Public Library State Reports


4.11 & 4.12 Total number of Interlibrary Loans received from other libraries and Total number of Interlibrary Loans provided to other libraries :

To find the amount of borrowing through MaineCat and Minerva, download and follow the steps in the attached PDF (sorry to make you download, but it has big pictures. PDF files may require the free Adobe Reader.) These numbers only count ILL transactions done through MaineCat or Minerva intra-library borrowing, so you need to add other ILL activity (such as through the ARRCs).

  • Minerva Owning/Home directions
  • OR, use the numbers I have already massaged for you: Minerva and MaineCat ILL Borrowing: 2012ILLcalendarandfiscal.pdf (Fiscal and Calendar years are on the same page: pick the correct one.)

6. Circulation — 6.4 Total Children’s Circulation & 6.8 Total Adult Circulation:

Below are circulation numbers for Minerva/MaineCat system transactions only. To get circulation numbers for the Maine InfoNet Download Library (OverDrive) follow the OverDrive Circulation Stats directions.

The circulation section in the Maine Public Library’s 2012 State Survey pertains to the circulation (check outs and renewals) to a library’s own patrons, including both local items and those recieved through Interlibrary Loan, but not those sent out to other libraries’ patrons. In-house use of book and non-book items including computers, equipment (not ereaders or tablets), keys, or bookings is not included. Therefore, the totals of these numbers will match your patron circulation activity, but will not match your own item circulation activity.

Circulation is divided into Children and Adult categories. Since Minerva does not break down patrons based on their age, we assign these numbers based on the locations from which the items came. If it was checked out from a juvenile/children’s location, it counts toward children’s circ. Otherwise it goes into the Adult count. Since there is no longer a YA category in the survey, YA materials are counted with the childrens’ numbers. In cases where the content could not be identified clearly (e.g., incoming ILLs, ereaders), the circulation is counted as Adult.

If you want the nitty-gritty: The total children’s circulation figures were derived from Cross-Tab reports, (checkouts and renewals for each reporting year). In these reports, the rows are item locations and the columns are ptypes. Each location is classified as adult or child, and then the total number of items checked out by patrons from each library in each of these 3 categories is totalled. If anyone would like more details, I am happy to share (email

A column showing last year’s total is also included for comparison.

7.1 Total Number of Registered Users

Following state advice, these numbers contain the patron data for three years ending with the survey year. For ease of access, I have run the 2012 calendar and 2011-2012 fiscal year patron numbers by library. You can find them on these PDFs.

To see the actual numbers in the system (you can see them broken down by ptype, pcode 3 or pcode 4 if you like/need), you can find the files in the Millennium Circulation Module. Click on the Statistics button at left, then on the “Results Files” tab. Near the bottom of the list are “SYS Fiscal 2011-2012 last 3 yrs patron count” and “SYS Calendar 2012 last 3 yrs patron count.” View either of these and see what’s there.

To get these numbers for yourself or to review/compare, here are the steps to creating a list:

  1. In millennium, go to Create Lists
  2. Create and run a list with the following atributes:
    • Store Record Type: PATRON
    • Range: [all records]
    • AND PATRON CREATED less than [first day of new year AFTER the reporting year] (so for this year, it’s 01-01-2013: Calendar and 07-01-2012: Fiscal)
    • AND PATRON EXP DATE greater than [last day of year 3 years earlier than end of reporting year] (so for this year it’s 12-31-2009: Calendar or 06-30-2009: Fiscal)
    • AND PATRON HOME LIBR equal to [three-letter code]

    it will look like this
    Sample Search Patrons

  3. The total number in the list are the number of patron records a) that have an expiration date within the last 3 years, b) have not been made since the end of the reporting year, and c) belong to your library.
  4. If you wanted to know more about how these files break down, you could either EXPORT the relevant fields or use the statistics mode (run against this list) to get a breakdown.


Updated 03/25/2013