2017-05-12 Metadata Management Meeting Notes--Joint Meeting with RM SIG

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• Metadata Concept:
  • Heirarchy:
    • Instance - describes resource holding
      • Codex: Minimal set of metadata; instance-level; e.g. resource name, identifier (ISSN); primarily used for index points
      • Detail record: specialized descriptive record; data will vary based on type of resource; e.g., other identifiers (OCLC numbers)
      • Where do instance records come from?
        • manually entered
        • distilled from a local record such as MARC
          • exported record may not be the same as the local record
        • Accessed via external kb
      • FOLIO Instance Records
        • FOLIO bridge module will be necessary for external kb, mapping/cross-walks (work has to be done by provider)
          • Question: Evaluation process for external kbs? A standard?
          • External kb access will vary - could be read-only, also read/write
        • Will be other ways to integrate for those that are not set up with the bridge module
      • How are local instance records edited?
        • Local records are fully editable
          • Don't know where editor will live yet
          • Edits do not impact linked, source records
          • Can preview/generate new records in MARC
          • Source record can be modified in their native formats
            • FOLIO record is still format agnostic
            • Edits will only sync with FOLIO record if explicitly requested by user
            • FOLIO will notify user of conflicts with sync
            • **Some terminology issues with the slides**
            • Ideally want to store a minimal amount of local changes
      • How are external kb records edited?
        • Will depend on external kb support of editing
          • may be done from within FOLIO or by linking out to external app
          • If no support
            • Allow the creation of custom overlays
            • Provide means for reporting problems
      • How are FOLIO instance records accessed?
        • Single unified search across all resource types and sources
        • Duplicate results could display because multiple sources are being queried
          • May be possible to merge similar/identical records from different sources - should be library-controlled
    • Work - will be optional organizational element, not sure how it will work
    • Item/Holding - An actual copy (physical or electronic) of a resource. Reflects information such as its location (physical or virtual) and barcode
      • Wireframe is still rough, still needs work
      • Physical Item Records
        • Click on physical item in results to view details:
          • Key instance-level metadata
          • Item metadata is displayed and editable:
            • Barcode, material type, etc.
      • Electronic Holding Records
        • Click on item in results to view details:
          • Key instance-level metadata
          • Item metadata is displayed and editable:
            
            • URL, etc.
  • Next Steps
    • Define instance-level metadata for FOLIO: See Spreadsheet (Cate's original spreadsheet)
    • Define physical item-level metadata for FOLIO
    • Define electronic item-level metadata
  • Formats - Lean on and even adopt standards for what data is collected, how the data is stored
    • Question: Can you reference more than one kb for each instance?
      • If there are two records coming in, the records should be structured the same so decisions will be need to be made how they're handled. 
    • Question: Where does the acquisition record live?
      • Are external to the instance record, will hang off the item record, not the instance record
      • Need to keep records locally - e.g. vendor no longer sells ebook so it's pulled from the vendor/external kb but it's a title that you purchased and you continue to have access
    • Question: Mapping back of changes to FOLIO record?
      • It can't - it's only one way but a second record can be created.
      • With the FOLIO record, you would be able to export a MARC record that could be shared with institutions that do not use FOLIO.
      • Export customizations on top of existing record.
    • Question: Does it make sense for the instance-level record to be editable?
    • **Use examples of a couple of formats to determine what data elements belong in the detail records.[Print book, ejournal]**
      • How often/typical is it to edit an each element?
      • Anne L. Highsmith volunteered sample records - MARC + BibFrame + Dublin Core
      • Start with instance, not package - this will come later
      • OLE may have started a list of elements - Kristin Martin will check with Kristen Wilson, to be used as a reference.
        
        Metadata Management SIG will start on this project. Lynn Whittenberger will be in touch with Cate Boerema (Deactivated)