Collection Reports

Cleanup & Maintenance

Dead Items — List

Displays items not checked out since a specified date. Useful for simple weeding decisions.

Additional Information
Report Instructions
Use Branch, Collection, and Stat Code to narrow your results.
Dead Date: The item's last checkout or renewal. Filters to items that haven't been checked out or renewed since this date.
Call Number Limiter (Optional): Filter using ClassificationNumber (nonfiction) or Cutter (fiction) with starting/ending range.
Report does not include
Record Status: Deleted
Collection: E-Book, E-Audiobook, On-The-Fly, Interlibrary Loan
Circulation Status: Lost, Missing, Claims Returned, Claims Never Had, Withdrawn, On-Order, In-Processing
Non-circulating items
Additional Notes
For high-level summaries, use Dead Items — Summary.
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Dead Items — Summary

Displays the percentage of each collection that hasn't circulated since a selected date. Great for identifying larger weeding targets.

Additional Information
Report Instructions
Use the Branch parameter to narrow the results.
Dead Date: Filters items not checked out or renewed since this date.
Report does not include
Record Status: Deleted
Collections: E-Book, E-Audiobook, On-The-Fly, Interlibrary Loan
Circulation Status: Lost, Missing, Claims Returned, Claims Never Had, Withdrawn, On-Order, In-Processing
Non-circulating items
Additional Notes
For item-level results, see Dead Items — List.
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Grubby Items

Lists items with high circulation counts that may be worn or in need of replacement.

Additional Information
Report Instructions
Use Branch and Collection parameters to narrow the results.
Number of Checkouts: Filters to items with lifetime circulation counts higher than the selected value.
Report does not include
Record Status: Deleted
Circulation Status: Lost, Missing, Claims Returned, Claims Never Had, Withdrawn, On-Order, In-Processing
Additional Notes
This report uses the item’s lifetime circ count, which may be inflated if item records are reused for replacements. Check with Technical Services if unsure.
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Holds with No Circulating Items

Identifies titles with active holds but no items available to fill them. Titles appearing on this report may need to be repurchased or converted to ILL requests.

Additional Information
Report Instructions
Use the Branch parameter to narrow the results.
Holds By: Choose whether to select holds by patron's registered branch or pickup location.
Report does not include
Bib records lacking a First Available Date (all items still on order)
Holds with a status other than Requested (Active)
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Multiple Copies on One Bib Record

Finds bibliographic records where a library owns multiple items—useful for identifying duplicate copies that could be weeded.

Additional Information
Report Instructions
Use Branch and Collections parameters to narrow the report results.
Report does not include
Record Status: Deleted
Collection: E-Book, E-Audiobook
Additional Notes
Only one copy needs to match the selected collection to include the bib; other duplicates with different collections will still show.
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Old Holds

Displays active holds older than a specified number of days. Helps staff identify stuck requests, purchase needs, or incorrect setups.

Additional Information
Report Instructions
Use the Branch parameter to filter by your library.
Age of Hold (in Days): Holds older than this value will appear.
Holds By: Choose whether to filter by the patron’s registered branch or their pickup location.
Report does not include
Records lacking a First Available Date (i.e., all items are still on order)
Holds with a status other than "Requested" (Active).
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Titles Older Than…

Displays items published before a selected year—great for identifying dated materials ready for weeding.

Additional Information
Report Instructions
Use Branch, Collection, and Stat Code to narrow results.
Pub Year: Filters to records published before this year.
Call Number Limiter (Optional): Use ClassificationNumber (nonfiction) or Cutter (fiction) and provide a range for targeted filtering.
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Discovery & Selection

Active Holds Not Owned by Library

Displays bib records with active holds where the selected library has no circulating or on-order items.

Additional Information
Report Instructions
Branch: Filter by library
Holds By: Choose by patron branch or pickup location
Minimum Number of Holds: The number of holds needed for a record to appear on this report
Report does not include
Bib records without First Available Date
Holds with a status other than "Requested" (Active).
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Checkouts Without Local Copy

Identifies recent checkouts where the library does not curently a copy. This report could help identify titles that may be considered for purchase by the library.

