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Projects
Storage
Institution Overview
Cataloger Activity
No Media
Downloaded Reports

There are several reports available under the Statistics tab of the Shared Shelf Administrative Tools. These reports include information about the growth of your institution’s projects over time, cataloger activity, and publishing. These can be viewed within the Statistics tab or downloaded to Excel. All of the statistics provided are updated every 24 hours. Each of the subtabs of the Statistics tab are detailed in this article.

Projects

The Projects subtab offers an overview of all of your projects in comparison to each other. This includes  the total record count (in yellow) and total media files count (in blue) for each project and in total for all projects. The total record count includes all records, even if records are blank or do not have associated media. This information cannot be downloaded to Excel.

Storage

The storage subtab offers an overview of storage used for all projects and a detailed report that can be filtered for a custom date range and specific project.

Overview

The storage overview displays the total storage used for all of your projects and the storage used per project in megabytes. This allows you to see a quick comparison of the storage used across your institution’s projects. This information cannot be downloaded to Excel.

Details

Storage details allows you to generate reports for custom date ranges and specific projects. Using the date range drop down menu you can limit this report to all available data, last month, year to date, last year, or a custom date range. Using the project filter you can limit this report to display the storage data for a specific project.

This report includes the numbers of data-only items, items with media, media files, storage in megabytes, and total items per project and is segmented by month. This information can be downloaded to Excel.

*Important Note: Storage data has been collected since January 2016 so storage statistics prior to this date are not available under the Statistics tab. If you need legacy storage data prior to January 2016, please contact support@sharedshelf.org.

Institution Overview

The institution overview report displays information about items per project, published items per project, and the use of authorities such as works, lists, and the Getty authorities across your institution’s projects. With items per project you can view the number of items with media, without media, total items, and deleted items. Published items per project displays all publishing targets setup for each project and includes the number of published, suppressed, and deleted items per target.

Beneath the items per project and published items per project, you can view the usage of work records, name records, list terms, place records, and concept records across your institution’s projects. For each you can view the number of linked records, unlinked records, and total records overall. The institution overview report can be downloaded to Excel.

Cataloger Activity

The cataloger activity report displays the actions taken by each cataloger or administrator at your institution per project for which the user is permissioned. Using the date range drop down menu you can limit this report to all available data, last month, year to date, last year, or a custom date range. For each user, you can view the number of items created, modified, published, suppressed, deleted, promoted, and records without media. This report can be downloaded to Excel.

*Important Note: The data in the Modified, Published and Suppressed columns counts the total number of actions taken by all users in the specified time period. Data logged prior to October 15, 2017 at 12:00:00 AM ET only counts the last action taken by a user in the specified time period, which may under represent the total activities performed. October 15, 2017 is when we enabled the ability to differentiate between creator and updater actions within the system.

No Media

The no media report displays the items across your institution’s projects that do not contain a media element. For each item listed the project name, SSID, creator, creator status, updater, updater status, creation date, updated on date, and whether the item is linked to a work is included. Up to 1,000 items will display within the No Media tab, but you can download this report to Excel to see all items.

Downloaded Reports

The Downloaded Reports tab allows you to download any report generated in the past 7 days to avoid regenerating a report in the other tabs. For each report the type of report, date generated, filters used, progress, and status are included.