| Use case | Records Types | File Type(s) | Frequency | Who creates | Who consumes | Priority | Notes | Submitted by | Inventory/ MARCcat | Export / Harvest | ||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Daily export | Bibliographic records with specific holdings and item data mapped to the 927, 928, and 929 fields | MARC (or could be JSON or other formats) | Daily | Data Mgt Svc, then a daily chron job | VuFind | P0 | Export daily incremental at a time specified in the profile This is a scheduled job that runs everyday and includes business logic that identifies all of the records that have been added new or changed since the last export.
OAI-PMH desn't cover this right now, but being changed to pull from Inventory, create simle MARCs for Instances without SRS. Would also need to attach specified holdings/items data, which OAI-PMH doesn't support right now. | Chicago | Inventory (pulling SRS when available), plus holdings/items data |
- BIB is unsuppressed
- Record does not contain a 995 field with the text “NoEx” (cannot export to OCLC)
- BIB contains a 948 $a with previous day’s date (for example, the target date for the job that starts at 12:05 am on May 1, 2016 will be “20160430”)
- This same 948 contains $b with one of the following values: f, s, or k (type of cataloging)
| 3 | Quarterly Local Holdings Records for OCLC | Holdings records | MARC | Quarterly | Systems, Metadata staff Manual trigger quarterly for 5C |
Cornell = scheduled Chron job
| OCLC |
Cornell: P1
5C: P2 | Export local holdings records that have been updated since running the query last
| UMass/5C |
5C; Inventory, translated to MARC Holdings |
Cornell: Inventory, translated to MARC Holdings
| 4.1 | Export MARC bib record - as needed (Export, Update, Reload) Roundtripping, for cleanup | SRS MARC _ Inventory holdings | MARC Bib | multiple per day, ad hoc | Systems/Data Mgt/Tech Services Types | Technical Services Staff/Systems Librarian | P1 | There has been a change to a field or information needs to be removed or updated. Current example, removing "EBSC" from 938. If there is no bulk edit, this will be necessary in the beginning.
Meant as workaround until Batch update is available Preference is to export specified fields, but can accept the full MARC record as first iteration | UMass/5C MH/5C Cornell | Inventory/MARCcat | |
| 4.2 | Export holdings- as needed (Export, Update, Reload) Roundtripping, for cleanup | SRS MARC |
| , Inventory holdings | MARC Holdings, Non-MARC |
, formatted files | multiple per day, ad hoc | Systems/Data Mgt/Tech Services Types | Technical Services Staff/Systems Librarian | P1 |
There has been a change to a field or information needs to be removed or updated. Current example, removing "EBSC" from 938. If there is no bulk edit, this will be necessary in the beginning.
- Search MARC bib record based on a MARC field and indicators
- Be able to query across bib + holdings + items (this type of bib + location)
- Ability to limit this search based on a phrase contained in the MARC field, e.g. 938 EBSC
- Export set that must include system number to then make changes and then re-import
Meant as workaround until Batch update is available
Preference is to export specified fields, but can accept the full MARC record as first iteration
Same as 4.1 except related to holdings | UMass/5C MH/5C | Inventory/MARCcat | |
| 4.3 | Export |
item - as needed (Export, Update, Reload) Roundtripping, for cleanup |
| Inventory |
| items | MARC Bib Delimited file | multiple per day, ad hoc | Systems/Data Mgt/Tech Services Types | Technical Services Staff/Systems Librarian | P1 |
There has been a change to a field or information needs to be removed or updated. Current example, removing "EBSC" from 938. If there is no bulk edit, this will be necessary in the beginning.
