Data records – Prerequisite reference data/data records, other instructions
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Data record
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Application
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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 (settings/... entries are relative to FOLIO baseurl) | Schema or other documentation | Notes | ||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| instances | inventory |
|
| 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 |
| 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 |
| Schema: https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/item-storage.html#item_storage_items_post | Institutions may wish to identify records with statistical codes for a variety of reasons. Example: recording multiple item statuses from a previous system | ||||||||||||||||
| users | users |
| Schema: https://github.com/folio-org/mod-user-import/blob/master/ramls/schemas/userdataimport.json | |||||||||||||||||
| proxies | users |
| Schema: https://s3.amazonaws.com/foliodocs/api/mod-users/p/proxiesFor.html#proxiesfor_post | |||||||||||||||||
| loans |
| For migration purposes, calendar begin and end dates must include the earliest loan to be migrated and the latest possible due date based on loan policy. Also for migration, institutions may choose to use storage endpoints or business logic endpoints to migrate loans. See Considerations for migrating loans for a comparison and contrast of these approaches and links to the relevant schema definitions. | ||||||||||||||||||
| requests (recall/hold/page) | organizationsrequests |
| Schema:
| organizations-storage | contact | html#organizations | storage_contacts | urls in the contact record must begin with 'http://' or ' | ', otherwise the record will be rejected as invalid. | organizations | organizations |
| Schema: https://s3.amazonaws.com/foliodocs/api/mod-organizationscategory | html#organizations | categories |
| purchase orders | orders | Reference data:Institutions have differed in their approach to migrating requests, some choosing to use business logic modules and others choosing storage modules. Both schema urls are listed for that reason. | |
| fees and fines | Schema:
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| Notes | |||||||||||||||||
| settings/tenant-settings/addresses | used in purchase orders for Bill to and Ship to addresses. | https://s3.amazonaws.com/foliodocs/api/mod-configuration/p/config.html#configurations_entries_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-feesfines/p/accounts.html#accounts_post https://s3.amazonaws.com/foliodocs/api/mod- ordersorderhtml#orders_composite_orders_post |
Reference data
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| contacts (organizations) | organizations | Schema: https://s3.amazonaws.com/foliodocs/api/mod- | usersorganizations-storage/p/ | addressTypes.html#addresstypescontact.html#organizations_storage_contacts_post | |||||||
| settings/calendar | sets the normal opening and closing hours of a given service point as well as exceptions to normal hours. | settings/tenant-settings/servicePoints | https://s3.amazonaws.com/foliodocs/api/mod-calendar/p/calendar.html#calendar_periods__servicepointid__period_post | As of the Honeysuckle release, circulation staff have experienced problems editing calendars in the settings UI. Institutions may wish to fill out the hours in a json record and post the calendar to the appropriate endpoint. | |||||||
| settings/inventory/callNumberTypes | used in inventory holdings records to identify type of call number. 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. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/call-number-type.html#call_number_types_post | settings/organizations/category (organizations) | 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. | https:/
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| organizations | organizations |
| Schema: https://s3.amazonaws.com/foliodocs/api/mod-organizations-storage/p/category.html#organizations_storage_categories_post |
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| purchase orders | orders |
| Schema: https://s3.amazonaws.com/foliodocs/api/mod- | organizations-storageorders/p/ | categoryorder. | html#organizationshtml#orders_ | storagecomposite_ | categoriesorders_post | settings/tenant-settings/location-campuses | used in inventory holdings & item records to identify 2nd level in location hierarchy. | |
| settings/tenant-settings/location-institutionspieces | receiving |
| https://s3.amazonaws.com/foliodocs/api/mod- | inventory-storageorders/p/ | locationunitpieces. | html#locationhtml#orders_ | unitspieces_ | campuses_postsettings/circulation/rules | used in circulation to determine combination of policies that apply to a given circulation situation. | "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)
