the same Articles or Book Chapters are repeatedly requested via interlibrary loans. Auto-Graphics has approved adding this option!

 

Net Activity Report:

This new beta report allows libraries to quickly view their Borrowing vs Lending percentages. As well as a breakdown of Loan or Copy statistics overall or individually for each Illume library you've had ILL transactions with for that date range.

Please Note: SHAREit customers have requested the vendor also explore an option to filter groups of data, such as your transactions with just Public or Post-secondary libraries. Auto-Graphics is reviewing if this is possible and will add it if so.

Borrowing & Lending Reports:

These new reports are intended to provide graphical information as well as statistics on the status of ongoing and completed requests. The vendor has also added useful data calculations such as average delivery & processing times of both Loan and Copy requests that can help your library assess or report on workflow success.

Use the available custom or quick select date range options, such as "This Year", to choose your desired report range. And at the request of our libraries, A-G has now also added Renewal statistics!

1. You can view quick patron-created and staff-created request numbers in the "Borrowing Activity" report.
2. For detailed request information instead, check-off the "Request Records (Excel only)" report to download a spreadsheet of all the borrower requests created by patrons or staff.

• Choose the Start Date and End Date for the time period you're interested in (based on the Creation or "Origination Date" of the requests).
• Select the EXCEL format and click Submit to create your spreadsheet for download. Note: Large date ranges may encounter report issues - try using multiple shorter date ranges instead.
• Sort your downloaded spreadsheet by the "Created by" field to determine the number of requests created by Patrons versus Staff accounts.

Patron Information & Detailed Borrower Request Info:

Once a request is deleted by the SHAREit system the patron information (Name & Barcode etc) temporarily attached to that request is also deleted.

To save a local copy of detailed borrower request & patron information, check-off the "Request Records (Excel only)" report to download a spreadsheet of all the borrower requests created by patrons or staff. 

Requests go into this report based on the date they were created or "originated". So if your library runs this report from 12/01/2022 to 12/31/2022, every request created by a patron or staff member in December 2022 would be listed.

Tip: Run this report monthly to save a copy of your requests & patron information locally at your library!

When a Complete or Expired request is deleted automatically 90 days later -- your locally saved spreadsheet can be consulted for a copy of the Patron information assigned to your Borrower requests before they were deleted by SHAREit. We recommend consulting with your privacy officer for a storage & retention schedule for SHAREit patron information locally.

Title Lists for Collection Develpment:

If you'd like to use your Borrower requests for collection development purposes, download the Request Records (Excel only) report for your desired date ranges and sort by the "Title" and "Author" field to group similar titles together to determine if an item is frequently requested and should be purchased instead.

Deleted Borrower or Lender Requests:

Check-off the Response Records (Excel only) and/or Lender Response Records (Excel only) report(s) to download a spreadsheet of all the borrower or lender requests responded to by staff.

Use Ctrl (or Cmd) + F to bring up the Find option in your spreadsheet, so you can search by request number or title etc for a particular deleted request. Note: Currently all patron data within a request is temporary and will disappear when the request is deleted.

Choose your Role (Borrower or Lender), the Status (eg. Not Received) and Number of Days you'd like displayed in the report. Don't forget to check-off your library code at the bottom of the report! Click Submit to generate a downloadable Excel spreadsheet.