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). Administrators, please check-out this FAQ: Why aren't all my statistics reports displaying? to activate additional reports.

Popular reports options include:

• 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!

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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 Response 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.