Scope
This is not intended to be a complete introduction to reference data. It is aimed at providing a list of reference data decisions that should be made prior to migration and documenting the order in which records should be migrated from legacy systems. Also, because this list is based on Texas A&M University's (TAMU) migration, it is not exhaustive, as TAMU did not migrate all possible record types from its previous system.
Data records – Prerequisite reference data/data records, other instructions
Data record | Application | Prerequisite reference data or other data records |
|---|
API endpoint for post | Schema | Notes(settings/... entries are relative to FOLIO baseurl) | Schema or other documentation | Notes |
|---|
| instances | inventory | - Reference data
- MARC bib-to-Instance map (optional; if desired to change default marc-to-instance mapping for all MARC records)
- settings/inventory instances section (optional)
- settings/inventory/ instances, holdings, items section statistical code types, statistical codes (optional)
| https://github.com/folio-org/mod-source-record-manager/blob/master/mod-source-record-manager-server/src/main/resources/rules/rules.json | Institutions may wish to identify records with statistical codes for a variety of reasons. Example: grouping records supplied by a given ebook vendor. |
| holdings | inventory |
reference holdings-storage/holdings | full location hierarchy (institutions/campuses/libraries/locations) and service points (required), call-number-types (required), holdings-types (required), holdings-type-notes (optional).instances- settings/tenant-settings/location-institutions (required)
- settings/tenant-settings/location-campuses (required)
- settings/tenant-settings/location-libraries (required)
- settings/tenant-settings/servicePoints (required)
- settings/inventory Holdings section (optional)
- settings/inventory/ instances, holdings, items section statistical code types, statistical codes (optional)
- Data records
| |
instances| Institutions may wish to identify records with statistical codes for a variety of reasons. Example: grouping records supplied by a given ebook vendor. |
| items | inventory |
reference data: instance-types (required if loading through Data Import), formats - Reference data
- settings/inventory/loantypes (required),
- settings/inventory/materialtypes (required),
- settings/inventory Items section (optional)
|
instance-storage/instances | instancehtml#instanceinstancesitem-storage/itemsitems | inventory | - reference data: full location hierarchy (institutions/campuses/libraries/locations) and service points (required), loan-types (required), material-types (required), statistical-code-types (optional), statistical-codes (optional)
- other data records: instances, holdings
| inventoryitemhtml#itemitemsorganizations | organizations | - reference data: categories (optional), contacts (optional)
| organizations-storage/categories | categorycategoriesproxies | users | - other data records: users (required)
| proxiesfor | usersproxiesFor.html#proxiesfor_postreference full location hierarchy (institutions/campuses/libraries/locations) and service points (required), instances, addressesother data records: organizations (vendors)orders/composite-orders | -
- settings/tenant-settings/location-institutions (required)
- settings/tenant-settings/location-campuses (required)
- settings/tenant-settings/location-libraries (required)
- settings/tenant-settings/servicePoints (required)
- settings/acquisition-units required if orders/financials must be separated/permissioned differently for different users within the same tenant
- Data records:
- instances (optional)
- organizations (vendors) (required)
- finance structure (optional)
| Schema: https://s3.amazonaws.com/foliodocs/api/mod-orders/p/order.html#orders_composite_orders_post |
usersuser-importusers | - reference data: groups (required), addresstypes (required)
| githubfolio-orguser-importblob/master/ramls/schemas/userdataimport.jsonas of 202001, latest commit to this repository was made in 201801. The schema is out of date with the user schema, so the local tenant may wish to use the user schema and endpoints instead. | Reference data
Data element
Description
Settings url in the UI | p/pieces.html#orders_pieces_post | "Pieces" records may be created to contain loose issues that have been checked in but not yet bound and therefore lack an item record in inventory. The piece record requires a uuid link to the titleId that appears in the po line, but that uuid doesn't exist until the purchase order and its lines are POSTed to the /orders/composite-orders endpoint, so it's necessary to post the order po lines and get the title ids before creating the piece records. As an alternative to creating piece records, some institutions have chosen to update the "receivingHistory" data element in the inventory holdings record to contain information about loose issues. |