- Search MARC bib record based on a MARC field and indicators
- Be able to query across bib + holdings + items (this type of bib + location)
- Ability to limit this search based on a phrase contained in the MARC field, e.g. 938 EBSC
- Export set that must include system number to then make changes and then re-import
Meant as workaround until Batch update is available
Same as 4.1 except related to items See case 15 also Note: If want to round trip in MVP, may need to be MARC instead of delimited | UMass/5C MH/5C | Inventory | |||||||||
| 5 | Export MARC bib record with holdings and item information - Regular For Discovery layer update | MARC bib, holdings, items | MARC Bib with added data | daily | Systems | EDS | P0 | Export of MARC bib, holdings and item information to send to discovery service It's necessary to get the holdings and item information so that this displays in discovery. This will be handled by OAI-PMH. Right now, we can send out SRS MARC bibs, and RTAC handles the holdings and item info. For the Inventory Instances that do not have underlying SRS, we will need to update the Instance-to-MARC mapping and build the functionality that will create a MARC bib record on the fly (UXPROD-1397) | UMass/5C ALL 5C Libraries | ||
| 6 | Holdings for Commitment Purposes | BIB, Holdings, Items | MARC Bib+Hld, or tab delimited | At most a few times per year, irregular, when they ask for the data | Systems or Tech Services Types | EAST Hathi | P2 | Export specific fields from BIB and 852 (Location/Call Number) & 866 (Holdings Statement) from Holdings as well as Item disposition information (MIssing, Damaged, etc) Different data elements supplied to EAST vs RAPID vs HathiTrust | MH/5C Wellesley | Inventory | |
| 7 | Holdings for ILL purposes | MARC BIB & Holdings | MARC Bib + Hld | At most a few times per year, irregular | Systems or Tech Services Types | RAPID | P2 | Export specific MARC fields from BIB and 852 & 866 from Holdings Record sets need to be submitted in groupings like: print books, print serials, print journals Different data elements supplied to EAST vs RAPID vs HathiTrust | MH/5C We also export to RAPID (monthly) - Cornell Wellesley | Inventory | |
| 8 | Export records with no OCLC number | Bibliographic Records in MARC | MARC | Weekly | Data Management Services Librarian / Data Management Services staff | OCLC (Data Sync) | P1 | The purpose of this job is to find the Records with no OCLC numbers, so we can export them to OCLC.
Exclude records if :
A number of edits also happen to the records as part of our current process, like removing local fields -----------------------------------
| Chicago Cornell | Chicago expects this would be an LDP query, rather than an Inventory/MARC query One key element is Inventory Status update date, plus MARC data - so many need to be able to query both? | |
| 9 | Export monograph holdings to Coutts' Oasis or GOBI (to prevent duplication) | MARC Bib, Inventory Instance Inventory Holdings | MARC Bib or Delimited file | Daily, Weekly, Monthly, Quarterly | Systems, Acq, Batch processing Dept | Acq Vendor | P2 | From Voyager a daily harvest of our newly updated print and ebook records based on the bib 005 date along with their holdings' status of held or on order to Oasis for their ingest. Cuts down on duplicate ordering Must be unsuppressed
A number of edits happen in our export process We also send a separate file of quarterly deletes | 5 Colleges et al | Inventory | |
| 10 | Special projects exports | Bibs, Holdings, Items | MARC |
Some need Bib, Bib+Holdings, Bib+Hld+Item data in specific MARC fields | ~5 times a year, ad hoc, infrequent | Data Management Services staff or systems staff | Share-VDE, IVYP Confederation, FOLIO, HathiTrust | P2 | Often very large outputs We export bibs, holdings, and items for a variety of special projects - HathiTrust, Ivy+ Projects, LD4P projects, etc. In addition to these large scale projects we export regularly to do maintenance and reporting on these types of records Prepping data in a special way to be consumed by another system Requires the submission of a list of bibliographic record identifiers (Instance HRIDs) in a csv file. Querying for these exports is done in a separate application with robust querying functionality. (Chicago) | Chicago |
We do this as well at UMass/5C
MH/5C exports for HATHI per their requirements – was annually, going forward: "HathiTrust anticipates moving to a 2- or 3-year cycle"
| MARCcat _ Inventory | ||||||||
| 11 | Discovery Full export | Bibliographic records with specific holdings and item data mapped to the 927, 928, and 929 fields | MARC | Ad Hoc - maybe once or twice a year. | Data Management Services staff or systems staff | VuFind | P1 | Similar to Scenario 1, but a full update, not just incremental (purge and replace the entire catalog, mainly when data model changes or complete reindexing is needed) Full export of catalog data for discovery indexing Note: In early days of OLE, they were doing it more frequently For Chicago, uses the same criteria as the Incremental Export |
