As of June 11, 2024, any use cases with no Jira issues was moved to the Bulk Edit Resource Management Implementers Topics wiki page. Any NEW requests for functionality and issues should be added to that Implementers Topics wiki page in the table.
This page content was moved over from the MM SIG where it was first generated - see Batch (Bulk) Edit Use Cases for comments relevant to the initial version of this page.
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Functional Area | Description | Records affected | Current workaround | Submitted by, has same usecase | Priority | Related JIRA | |||||||||||||||
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1 | Circulation/Collection Management/Metadata Management | Have the ability to scan a bunch of materials (maybe during check-in) and then perform a batch change on all the item records (e.g. change location, change item status, or update damaged field) | Inventory: Item | One-by-one updates | High |
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2 | Circulation/Collection Management/Metadata Management | Have the ability to scan, copy/paste a list, upload a text file, or upload a query for barcodes, HRIDs, or UUIDs for a batch of item records, and then perform a batch change on any of the associated records (e.g. add a statistical code, or add a tag) | Inventory: Instance, SRS, Holdings, Item, SRS MARC Holdings | Maybe ETL, but difficult to isolate single items on instances with multiple items | High |
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3 | Collection Management/Metadata Management | Have the ability to identify a batch of item records with the same characteristic (e.g. temporary location = course reserve) and change them (e.g. remove the temp location) Would expand to cover items matching multiple characteristics. Would also want to be able to perform this based on a text list of barcodes, item hrids or item uuids. | Inventory: Item | Maybe ETL, but difficult to isolate single items on instances with multiple items | High |
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4 | Collection Management/Metadata Management | Have the ability to identify all holdings with location A and change them to location B. This is very important for cases where collections are moving, both permanently and for temporary closures, etc. | Holdings, Item, SRS MARC Holdings | Maybe ETL, but difficult to isolate single holdings on instances with multiple holdings | Med |
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5 | User Management | Have the ability to identify all student workers at a particular branch and remove their permissions at the end of the school year | One-by-one updates | High |
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6 | Metadata Management | Have the ability to identify a batch of holdings records with the same characteristic (belonging to a set of batch loaded materials, in a particular location and belong to a particular campus) and then perform a change on any field in the FOLIO holdings. This change could include adding a prefix or suffix to urls or updating the url in holdings for electronic resources. Would expand to cover holdings matching multiple characteristics. Would also want to be able to do this based on a text list of hrids or uuids for the holdings records. | Inventory: Holdings SRS: MARC Holdings | Difficult to isolate single holdings on instances with multiple holdings | Molly Driscoll on behalf of Michigan State University Christie Thomas Amanda Scott (MTSU) | High |
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7 | Metadata Management | Identify holdings records for print retention programs, to batch update with MARC-formatted retention details, such as program name, retention period, and volumes being retained. | Holdings, SRS MARC Holdings | None known, except by staff labor. | High |
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8 | Metadata Management | Identify and isolate records in need of clean-up, for examples
| Inventory, MARC SRS | None known, except by staff labor. For URL changes, we "could" export the whole catalog, work in an outside system, and then overlay the identified records. This work-around is only functional when match and overlays are working for SRS records. | High |
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9 | Circulation / Collection Management / Metadata Management | Identify items with specific characteristics and apply a bulk change of item status (e.g., marking them as Missing, Withdrawn, etc.). | Inventory Items | One-by-one processing My understanding is that item status workflows will have their own logic / permissions to govern who can change a particular item status and who can't - so I'm not sure if that would make this its own use case or not. | High |
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10 | Circulation / Collection Management | Identify requests with specific characteristics and apply a bulk edit to specified fields. E.g., if a library is closing for bad weather, change the hold dates for holds awaiting pickup so that they don't expire when the library is closed. | Requests records | One-by-one processing | Med |
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11 | Metadata Management | Identify and isolate records with the specific item characteristic of Missing, to evaluate and change to Lost (or Long Lost) as needed. Subsequent updates to OCLC are also part of the process, so exporting OCLC#s based on those items is also needed. | Inventory Holdings, SRS MARC Holdings, Inventory Items | Maybe ETL but that needs to be explored. Otherwise, one-by-one staff labor. | Med |
