Data Use Toolkit: Introduction

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Introduction

Introduction

Libraries are continually expanding how they use data to inform decisions and demonstrate impact. To support this work, the WPLC has created the Data Use Toolkit for Libraries, a collection of practical resources to help libraries understand, analyze, and apply data effectively. This toolkit is written to support public librarians across Wisconsin with varying levels of data training and confidence.

We will update the toolkit regularly. If you know of a resource or event that should be included, send your suggestions to project managers at wplc-info@wils.org.

How to Use this Toolkit

This toolkit is meant to help you:

  • find useful library and community data
  • understand how you can interpret and access publicly available data and tools
  • create simple charts and visualizations
  • use data to support reports, advocacy, and planning

While the toolkit is laid out in a progressive order, you are welcome to move around in the toolkit to the area you are most interested in. This toolkit is not intended to be a full data training curriculum nor an exhaustive list of resources. Rather, it is designed to introduce key concepts and refer you to external resources to learn more. 

Disclaimer: Prolonged use of this toolkit may result in becoming a full-blown data nerd. Side effects may include a sudden urge to analyze everything. 

Data plays a powerful role in telling your library’s story. It helps demonstrate impact, highlight community needs, and show how services make a difference. When paired with testimonials or real-world examples, data provides credible evidence that can strengthen advocacy, support funding requests, and inform strategic decisions. Thoughtful use of data allows libraries to clearly communicate the value they provide to their communities.

Tip: Pair Data with Stories

Numbers show scale. Stories show impact! When sharing data combine it with a short example or quote from a patron. 

For example, “Attendance at our job seeker classes increased by 35% last year. One patron shared, “After taking this class, I was able to apply for jobs online for the first time!”

Data such as usage statistics, program attendance, and demographic data can articulate a library’s reach and impact. By viewing trend data, libraries can showcase areas of growth, emerging needs, or service gaps – which in turn helps make the case for sustained or increased financial support. 

Funders look for evidence of need and measurable outcomes. Community data can inform why a project matters. Library data can show readiness and capacity. Clearly defined metrics can outline how success will be measured and reported. 

Data is important for internal decision-making. It can reveal which services are most used, where demand is growing, or when sunsetting a service or resource might be called for. When used thoughtfully, data moves conversations from opinions to evidence, and it can help libraries plan strategically, advocate effectively, and invest resources wisely.

Tip: Start with a Question

Before looking at data, ask yourself:
– What decision am I trying to make?
– What story do I need to tell?
– Who is the audience?

Starting with a clear question helps you focus on the most relevant data and avoid information overload.

Most librarians do not have formal training in data analysis, but must regularly handle and interpret data. Fortunately, library workers are already trained in several skill sets foundational to data analysis and communication. First, the ability to conduct good research and question the validity of findings. Second, both the love for and understanding of the power of stories.  

In 2023, the Department of Public Instruction commissioned a report called the Data Landscape Study. Southwest Library System partnered with WiLS (Wisconsin Library Services) to perform the study. The study’s primary purpose was to provide a foundational assessment of the statewide data ecosystem in Wisconsin’s public libraries. Not surprisingly, the report identified common barriers to fully using and understanding data as predominantly a lack of time and expertise. But if we realize how research and storytelling are immediately applicable to data use, it is now a matter of learning how to apply those skills in a new setting.

The report highlighted resounding interest in having access to specialized training and tools that respond directly to the data needs of librarians. This toolkit responds to that need by providing accessible, practical knowledge for those new to data analysis, as well as those who are ready to acquire more intermediate skills.

The full report, along with recommendations, can be found here on the DPI website.

Tip: Think of Data as a Tool, Not as a Test

You don’t need perfect data to start using it. The goal is not complex analysis—it’s making better decisions and communicating your library’s impact more clearly.