Data element (relative to base url for instance) | Description | Prerequisites | Schema | Notes | |||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| settings/calendar | sets the normal opening and closing hours of a given service point as well as exceptions to normal hours. | settings/tenant-settings/servicePoints | https://s3.amazonaws.com/foliodocs/api/mod-calendar/p/calendar.html#calendar_periods__servicepointid__period_post | As of the Honeysuckle release, circulation staff have experienced problems editing calendars in the settings UI. Institutions may wish to fill out the hours in a json record and post the calendar to the appropriate endpoint. | |||||||||
| settings/circulation/fine-policies | define overdue fine rates, maximum overdue fine, and related settings | https://s3.amazonaws.com/foliodocs/api/mod-feesfines/p/overdue-fine-policy.html#overdue_fines_policies_post | |||||||||||
| settings/circulation/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. | https://s3.amazonaws.com/foliodocs/api/mod-circulation-storage/p/loan-policy-storage.html#loan_policy_storage_loan_policies_post | |||||||||||
| settings/circulation/lost-item-fee-policy | defines whether item "ages to lost" and when, default replacement fees and fines, and related policies | https://s3.amazonaws.com/foliodocs/api/mod-feesfines/p/lost-item-fee-policy.html#lost_item_fees_policies_post | |||||||||||
| settings/circulation/notice-policies | used in circulation module to define which types of notices are sent in various conditions and what their frequency will be. |
| https://s3.amazonaws.com/foliodocs/api/mod-circulation-storage/p/patron-notice-policy.html#patron_notice_policy_storage_patron_notice_policies_post | ||||||||||
settings/circulation/patron-notices | defines the html templates used to compose circulation notices | https://s3.amazonaws.com/foliodocs/api/mod-notify/p/patron-notice.html#patron_notice_post | |||||||||||
| settings/circulation/request-policies | defines which types of request (recall, hold, page) are allowed within a given policy | https://s3.amazonaws.com/foliodocs/api/mod-circulation-storage/p/request-policy-storage.html#request_policy_storage_request_policies_post | |||||||||||
| settings/circulation/rules | used in circulation to determine combination of policies that apply to a given circulation situation. |
| https://s3.amazonaws.com/foliodocs/api/mod-circulation/p/circulation-rules.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-inventory-storage/p/instance-format.html | Instructions on how to modify mapping rules are available at: How to work with mapping rules. | ||||||||||
| settings/inventory/holdingsTypes | used in inventory holdings records to identify type of holdings record. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/holdings-type.html#holdings_types_post | If the local tenant wishes to base their holdings-types codes on USMARC holdings records leader/06, then they will have to create an additional holding type for 'unknown'. | ||||||||||
| settings/inventory/holdingsNoteTypes | 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/identifierTypes | used in inventory instance records to define type of identifier. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/identifier-type.html#identifier_types_post | Local tenant may wish to define specific identifier type for USMARC field 001 to uniquely identify previous system record key. | ||||||||||
| settings/inventory/resourcetypes | 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'. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/instance-type.html#instance_types_post | |||||||||||
| settings/inventory/loantypes | used in inventory item records as one of several elements that determine appropriate loan policy. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/loan-type.html#loan_types_post | Local tenant may wish to delete default loan types provided with FOLIO before defining their own. | ||||||||||
| settings/inventory/materialtypes | 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. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/material-type.html#material_types_post | Local tenant may wish to delete default material-types provided with FOLIO. | ||||||||||
| settings/inventory/StatisticalCodeSettings | values for locally-defined codes that can be used in main inventory record types, instances, holdings, items |
| https://s3.amazonaws.com/foliodocs/api/mod-inventory-circulationstorage/p/circulationstatistical-rulescode.html#circulationhtml#statistical_rulescodes_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/users/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.post | Institutions may wish to identify records with statistical codes for a variety of reasons. Example: grouping instance or holdings records supplied by a given ebook vendor, identifying an item record data element migrated from a previous system that has no direct counterpart in FOLIO. | ||||||