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12 | Users / Circulation | Bulk delete of patron records who have passed their expiration date and have no other associated dependencies (e.g., open loans or unpaid fines.) added by Björn Muschall:
| One-by-one processing, or scripting with existing APIs | High |
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13 | ERM | Keep track of ebooks purchased or on evaluation in EBA (evidence based acquisition) by adding tags, access status types, add to agreement and/or select/deselect in bulk in eHoldings. Usually in the hundreds, the titles are too many to work with one-by-one. | Keeping the information in supplementary documents on the Agreement which is less visible. | High |
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14 | Users / Circulation | Bulk update of patron information - use cases like extending expiration dates; updating delivery preferences when a department changes location; updating custom field information added by Björn Muschall:
| Users | One-by-one processing, or scripting with existing APIs | Med |
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15 | Agreements | Identify and isolate agreements with a specific status. Bulk update that status. For instance, batch edit status from active to closed. | One by one. | Med |
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16 | Users | Change e-mail address for all affected users when the institution domain changes | One by one. | Med |
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17 | Resource Management/Orders | Bulk change of specific fund codes in fund distribution to another fund code in PO lines based on order status for all open PO lines that meet the criteria | POLs | One by one. | High |
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18 | Resource Management/Orders | Bulk change the vendor in all open pos for a specified vendor. One common case is changing subscription agents so all pos need to reflect the new vendor. | POs | One by one. | Med |
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19 | Resource Management/Finance | Bulk creation/alteration of budgets based on a CSV document (or some other external source) | Budgets | One by one. | High |
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20 | Metadata Management/Entity Management | Identify all instance records containing a particular value for contributor and/or subject and update the value to reflect a change in the authorized access point (or a local change to an authorized access point) | Inventory Instances, MARC SRS, Authority SRS | ETL or manual | Med |
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21 | Metadata Management | Identify MARC SRS records where indicators need to be corrected. Bulk update those records to modify the field or fields with the correct indicators. | MARC SRS | One by one. Currently data import doesn't do this. ETL | Med |
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22 | ERM/ Licenses | Bulk edit license attributes. Once common use case filtering by license type then bulk editing license types. | One by one. | Molly Driscoll on behalf of FOLIO ERM sites | Med |
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23 | Metadata Management | Have the ability to batch edit the location for all item records associated with a particular holdings or instance (e.g. change this print serial run from location Stacks to location Offsite storage) | One by one | Ann-Marie Breaux (Deactivated) Molly Driscoll on behalf of Michigan State University | Med |
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24 | Resource Management/Orders | Add tags or update tags in bulk to order records. Considering tags as a method to add accounting codes to order records. Because this process is undertaken monthly, I have listed the priority as high based on frequency of use and importance of these codes to financial accounting and university auditing. | One by one | Molly Driscoll on behalf of Michigan State University | High |
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25 | Metadata Management | Have the ability to batch add or update a note or other field for all instances or holdings or items in a given set. (Christie Thomaschanged this to high as we are currently adding electronic bookplates to the holdings notes field in the absence of a donor management app and associated functionality. Because the notes are repeatable, ETL would only work if you are adding a new note to existing notes or deleting all notes and adding notes. it is not possible to replace a specific note.) | ETL or manual | High |
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26 | Resource Management/Orders | Have the ability to identify approval order records from a specific date/load and update the vendor codes for those records More generally, create a list of orders and bulk/rapid update funds, vendors, requestors, and notes. | Manual, one by one | Molly Driscoll on behalf of Michigan State University | High |
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27 | Resource Management/Orders & Holdings | Have the ability to identify approval orders with holdings for the business school and update the location of these holdings to the business school. | Manual, one by one | Molly Driscoll on behalf of Michigan State University | Med |
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28 | Metadata Management | Have the ability to identify SRS records containing specific MARC coding and bulk update that code. Example: When Czechoslovakia split into the Czech Republic and Slovakia, the country code for Czechoslovakia (cs) was replaced by xr (Czech Republic) and xo (Slovakia). Example: One collection originally coded all names as personal names (700 field). We identified and recoded most of the corporate body names. | Is this possible prior to MARC query API? | Molly Driscoll on behalf of Michigan State University Amanda Scott (MTSU) | Med |