Reference data (elements are grouped by the url in the settings app and then listed alphabetically)
API endpoint for postPrerequisites| addresses | used in purchase orders for Bill to and Ship to addresses
|
|---|
| settings/calendar | sets the normal opening and closing hours of a given service point as well as exceptions to normal hours. | settings/tenant-settings/ |
addressesconfigurations/entriesconfigurationconfig.html#configurations_entries_postaddresstypes | used in user records to identify type of address. Local tenant may wish to delete default address types provided with FOLIO. | settings/users/addresstypes | addresstypesusersaddressTypes.html#addresstypescall-number-types
|
| settings/circulation/loan-policies | used in |
inventory holdings records to identify type of call number. As of Q4 2019, the default reference data does not include a call-number-type for 'blank' as defined by MARC 852 indicator 1. Local tenants may need to add the 'blank' value for migration purposes.settings/inventory/callNumberTypes | call-number-typesinventory-storagecallnumbertypehtml#callnumbertypescategories (organizations)
|
| settings/circulation/notice-policies | used in |
organization records to identify classes of data, such as addresses, emails, urls, etc. Local tenant may wish to delete default categories provided with FOLIO, using the Settings/organizations/category page in the UI| circulation module to define which types of notices are sent in various conditions and what their frequency will be. | |
organizationscategoryorganizations-storage/categoriesorganizationscategory.html#organizations_storage_categories_postcampuses | used in inventory holdings & item records to identify 2nd level in location hierarchy. | settings/tenant-settings/location-campuses | location-units/campusesinventorylocationunit.html#location_units_campusesinstitutions | -| /rules | used in circulation to determine combination |
of loan policy and notice | of policies that apply to a given circulation situation. | |
/rulescirculation-rules-storage-storage-storage.htmlloan policies
request policies
notices policies
overdue fine policies
lost item fee policies | groups | used in user records to identify patron groups. As of Q4 2019, the system loads reference data for groups, so local tenants will probably want to delete those groups before creating their own. | settings/users/groups | groups| .html#circulation_rules_put | Rules can be created through the Settings/Circulation/Circulation rules UI or by "putting" a text file to the endpoint. Local tenants with complex circulation rules may find it more convenient to update rules via the text file, although that method requires substituting uuids for text labels. When PUTting the text file to the /circulation/rules endpoint, do not include the uuid in the file. |
| settings/inventory/callNumberTypes | used in inventory holdings records to identify type of call number. |
| https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/call-number-type.html#call_number_types_post | As of Honeysuckle release, the default reference data does not include a call-number-type for 'blank' as defined by MARC 852 indicator 1. Local tenants may need to add the 'blank' value for migration purposes. |
| settings/inventory/formats | used in inventory instance records to identify record format. Identified in the inventory instance record UI and Settings/Inventory UI as "formats". If instance record is created via Data Import of a MARC record, format is assigned by mapping the MARC field 338 subfield $b. Default list provided in FOLIO based on RDA carrier type codes and names. |
| https://s3.amazonaws.com/foliodocs/api/mod- |
usersgroups.html#groups_postholdings-typesholdingsTypesholdings-typesholdings-note-types | used in inventory holdings records to identify types of note included in the record. | Can be used, for instance, to define a type of note that contains "Latest volume or edition in alternate location". |
| settings/inventory/ |
holdingsNoteTypesholdings-note-typesholdings-notehtml#holdings_noteidentifier-typesused in inventory instance records to define type of identifier. | Local tenant may wish to define specific identifier type for USMARC field 001 to uniquely identify previous system record key. |
| settings/inventory/ |
identifierTypesidentifier-types | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/identifier-type.html#identifier_types_post | instance-formats| resourcetypes | used in inventory instance records to identify record |
