Institutional Records and Archives - J. Paul Getty Trust

Reporting Based on Data in Archivists’ Toolkit

Nancy Enneking

Head of Institutional Records & Archives

Getty Research Institute, J. Paul Getty Trust

August 11, 2010

Institutional Records and Archives - J. Paul Getty Trust

Getty Toolkit Use and Reporting Needs

Two departments using software– Special Collections

• Resources, Names, Subjects

– Institutional Records and Archives• All modules and functions except Assessment

Reporting needs– Regular statistics and charts (annual, quarterly, etc.) for Library

Administration, General Counsel, and Chief Operating Officer (IA)

– Internal reports for use in data cleanup and for other unexpected /mundane needs (IA and SC)

Institutional Records and Archives - J. Paul Getty Trust

Regular reports

Total AccumulationsTotal # of accessions: 421 Total linear ft.: 5,851.54

Institutional Records and Archives - J. Paul Getty Trust

Processing Status - TableTotal Contents list Fully

processedIn Progress Intellectually

arrangedNeeds list Partial Single item

1986 280.85 12.35 238.34 0.00 0.00 0.42 29.24 0.50

1987 53.67 39.18 13.77 0.00 0.00 0.72 0.00 0.00

1988 0.72 0.00 0.72 0.00 0.00 0.00 0.00 0.00

1989 1.30 0.30 0.00 0.00 0.00 1.00 0.00 0.00

1990 1.81 1.64 0.17 0.00 0.00 0.00 0.00 0.00

1991 2.99 0.00 2.99 0.00 0.00 0.00 0.00 0.00

1992 0.88 0.00 0.84 0.00 0.00 0.00 0.00 0.04

1993 32.50 0.00 32.50 0.00 0.00 0.00 0.00 0.00

1994 8.03 0.00 6.98 0.00 0.00 1.05 0.00 0.00

1995 2.39 0.00 2.39 0.00 0.00 0.00 0.00 0.00

1996 32.99 4.99 28.00 0.00 0.00 0.00 0.00 0.00

1997 85.91 2.71 76.30 0.00 0.00 0.92 0.00 5.98

1998 299.96 264.33 0.50 0.00 0.00 23.51 0.00 11.62

1999 66.96 1.20 65.76 0.00 0.00 0.00 0.00 0.00

2000 20.50 20.50 0.00 0.00 0.00 0.00 0.00 0.00

2001 13.99 4.58 7.58 0.00 1.00 0.83 0.00 0.00

2002 174.20 36.92 8.28 0.00 129.00 0.00 0.00 0.00

2003 103.40 96.32 0.84 0.00 2.00 0.24 4.00 0.00

2004 610.38 353.25 6.78 0.00 244.25 1.00 5.00 0.10

2005 96.79 44.94 23.68 0.00 13.50 3.00 11.67 0.00

2006 245.96 202.62 3.84 10.00 16.00 3.21 7.00 3.29

2007 649.00 357.05 29.11 174.00 39.80 9.87 39.17 0.00

2008 567.67 124.83 6.95 68.96 206.92 159.00 0.00 1.01

2009 2,138.10 1,600.35 5.50 45.00 15.00 472.25 0.00 0.00

2010 339.60 14.50 5.90 0.00 8.00 311.00 0.00 0.20

Total 5,830.55 3,182.56 567.72 297.96 675.47 988.02 96.08 22.74

Institutional Records and Archives - J. Paul Getty Trust

Processing Status Charts

Institutional Records and Archives - J. Paul Getty Trust

Processing Status Charts

Institutional Records and Archives - J. Paul Getty Trust

Status Variants

Institutional Records and Archives - J. Paul Getty Trust

Reports for Internal Use

Institutional Records and Archives - J. Paul Getty Trust

Reports for Internal Use

Institutional Records and Archives - J. Paul Getty Trust

If I had the data in AT ….

Institutional Records and Archives - J. Paul Getty Trust

Jasper Difficulties• I have tried!

– Some difficulties may be unique to me!– Explored both free and professional version w/

manual– Edit existing v. build new

• Java objects

• Table linking (more generally)

• Charts

– May rely on Access to share simple reports with other staff – less than ideal.

Institutional Records and Archives - J. Paul Getty Trust

Institutional Records and Archives - J. Paul Getty Trust

Questions, Comments?

Nancy Enneking

Head of Institutional Records and Archives

Getty Research Institute

J. Paul Getty Trust

(310) 440-7066

nenneking@getty.edu