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29 | Metadata Management | Add a similar feature to Sierra Global Update that allows you to see the data from the fields of the same type (author, subject, title, etc.) present in a set (review file) of records. Use case – Identify bib records from the daily headings reports that have not been sent for authorities processing. Example: Backstage inserts a code indicating that a bib record has been processed in the 040 field. I can view all the 040 fields from a set of records using the “toggle” function in Global Update and select records for future authorities processing. Use case – Find patterns of problems in a set of records. Example: During record loading, some MARC fields may end up being duplicated. Sierra Create List searching cannot find duplicate fields, but the “toggle” function in Global Update helps identify affected records. | Inventory: Instances, MARC bib SRS | Unknown | Molly Driscoll on behalf of Michigan State University | Med | Need more information - to check with Bulk Edit Working Group | ||||||||||||||
30 | Metadata Management | Ability to temporarily add or remove a MARC field in SRS. Use case – To temporarily exclude some bib records from authorities processing, we add a 9XX note and re-write the monthly search query to exclude records using that note. Example: The recent EEBO record load was huge, so we had to temporarily exclude them from the month’s authorities processing query. | MARC SRS | Unknown in FOLIO | Molly Driscoll on behalf of Michigan State University Jacquie Samples we have this use case | Med | Would adding the note and later removing it resolve the problem? | ||||||||||||||
31 | Metadata Management | Have the ability to load a text file with barcodes OR UUID for bulk deletion of items. Partial denial of deletions due to existing dependencies (e.g. checked out) must somehow be indicated and be accessible for further processing (e.g. download log file) | Items | One-by-one processing via UI, or scripting with existing APIs | Björn Muschallon behalf of Leipzig University Library | Med |
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32 | Metadata Management | Load a file of hrids or uuids for instances and change all the instance status or discovery suppress value for the instances. The interface should allow for changing multiple properties at once. | inventory: Instances | ETL | Med |
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33 | Metadata Management | Load a file of holdings uuids or hrids and change the call number type, call number prefix, or copy number for all records in the set. The interface should allow for changing multiple properties at once. | Holdings, Holdings SRS | ETL? | Med |
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34 | Metadata Management | Load a file of item uuids, hrids, or barcodes and make multiple changes at once, e.g., add a temporary location and a temporary loan type and change the item status. | Items | ETL? | Med |
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35 | Courses | Have the ability to batch edit course reserve items. For example, libraries may wish to batch edit a set of course reserve items to remove their temporary location and temporary loan type (which then pushes the update to inventory). | Items, Courses | One by one | Med |
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36 | Circulation/Collection Management/Metadata Management | When the 3-part Item State is available/developed, there will be the need to identify item records based on a 1-part item state, location, etc. in order to update them with one or more of the 3-part states. This could be done based on a list of item records (HRIDs or Barcodes), or by location alone, depending on how the 1-part item state is used with location, or other data, at individual institutions. | Maybe ETL but that needs to be explored. Otherwise, one-by-one staff labor. | High | Need more information | ||||||||||||||||
37 | Metadata Management | Update indicators in a set of SRS records | SRS | ETL | Med |
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38 | Circulation/Users | Bulk edit to change due dates, considering pandemic situation or short-term temporary closure of a library/location), needs further clarification, e.g. execution based on which characteristics, all loans, loans from specific effective item location, specific library, etc.? Staff user should be prompted to enter the new due date. Perhaps to be considered together with UXPROD-2375 (Automatic renewals) | scripting with existing APIs | High |
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39 | Users | Bulk edit expiration date for users. Criteria: Patron group, current expiration date, Blocking status, Department, Custom fields, etc. | one by one | on behalf of GBV libraries | Med |
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40 | Any records/apps | Bulk edit to add, change, or remove a certain tag on a record | all | one by one | Med |
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41 | All apps | Log of edits made and errors is available after updates completed | all | run queries after the fact & export results to validate | Laura E Daniels Amanda Scott (MTSU) | High |
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42 | Metadata Management | Have the ability to identify a batch of instance records with the same characteristic (belonging to a set of batch loaded materials, with a particular status) and then perform a change on any field in the Instance or underlying SRS. Would expand to cover instances matching multiple characteristics. Would also want to be able to do this based on a text list of hrids or uuids for the instance records. | Inventory: Instance, SRS | High |