Additional Information
Report Instructions
Begin/End Date: Set checkout period
Branch: Filter by checkout location
Circs: Minimum number of checkouts
Exclude Renewals?: Optional toggle
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Hold Alert Report

Highlights titles with high hold-to-copy ratios. Use to determine if additional copies are needed.

Additional Information
Report Instructions
Use the Branch parameter to narrow the report to your library's materials.
Hold to Item Ratio: The target holds ratio. The report will return records where the total number of local holds divided by the total number of local items is greater than or equal to this number. Often, libraries select 5 or 8.
Holds By: Use this field to determine if holds will be selected by the patron's registered branch or the hold's pickup location.
Report does not include
Holds with a status other than "Requested" (Active) Or "Paused" (Inactive).
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Holds Placed Recently

Lists recent holds for pickup at a selected branch—useful for monitoring demand.

Additional Information
Report Instructions
Use the Pickup Branch parameter to narrow the report to your library's materials.
Timeframe: The number of months of activity to include
Number of Holds: The number of holds needed to display on the report. Leave at 1 to display all holds placed.
Additional Notes
The Collection is determined by one of the item records associated with the bib record. It's possible to occasionally see Collections that your library does not use.
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Popular in System, Not Owned by Library

Finds records with recent checkouts or high hold counts that aren't currently owned by your library. Excellent for identifying potential new purchases.

Additional Information
Report Instructions
Use the Branch parameter to narrow the report to your library. The report will display items that the selected branches do not own.
Pub Year: Optional limiter to filter the report to only include newer items. Records must have a publication year greater than or equal to this value.
Active Holds: The number of current active holds. Records must have a total active holds count greater than or equal to this value. Can be 0.
Circs Last Year: The total number of checkouts in the last 365 days. Records must have a circ counter greater than or equal to this value. Can be 0.
Report does not include
Holds with a status other than "Requested" (Active).
Items with a Record Status of "Deleted"
Items with a Circulation Status of "Lost," "Missing," "Claims Returned," "Claims Never Had," or "Withdrawn"
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Feedback & Performance Reports

Age of Materials at Checkout

Groups checkouts by how old the material was at the time of use—helpful for understanding lifespan and demand curves.

Additional Information
Report Instructions
Use the Begin Date and End Date fields to set the checkout date range
Use the Branch parameter to narrow the report to your library's checkouts.
Circs By: Use this field to determine if checkouts will be determined by the item's assigned branch or the checkout branch.
Show Percentages: Optional column that shows percentages in addition to the number of checkouts
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Collection Use (Overstocked / Understocked)

Compares each collection's share of circulation against its share of holdings to identify gaps in stocking.

Additional Information
Report Instructions
Use the Begin Date and End Date fields to set the checkout date range
Use the Branch parameter to narrow the report to your library's materials.
Detail Level: Choose Collection only or Collection + Stat Code
Report does not include
Record Status: Deleted
Circulation Status: "Lost," "Missing," "Claims Returned," "Claims Never Had," "Withdrawn," "On-Order," "In-Processing"
Collection: E-book, E-Audiobook, On-The-Fly, Interlibrary Loan
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Collection Use by Dewey

Analyzes nonfiction collections by Dewey range to flag over- or under-used subject areas.

Additional Information
Report Instructions
Use the Branch and Collection parameters to narrow the report to your library's materials.
Detail Level: Controls the level of detail in the report output. Results can be grouped by Collection, Dewey Hundred (ex: "600s"), Dewey 10 (ex: "640s") or Dewey Number (ex: "641s").
Optional: To narrow the report further, use the Call Number Range Beginning and Call Number Range End parameters.
Report does not include
Record Status: Deleted
Item Status: Lost, Missing, Claims Returned, Claims Never Had, Withdrawn, On-Order, In-Processing
Items that do not have information in the ClassificationNumber field.
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Dead on Arrival — List

Lists newly added items with low or zero circulation—pinpoints titles with minimal usage.

