Public Libraries Survey Data File Overview

FY 2013

What We’ll Talk About

PLS: Public Libraries Survey• State level data• Public library data (Administrative Entities)• Outlet data (central libraries, branches, and

bookmobiles)• Edit Report and annotation file• Post submission process

9,291 U.S. Public Library Administrative Entities (FY 2011)

17,384 Outlets17,463 Outlets

PLS and the Public Library National Data Collection Process

• PLS relies on the joint efforts of IMLS, Census, and the states.

• PLS collection is based on standard items and definitions.

• Guidance is provided by the Library Statistics Working Group (LSWG).

• PLS process assures data is submitted electronically in a standard format.

• The WebPLUS User’s Guide contains data definitions and filing instructions

Input of Data to WebPLUS

• Data can be entered directly into the software viewing screens

• This is most often done to correct or update data for a limited number of items

• Data can be imported (more than once!)• Administrative Entities and Outlets data imported

separately• Importing reduces keying errors

PLS Data Files

State Characteristics File

• Fiscal Year Reported

• Population Totals

Population of Legal Service Area

• Determine Total State Population

• Determine Population Served by library

• You can receive this information from your State Data Centers

• Used to calculate per capita data for the publication

State Characteristics

PLS Data FilesAdministrative Entity

• Annual report records for each US public library

• Records contain central library address, general information, and annual data on library activities

• Administrative Entity records combine data for all library outlets (central, all branches, and bookmobiles)

Input of Data to WebPLUSAdmin File for Import to WebPLUS

Administrative Entity

PLS Data Files

Outlet File Central, Branches and Bookmobiles

• Identifies central, branches and bookmobiles

• Includes metropolitan status code, square footage, hours open, weeks open

Input of Data to WebPLUSOutlet File for Import to WebPLUS

Outlets

PLS Data FilesAnnotations File

• Explains anomalies in data

• Can come directly from library or from SDC

• Anomalies without annotations will generate edit report questions

Annotations FileFile for Import to WebPLUS

Edit Report

• Questions anomalies in data

• Can be resolved by• Changing data• Providing explanation

• When all items resolved you can lock data

Edit Report

• Edit checking occurs after data entry and matching routine

• Two types of data edit checks• Current-year checks• Historical checks (based on comparisons of current-

year with prior-year data)• State data coordinators must provide

explanations for the edit flags and file an annotated edit report with the data submission

Edit ReportEdit Report File : Report Sorted by Edit Number

Edit ReportEdit Report File: Report Sorted by Library Name

Survey Submission• State submission and IMLS file

acceptance is final• Census may request additional

information during the Edit Follow-up process

• Public library information from all the states is merged for that year’s data file

• Missing data is imputed

Why PLS?• To collect accurate US public library data, we need

data that is• Valid• Reliable• Timely

• “Valid” means we’re reporting what we all agree to report (PLS definitions)

• “Reliable” means measurement methods are consistent (Edit checks help confirm consistency)

• “Timely” means within timelines and by due date• PLS is the only source of comprehensive national

public library data, a voluntary, collaborative effort

Imputed Data

• Missing data (-1) are imputed for national totals and state ranking purposes

• Imputed data are included in the national database• Imputed data are flagged on the library’s PLS record• Imputed data are not displayed on the public library

peer comparison tool

• Rules for imputation differ according to the data (See technical notes)

Final Products• Public Libraries in the United States report

• Features performance indicators and examines differences in library service at the locality levels

• State by State Profiles• Includes tables for each data element collected• Includes state per capita rankings for selected data elements

• Compare and Search Tools on the IMLS Web site

• FY 2007-FY 2011 PLS data in DataFerrett tool

• FY 2011 PLS data in Hot Reports

• The Public Library Data files are posted to the Web

• Request export file of your final data