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43 | Metadata Management | Batch delete items: Identify a batch of item records (e.g. scan barcodes, list of UUIDs, file from query) and delete all of them *should not be able to delete any that are tied to, e.g., order or user data (item status checked out, on order, etc.) – system either does not delete these or gives warning and requires approval before deleting | Inventory: Item | Manual, |
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44 | Metadata Management | Batch delete holdings: Identify a batch of holdings records (e.g., list of UUIDs, file from query) and delete all of them (including any underlying SRS records) *should not be able to delete any that have dependent items – system either does not delete these or gives warning and requires approval before deleting | Inventory: Holdings, SRS (if using MARC holdings), Items |
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45 | Metadata Management | Batch delete instances: Identify a batch of instance records (e.g., list of UUIDs, file from query) and delete all of them (including any underlying SRS records) *should not be able to delete any that have dependent holdings – system either does not delete these or gives warning and requires approval before deleting | Inventory: Instance, SRS, Holdings, SRS, Items | Instance deletes are not currently possible (Iris) |
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46 | Metadata Management | Batch delete SRS records: Identify a batch of records (e.g., list of UUIDs, file from query) and delete all of them (including any related Inventory records) | SRS, Inventory: Instance, Holdings | API? |
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47 | Metadata Management | Mark as suppressed (from discovery or from staff... or both): Identify a batch of Instances and all associated holdings/items; Holdings and all associated items; or Items -- Mark all as suppressed for Holdings, mark any associated items as suppressed also for Instances, mark any associated holdings and any items associated with them as suppressed also | Inventory: Instance, SRS, Holdings, Item |
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48 | Metadata Management | Mark for deletion: Identify a batch of Instances and all associated holdings/items; Holdings and all associated items; or Items -- Mark for deletion for Holdings or MARC Holdings, mark any associated items as suppressed also for Instances, mark any associated holdings and any items associated with them as suppressed also | Inventory: Instance, SRS bib and holdings, Holdings, Item |
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49 | Metadata Management | Ability to identify records with certain characteristics (a particular 650, for example) and permanently add a MARC field in SRS and Instance to those records. Use case: In-house record enhancements (adding new controlled vocabularies such as LCGFT or LCMPT) | Inventory: Instance, SRS | ETL; one-by-one | Amanda Scott (MTSU) | Med | Additional information needed | ||||||||||||||
50 | ERM/Licenses | Updating the visibility of certain license terms; e.g. swapping them from internal to public for use with an integration. | Licenses | One-by-one | Molly Driscoll (on behalf of Michigan State and Lafayette College) |
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51 | Metadata Management | Option to identify and add Call Number suffix to records in bulk process | Holdings, SRS Holdings | Manual - one-by-one | Anushie Moonasasr Durban University of Technology |
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52 | Users / Fees&Fines | Reduce reminder fees because for a certain period of time the check-in was not possible due to technical/construction reasons. | Users | Manual - one-by-one | on behalf of GBV libraries |
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53 | Users / Custom fields | in our school libraries: change the grade level at the beginning of the school year (example: grade 7b --> 8b) | Users | Manual - one-by-one | on behalf of GBV libraries |
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54 | Users / Patron Blocks | Bulk edit Patron blocks based on a list/file of users to be uploaded. Use case: In Leipzig we get | Users / Patron Block | Manual - one-by-one |
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55 | Metadata Management | Move data from one type of record to another within an app Example: I have a local note in my instance records. I want to move this note to any holdings records associated with these instances. Effectively, this requires copying the note(s), adding them to the associated holdings, deleting them from the instances. | Inventory: Instances, Holdings, Items Others? | Manual - one-by-one or ETL |
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56 | Metadata Management Resource Management ERM User Management | Preview Batch Change – We need to be able to choose between 2 functions; update database vs preview change. That is we should be clicking on a feature/button, such as Do Not Update Database as opposed to Update Database. This would create an exportable log-file (.csv or other delimited file) for the staff member for analysis in order to prevent introducing accidental record errors. This Preview feature would be welcome in the Delete Records use-cases as well. | All FOLIO record types | Not possible |
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57 | Metadata management Users Orders | We want to be able to find and delete duplicate fields. We want to be able to specify the field or fields where we want to remove duplicate data. | Instance, SRS, User, probably all record types | Export data to MarcEdit to find and remove duplicate fields. Reload records. |