Additional Information
Report Instructions
Use the Branch, Collection, and Stat Code parameters to narrow the report to your library's materials.
Circs Less than or Equal to: The total number of checkouts for an item to be considered DOA. Typically, this value is set at 0 or 1.
Report does not include
Record Status: Deleted
Collection: E-Book, E-AudioBook, On-The-Fly, InterLibrary Loan
Items with “Non-Circulating” checked
Additional Notes
Includes items added 6–18 months ago based on First Available Date
See DOA — Summary for collection-level rollups
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Dead on Arrival — Summary

Provides a summary view of newly added items with minimal circulation.

Additional Information
Report Instructions
Use the Branch parameter to narrow the report to your library's materials.
Circs Less than or Equal to: The total number of checkouts for an item to be considered DOA. Typically, this value is set at 0 or 1.
Detail Level: Controls whether the reprot output will group records by Collection only or Collection/Stat Code combination
Report does not include
Record Status: Deleted
Collection: E-Book, E-AudioBook, On-The-Fly, InterLibrary Loan
Items with “Non-Circulating” checked
Additional Notes
Includes items added 6–18 months ago based on First Available Date
See DOA — List for item-level info
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Record Set Circs

Returns checkout information for items in a specific Record Set. Can be used to determine the performance of display materials or for experimental placement.

Additional Information
Report Instructions
Record Set ID: Enter the control number of the Item Record Set. The ID can be found in the "Properties" menu of the record set.
Circs Begin/End Date: The date range for the checkouts
Checkouts at: Optional field to limit the checkouts to only certain branches.
Additional Notes
Record Set ID can be Item or Bibliographic record set.
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Top Authors

Lists the authors with the most checkouts at a library in a given time period.

Additional Information
Report Instructions
Use the Branch, Collection, and Stat Code parameters to narrow the report to your library's materials.
Number of Items: The number of Authors to return
Use the Begin Date and End Date fields to set the checkout date range
Detail Level: Controls whether the report will display only the Author or will also list individual titles by the Author.
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Top Holds

Lists the bibliographic records with the most current active holds.

Additional Information
Report Instructions
Use the Branch parameter to narrow the report to your library's holds.
Number of Titles: The number of Bibliographic Records to return
Holds By: Use this field to determine if holds will be selected by the patron's registered branch or the hold's pickup location.
Report does not include
Holds with a status other than "Requested" (Active) Or "Paused" (Inactive).
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Top Titles

Lists the titles with the most checkouts at a library in a given time period.

Additional Information
Report Instructions
Use the Branch, Collection, and Stat Code parameters to narrow the report to your library's materials.
Number of Items: The number of titles to return
Use the Begin Date and End Date fields to set the checkout date range
Checkout Type: Controls whether the report will display transactions at the selected libraries or checkouts of items owned by the selected libraries.
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Turnover Rate by Collection

Calculates average circs per item (“Turnover”) for each collection—ideal for comparing performance across departments.

Additional Information
Report Instructions
Date Begin / Date End: The date range for the report
Use the Organizations parameter to narrow the report to your library's holds.
Collections: Optional field to limit the report to only include items in certain Collections.
Report does not include
Record Status: Deleted
Item Status: Lost, Missing, Claims Returned, Claims Never Had, Withdrawn, On Order, In Processing, Unavailable
Checkouts for items that have been purged from the system
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Turnover Rate by Dewey

Calculates average circs per item (“Turnover”) in each NonFiction collection. Results can be broken out by Dewey number.

Additional Information
Report Instructions
Use the Branch and Collection parameters to narrow the report to your library's materials.
Detail Level: Controls the level of detail in the report output. Results can be grouped by Collection, Dewey Hundred (ex: "600s"), Dewey 10 (ex: "640s") or Dewey Number (ex: "641s").
Optional: To narrow the report further, use the Call Number Range Beginning and Call Number Range End parameters.
Report does not include
Record Status: Deleted
Item Status: Lost, Missing, Claims Returned, Claims Never Had, Withdrawn, On-Order, In-Processing
Items that do not have information in the ClassificationNumber field.
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