Archives Reference Policies and Procedures: Step 5: Record Transaction

Ref. Analytics is the metric used for tracking the type and frequency of contact Archives staff and student assistants have with patrons in the Library at Southeastern. Anytime you assist a patron within the Library for any reason, record that transaction in Ref. Analytics. 

How to record a transaction with a patron:

1. Login to​ LibApps
2. Select LibAnswers from the drop down menu in the top left corner.
3. Navigate to Ref. Analytics on the top menu, and select Add Transaction from the drop down menu.
4. (Important) Make sure to select "Archives Analytics" in the Dataset drop down menu.
   • If the top banner color changes to green, then you are in Archives Analytics and may proceed to add the transaction.
5. The transaction record includes the following fields:
   • Question - Record the patron's question here.
   • Answer - Record the answer given or steps taken to answer the patron's question.
   • Public Knowledge Base - Leave this blank.
   • Timestamp - Record the day/time you assisted the patron.
     • Choose "Current" if you just finished assisting the patron.
     • Choose "Edit Date/Time" if you assisted the patron earlier in the day or week.
   • Answered By - Your name should appear here automatically. If not, make sure you are signed into your LibApps account.
   • Internal Note - Use this field to record any special information or number of items duplicated (if applicable).
   • Read Scale -
     • 1 - Help a patron find a location or person in the Library (bathroom, reference desk, offices, etc.). No archival resources discussed or used.
     • 2 - Help a patron find an item in the stacks or pull an item from Archives they know they wanted (call number, location, author, partial title, etc.)
     • 3 - Help a patron discover a cataloged item they didn't know they wanted (topic, subject, you provide search tips, etc.).
     • 4 - Help a patron discover primary sources in personal papers, institutional records, or online digital collections (topic, subject, you provide search tips, etc.).
     • 5 - Help a patron with in-depth research support for dissertation or published research by identifying sources the patron can examine.
     • 6 - Help a patron with in-depth research support for dissertation or published research by identifying sources the patron can examine and examine them yourself. 
   • Location Fielded - Record where you encountered the patron.
   • Method Fielded - Record the method of communication with the patron.
   • Nature of Encounter - Record how you encountered the patron.
   • Patron Status - Record how the patron is affiliated with SEBTS.
   • Primary Focus - Record the primary reason of the patron's question.
   • Resource Engaged (Main) - Record the main resource used to assist the patron.
   • Resource Engaged (Other 1) - Record the next resource used to assist the patron (if applicable).
   • Resource Engaged (Other 2) - Record the next resource used to assist the patron (if applicable).
   • Duplication (Record # of items in Internal Note Field) - Specify the type of duplication.
   • Submit/Submit & Clear