format| type. Identified in the inventory instance record UI and Settings/Inventory UI as " |
formats| resource type". If instance record is created via Data Import of a MARC record, |
format | instance-type is assigned by mapping the MARC field |
338 | 336 subfield $b. Default list provided in FOLIO based on RDA |
carrier | content type codes and names. |
Local tenant may wish to add instructions to default mapping rules to create instanceFormatIds in instance records where MARC source records lack 338 fields, basing the codes on field 007 values. Instructions on how to modify mapping rules are available at: How to work with mapping rules.formatsinstance-formatsinstanceformat.htmlinstance-types | used in inventory instance records to identify record type. Identified in the inventory instance record UI and Settings/Inventory UI as "resource type". If instance record is created via Data Import of a MARC record, instance-type is assigned by mapping the MARC field 336 subfield $b. Default list provided in FOLIO based on RDA content type codes and names. If the MARC record lacks field 336 subfield $b, the instance record is assigned a default instance-type of 'unspecified'resourcetypesinstance-typesinstancehtml#instanceinstitutions
|
| settings/organizations/category (organizations) | used in |
inventory holdings & item records to identify top level in location hierarchylocation-institutionslocation-units/institutionsinventory-storagelocationunithtml#locationunitsinstitutions_libraries
|
| settings/tenant-settings/location-campuses | used in inventory holdings & item records to identify |
3rd | 2nd level in location hierarchy. | - settings/tenant-settings/location-
|
librarieslocation-units/librarieslibrariesinstitutions campuses | loan-policies | used in circulation module to define basic loan/renewal/recall configuration. If the local tenant wishes to migrate retrospective loans to FOLIO and link them to existing policies and rules, loan-policies must be created before migration. | settings/circulation/loan-policies | loan-policy-storage/loan-policiescirculationloan-policy-storage.html#loan_policy_storage_loan_policies_postloan-types and circulation rules to determine appropriate loan policy. Local tenant may wish to delete default loan types provided with FOLIO| to identify 3rd level in location hierarchy. | |
inventoryloantypesloan-typesloan-type.html#loan_typeslocationslocationsservice-pointsinstitutions campuses libraries service points | material-types | required element used in item records to identify the item's type of material. Can be used as a defining data element in circulation-rules. Local tenant may wish to delete default material-types provided with FOLIO. | settings/inventory/materialtypes | material-types | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/material-type.html#material_types_post | | Location codes and location names must be unique within a tenant. For example, if the "main" library and "science" 2 each has a reference section, those locations cannot use the location code 'ref' even though the upper levels of the hierarchy identify the location uniquely. One would have to be 'mainref' and the other 'sciref'. |
| settings/tenant-settings/servicePoints | used primarily in circulation apps to identify points where circulation actions take place. Local tenant may wish to delete default service points provided with FOLIO. As of Q4 2019, the local tenant will apparently have to do the delete using a curl command or other script that deletes from the API endpoint, as there doesn't appear to be a delete function for these in the Settings/Tenant/Service Points UI. Also, although the options to print slips at a specific Service Point appear to be selected by default, they do not become active unless Pickup location is set to 'Yes'. |
| https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/service-point.html#service_points_post |
|
| settings/users/addresstypes | used in user records to identify type of address. Local tenant may wish to delete default address types provided with FOLIO. |
| https://s3.amazonaws.com/foliodocs/api/mod-users/p/addressTypes.html#addresstypes_post |
|
| settings/users/feefinestable | defines manual (as opposed to automatic) charges that can be created in the system. Users can set default amount charged, default charge notice, and default action notice. | |
servicePointsservice-pointsinventory-storage| users/p/groups.html#groups_post | As of the Honeysuckle release, the system loads reference data for groups, so local tenants will probably want to delete those groups before creating their own. |
| settings/users/owners | defines how service |
-point.html#service_points_post