In the Montana Shared Catalog, the data produced and stored by our integrated library system is vast, and BLUEcloud Analytics offers a diverse selection of reports and dashboards based on this data.  We recommend the following core set of reports for regular reporting and library maintenance while acknowledging that different situations may warrant additional (or fewer) reports. We suggest that libraries collect only the data that they need, whether that is to inform decisions or to provide a report to the library board. If you cannot find a report that meets your needs, please open a help desk ticket .

For most libraries, notices, assumed lost, and PLO will be considered core reports, but these topics will be addressed in a separate article since most notices and all system work reports are scheduled within WorkFlows.

Catalog Maintenance

1. Cat Map
   Location: BCA MTSC > Shared Reports > Collection Maintenance > List Reports for Catalog Clean-Up
   Description: The Cat Map dashboard features an interactive catalog map. Click the number of items in the far right column to reveal a list of Items with the described categories. The Cat Map is especially useful for cleaning up irregular cataloging which is important for data integrity.  For example, the cat map can be used to identify items in adult sections with a JUVENILE cat 2. Without accurate cataloging, you cannot have reliable statistics and materials will be hard to locate in the library. For both reasons, the Cat Map lands near the top of our list of recommended reports, and we advise checking it quarterly to correct any issues. Like other reports in BCA, the Cat Map will update nightly so your work will be reflected as you move through your cleaning projects. If you need assistance with any major changes, please open a help desk ticket so we can facilitate the process using APIs. 

1. CATALOGING or REPAIR List (and similar maintenance lists)
   Location: BCA MTSC > Shared Reports > Collection Maintenance > List Reports for Catalog Clean-Up
   Description: This report list will list items with a home or current location of CATALOGING or REPAIR.  Other reports in the folder worthy of your attention include BRIEF Record Title List, CLAIM-RET List, LOST List, MISSING List, and REPLACE List. We recommend reviewing all these lists at least every three months to resolve the items by either finding them on the shelf, ordering a replacement, or setting them to DISCARD for removal. However, a monthly email subscription will be especially helpful for keeping the catalog tidy. To create an email subscription, please see BCA-Subscribing to a Report Using Email .
2. Inventory Date NEVER - by Home Location
   Location: BCA MTSC > Shared Reports > Collection Maintenance > Inventory Reports
   Description: If you haven't completed a collection inventory, you should consider initiating one now. Inventory should be completed at least every 18 months with a preference toward every 12 months. Overtime, items can go missing or get shelved in the wrong section. Inventory will reveal these errors as well as give you an opportunity to review items for condition. The MSC system administrators can assist with automating some of the process, and we have Inventory Guidelines to help you get started. As you work through your collection inventory, the Inventory Date NEVER report will list items in your collection that have never been inventoried. Make sure to run the report the day after you finish scanning a section as BCA refreshes each night.
3. Weeding List by Last Checkout and/or Pub Date
   Location: BCA MTSC > Shared Reports > Collection Maintenance > Weeding Reports
   Description:  Like inventory, collections should be regularly evaluated for deselection so that you can make room for fresh, relevant materials. While the Weeding Reports folder has many different options to explore, the Weeding List by Last Checkout and/or Pub Date report is a solid starting place. In the prompts, you can add a catalog pub year and item last checkout date. Items qualifying on either of those parameters will be included for your review. This allows you to review items for datedness and dust at the same time. Set an Item Created Date to exclude new materials that might not have circulated yet. Like the dynamic date reports, additional attributes reside off grid in the Report Objects so that you can customize the report.

Bills

1. Bill Analysis
   Location: BCA MTSC > Shared Reports > Bills > Outstanding Bills
   Description: If your library fines or bills for lost materials, the Bill Analysis report will give you a bird's-eye view of all outstanding bills. The dynamic dashboard will allow you to review bill details by reason. A summary chart will present total outstanding, the number of bills, the average amount, the max bill amount, and the oldest bill. 

1. Bill Payment - MONTHLY
   Location: BCA MTSC > Shared Reports > Bills
   Description: To review payments logged in WorkFlows, you will want to access the Bill Payment report. The dynamic date report returns the total amounts collected by reason and payment type. If you need a daily breakdown, you can add the bill payment date to the grid. Libraries that accept payments in Enterprise will also want to review the Enterprise Payment report in the same folder as these payments will not be included.