, but it includes EVERYTHING that is not suppressed from discovery | Chicago | MARC/Inventory | |
| 12 | Export by tag/location | Bibliographic records |
| with Inventory Admin data, plus specific holdings and item data | MARC with 9xx data, delimited | As needed | technical services/systems | Library staff/local system | P1 | Similar to Scenario 16 Title sets for things like Springer Key point of this one is the searching We regularly do maintenance by collection, especially electronic resources that are batch loaded. For those, we regularly need to get the bib, holding, item system numbers to provide updates on those. We also need to export full records to perform more substantial updates or provide a list of what is available for those eresources to liaisons. An example is that I was asked by one of our liaisons to provide a title list of what we have in Aleph compared to what we own through our subscription for a certain epackage. We can get the systems numbers from a report. Sometimes we query on the Collection Code. In Aleph, we assign unique collection codes to our batch loads. Then we can retrieve the holdings system numbers and/or item system numbers and export what we need (full bibs with holdings and item data/ select fields from the bib). Export needs to have the ability to add non MARC fields (export suppressed from discovery in addition to active bibs/export deleted records in addition to suppressed and active, statistical codes) | UMass/5C MH/5C | Inventory | |||
| 13 | ETL exports | Bibliographic data | MARC | Ad Hoc, ~720 exports in the last year. (only the MARC transformations, not global/batch updates in OLE) | Systems/Data Mgt/Tech Services Types | local system | P1 | Similar to Scenario 16 and 4 Export 'raw' MARC for transformation outside of the system and re-import. This is also the process that we use for updating headings for access points in batch. A list of HRIDs for the bibs/instances is submitted as a csv file. The export is the raw MARC from the system. After the transformation, the complete MARC record is replaced in the system. Requires the ability to check in real time that the associated MARC data has not changed in the system while the data was out of the system. This check needs to be done as part of the import workflow. For Chicago, I quickly calculated some statistics based on the log of the last 100 ETL exports and between 8/16/2019 and 10/3/2019 we exported 123,941 records for transformation. | Chicago UMass/5C MH/5C | MARC | |
| 14 | MARC Holdings (similar to use case 3) | Holdings (and maybe some item) data | MARC | Unknown | Christie/Data Mgt Svc Manual, approximately annual | OCLC or other systems | P2 | Export MARC holdings from Inventory holdings data Export of holdings in MARC format for sharing. This is something that has been ad hoc in our current system at Chicago. | Chicago | Inventory, translated to MARC Holdings | |
| 15 | Update items | item data | delimited | As needed | technical services/systems | local system | P1 | Similar to case 4.3 also Export item information in order to change it. Use cases include updating location information, batch suppress items, change a note information. Note: If want to round trip in MVP, may need to be MARC instead of delimited | UMass/5C | Inventory | |
| 16 | Export based on a list of record IDs | Instances, Holdings, Items, MARC | MARC Delimited | As needed | local system | P0 | Obtain a list of IDs (HRIDs, UUIDs, OCLC numbers, barcodes) maybe from LDP, maybe from elsewhere; provide those to FOLIO and then get export data for those particular records Once I have the IDs, I need to be able to specify Bib, Bib+Hld, Bib+Hld+Item And will need to be able to strip out some MARC fields (maybe phased - get the records out, then next being able to remove certain fields) | Chicago Cornell Duke 5C | Inventory | ||
| BELOW THIS LINE NEW USE CASES (OCTOBER 2023) | |||||||||||
| 17 | Export partial bib | MARC records | delimited | As needed | Cataloging | Cataloging | High | Need to be able to export only specific portions of a MARC record for database clean-up (e.g. 6XX fields). Also need to be able to export record identifier (prefer HRID, but could also use OCLC number or 999ff). | Missouri State | Inventory/List App | Export |
| 18 | Monthly regular export | MARC records | MARC | Monthly | Cataloging | Authority control vendor | High | Export new and changed MARC records to send to Authority control vendor. Ideally we would want these to be scheduled to happen on the 1st of the month (collecting records changed or newly imported the previous month) without human intervention. | Wellesley | Inventory (pulling the record ids) | Export |
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