| settings/inventory/statisticalCodeTypes | types of locally-defined codes that can be used in main inventory record types, instances, holdings, items | https://s3.amazonaws.com/foliodocs/api/mod- | usersinventory-storage/p/ | groups.html#groupsstatistical-code-type.html#statistical_code_types_post | |||||||||
| settings/inventory/holdingsTypesorganizations/category (organizations) | used in | inventory holdingsorganization records to identify | type of holdings record. If the local tenant wishes to base their holdings-types codes on USMARC holdings records leader/06, then they will have to create an additional holding type for 'unknown'.classes of data, such as addresses, emails, urls, etc. | https://s3.amazonaws.com/foliodocs/api/mod-inventoryorganizations-storage/p/holdings-type.html#holdings_types_post | settings/inventory/holdingsNoteTypes | 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"category.html#organizations_storage_categories_post | Local tenant may wish to delete default categories provided with FOLIO, using the Settings/organizations/category page in the UI. | ||||||
| settings/tenant-settings/addresses | used in purchase orders for Bill to and Ship to addresses. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storageconfiguration/p/holdings-note-type.html#holdings_note_typesconfig.html#configurations_entries_post | |||||||||||
| settings/inventory/identifierTypestenant-settings/location-campuses | used in inventory | instanceholdings & item 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.identify 2nd level in location hierarchy. |
| https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/identifier-type.html#identifier_typeslocationunit.html#location_units_campuses_post | ||||||||
| settings/ | inventory/formatsused 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.tenant-settings/location-institutions | used in inventory holdings & item records to identify top level in location hierarchy. | https://s3.amazonaws | .com/foliodocs/api/mod-inventory-storage/p/instance-format.htmlInstructions on how to modify mapping rules are available at: How to work with mapping rules. | settings/inventory/resourcetypes | 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'. | https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/instance-type.html#instance_types_post | settings/tenant-settings/location-institutions | used in inventory holdings & item records to identify top level in location hierarchy..com/foliodocs/api/mod-inventory-storage/p/locationunit.html#location_units_institutions_post | ||||
| settings/tenant-settings/location-libraries | used in inventory holdings & item records to identify 3rd level in location hierarchy. |
| https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/locationunit.html#location_units_libraries_post | ||||||||||
| settings/tenant-settings/location-locations | used to identify shelf locations in inventory holdings & item records. |
| https://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/ | locationunitlocation. | html#location_unitshtml#locations_ | institutions_postsettings/tenant-settings/location-libraries | used in inventory holdings & item records to identify 3rd level in location hierarchy. | settings/tenant-settings/institutionspost | 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/ | campuseshttps://s3.amazonaws.com/foliodocs/api/mod-inventory-storage/p/locationunit.html#location_units_libraries_post | settings/circulation/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. | https://s3.amazonaws.com/foliodocs/api/mod-circulation-storage/p/loan-policy-storage.html#loan_policy_storage_loan_policies_post | settings/inventory/loantypes | used in inventory item records as one of several elements that determine appropriate loan policy. Local tenant may wish to delete default loan types provided with FOLIOservicePoints | 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/loan-type.html#loan_types_postsettings/tenant-settings/location-locations | used to identify shelf locations in inventory holdings & item records. | /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-inventory-storageusers/p/locationaddressTypes.html#locationshtml#addresstypes_post | |||||||||||
| settings/inventoryusers/materialtypes | 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. | 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. |
| https://s3.amazonaws.com/foliodocs/api/mod-inventory-storagefeesfines/p/material-type.html#material_typesfeefines.html#feefines_post | ||||||||
| settings/tenant-settingsusers/servicePointsgroups | used | primarilyin | 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'.user records to identify patron groups. | https://s3.amazonaws.com/foliodocs/api/mod-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 units are grouped to create a fee/fine "owner". | https://s3.amazonaws.com/foliodocs/api/mod- | inventory-storagefeesfines/p/ | service-point.html#service_points_postowners.html#owners_post | Fee/fine "manual charges", "payment methods", and "transfer accounts" are differentiated by fee/fine owner |