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58 | Circulation/Collection Management/Metadata Management | We have identified mold in our stacks. Items in specific stack ranges need to have their Status changed to Unavailable (while they are sent off site for remediation). I need to identify the Items by their call number ranges and then bulk edit their Status. Once the items are returned, I will need to reverse the process. See line 9 above for a similar use-case (added by Jacquie) | Inventory: Item | Unknown/Staff labor | We also change Item Status in bulk. This may duplicate the use-case in line 9, though.Jacquie Samples | High |
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59 | General / Consortia Metadata Management | Ability to schedule bulk edit changes. This would be useful for certain changes to be implemented after regular hours or for larger changes to run during off peak times. This will also assist with addressing recurring bulk edit changes occurring in sync with other library activities | None | Personal calendars/reminders/work off hours |
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60 | General / Consortia Metadata Management | Ability to apply logic/calculations/conditions to bulk edit changes. For example formula for updating patron expiry, applying changes to fields when a certain value is met, or exceeded, or to apply changes only when a field is equal to a certain value. Another example: during bulk edit on items, only change the item status to "Long missing" if the current status is "Missing" | None | None | Additional features needed for calculating/deriving values depending on existing data | ||||||||||||||||
61 | Resource Management/Orders | Ability to close PO/POLs in batch. For example, toward the end of a fiscal year, a Library may wish to close Purchase Orders where all lines are "Fully Paid" but still "Awaiting Receipt." Libraries frequently prepay invoices, especially near the end of the fiscal year, or in times of staff shortages, and do not want these purchase orders to re-encumber upon rollover. | POs/POLs | One-by-one | HIgh |
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62 | Purge instances marked for deletion | Ability to run an automatically process where a set of instances being marked for deletion is to be deleted. A job has to run to purge (or remove) the record from mod-inventory-storage. TBD with relevant SIGs if this is a use case. | Inventory: Instances | ? | Khalilah Gambrell (added to the list by Charlotte Whitt based on Slack conversation ) | ? |
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63 | Metadata mngt/Circulation Bulk item record creation | Ability to create item records in bulk with bar codes and unique incremental identification field information | Inventory: item | Create outside system in Postman and import into FOLIO | High |
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64 | Metadata Management | Ability to transform/transfer a group of holdings notes to holdings statement public notes, then delete the original holdings notes. | Inventory; holdings | One-by-one | Donald Depoorter (MSU) | Med |
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65 | Settings > Locations | Ability to bulk edit locations. Example use cases:
| Inventory (locations are in mod-inventory-storage) | Make changes one-by-one | Med |
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66 | Metadata Management/ Receiving | Ability to update status of the items with the status "In progress" to "Available" so that the new books can included in the New Book Shelf service | Item record | Make changes one by one in the receiving app | Magda Zacharska based on the feedback provided by Kay Granskog in the comments to |
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67 | Metadata Management | Bulk add/create item records to holdings (most likely from a spreadsheet) to create item records for bound journal volumes that were never previously barcoded. Spreadsheet would most likely include: barcode, volume, enumeration, chronology, year, material type, and loan policy. | Item record | Manually add/create one-by-one Data Import matching on Instance and holdings to create item records (currently only able to create one item record at a time) | Lynne Fors (Wellesley College) | Low | |||||||||||||||
68 | Metadata Management | Bulk adding a MARC field or replace a field in SRS MARC bibliographic records matching on an identifier (OCLC number, HRID) Example: We need to add a unique 856 field to each MARC record after generating URLs from our digital repository (using a spreadsheet). Each record will have its own unique URL applied at the completion of the bulk edit. | Instance SRS MARC bibliographic | Manually one-by-one | Lynne Fors Kara Hart (Wellesley College) | Med |
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69 | Metadata Management | Changing the Holdings electronic access relationship type. We need to update the relationship type of the electronic access in the holdings. For example, from Resource to Related Resource | Holdings record | Data Import or one by one | HIGH |
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70 | Metadata Management | Changing the Holdings Record field "Holdings type" | Holdings record | Data Import or one by one | Low | ||||||||||||||||
71 | Metadata Management | Adding, removing or updating admin notes | instance record | data import or one by one | Jennifer Eustis | Low | |||||||||||||||
72 | Metadata management | Changing the Holdings record call number type. For example:
| Holdings record | Data Import, manually one-by-one, or external scripts using APIs | Lynne Fors | Med |
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