Post on 25-Dec-2015
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