MODDATAIMP-729: SPIKE: Create design for creating/updating multiple Holdings and Items from a single imported MARC Bib

Spike: MODDATAIMP-729 - Getting issue details... STATUS

Features:

UXPROD-3729 - Getting issue details... STATUS

UXPROD-2741 - Getting issue details... STATUS

Summary

When libraries purchase multiple copies or volumes of a title, they often need to create or update multiple Inventory holdings and item records based on the import of a single MARC Bibliographic record. If the MARC Bib has been exported from FOLIO, then it likely has necessary matchpoints for identifying and updating the proper holdings and item records (e.g. HRIDs, UUIDs, barcode numbers). If the updates are received from an external source, the incoming records are not likely to include HRIDs or UUIDs, and the existing item records, which may have been created at point of order, may not include barcode numbers. For these records, the matching and updating may need to rely on secondary matchpoints such as location.

Use cases

Num	Use case	Code	Source of import file	Match point(s)	Notes	Interested Libraries
1	Update multiple existing holdings on a single existing instance	DE:HeuM	Data Export	Holdings HRID or UUID		5C/UM, Holycross
2	Update multiple existing items on a single existing holdings record on a single existing instance	DE:He0S:IeuM	Data Export	Item HRID, UUID, or Barcode		5C/UM, Holycross
3	Update single existing items on multiple existing holdings records on a single existing instance	DE:He0M:IeuS	Data Export	Item HRID, UUID, or Barcode	Do we need a holdings match or just an item? How does the incoming record indicate which holdings and which items belong together?	5C/UM: I would prefer to do this via Bulk Edit. In the meantime, I would say holdings and item match. Ideally it would be nice to have a selection to check off if you wanted to do all or a selection of the items.
4	Update multiple existing items on multiple existing holdings records on a single existing instance	DE:IeuM:He0M	Data Export	Item HRID, UUID, or Barcode	Do we need a holdings match or just an item? How does the incoming record indicate which holdings and which items belong together?	5C/UM: Like above, I think Bulk Edit might be better suited for this. Until then, it would be great to be able to select which ones you want to change.
5	Update multiple existing holdings and multiple existing items on a single existing instance	DE:IeuM:HeuM	Data Export	Holdings HRID or UUID Item HRID, UUID, or Barcode	How does the incoming record indicate which holdings and which items belong together?
6	Create multiple new holdings on a single existing instance	DE:HncM	Data Export	Instance HRID, UUID
7	Create multiple new items on a single existing holdings record on a single existing instance	DE:He0S:IncM	Data Export	Holdings HRID or UUID	Do we need an instance match or just a holdings?	5C/UM: It would be great to match just on the holdings.
8	Create single new items on multiple existing holdings records on a single existing instance	DE:He0M:IncS	Data Export	Holdings HRID or UUID	Do we need an instance match or just a holdings? How does the incoming record indicate which holdings and which items belong together?	5C/UM: If you do it with the holdings record match, then each record could have one holdings record uuid/hrid.
9	Create multiple new items on multiple existing holdings records on a single existing instance	DE:He0M:IncM	Data Export	Holdings HRID or UUID	Do we need an instance match or just a holdings? How does the incoming record indicate which holdings and which items belong together?
10	Create multiple new holdings and multiple new items on a single existing instance	DE:HncM:IncM	Data Export	Instance HRID or UUID	How does the incoming record indicate which holdings and which items belong together?
11	Update multiple existing holdings on a single existing instance	EX:HeuM	External Source	Instance OCLC number, LCCN, POL, VRN ?? Holdings permanent location, POL, VRN??	How does the incoming record indicate which updates belong to which holdings?
12	Update multiple existing items on a single existing holdings record on a single existing instance	EX:He0S:IeuM	External Source	Instance OCLC number, LCCN, POL, VRN?? Holdings permanent location, POL, VRN?? Item POL, VRN, barcode, ??	How does the incoming record indicate which updates belong to which item?
13	Update single existing items on multiple existing holdings records on a single existing instance	EX:He0M:IeuS	External Source	Instance OCLC number, LCCN, POL, VRN?? Holdings permanent location, POL, VRN?? Item POL, VRN, barcode, status submatch ??	How does the incoming record indicate which updates belong to which item? Does the incoming record need to indicate which items belong to which holdings?
14	Update multiple existing items on multiple existing holdings records on a single existing instance	EX:IeuM:He0M	External Source	Instance OCLC number, LCCN, POL, VRN?? Holdings permanent location, POL, VRN?? Item POL, VRN, barcode, ??	How does the incoming record indicate which updates belong to which item? Does the incoming record need to indicate which items belong to which holdings?
15	Update multiple existing holdings and multiple existing items on a single existing instance	EX:IeuM:HeuM	External Source	Instance OCLC number, LCCN, POL, VRN?? Holdings permanent location, POL, VRN?? Item POL, VRN, barcode, ??	How does the incoming record indicate which updates belong to which item and which holdings? Does the incoming record need to indicate which items belong to which holdings?
16	Create multiple new holdings on a single existing instance	EX:HncM	External Source	Instance OCLC number, LCCN, POL, VRN??
17	Create multiple new items on a single existing holdings record on a single existing instance	EX:He0S:IncM	External Source	Instance OCLC number, LCCN, POL, VRN?? Holdings permanent location, POL, VRN??	Does the incoming record need to indicate which items belong to which holdings?
18	Create single new items on multiple existing holdings records on a single existing instance	EX:He0M:IncS	External Source	Instance OCLC number, LCCN, POL, VRN?? Holdings permanent location, POL, VRN??	Does the incoming record need to indicate which items belong to which holdings? How does FOLIO know to create 1 item on each holdings?
19	Create multiple new items on multiple existing holdings records on a single existing instance	EX:He0M:IncM	External Source	Instance OCLC number, LCCN, POL, VRN?? Holdings permanent location, POL, VRN??	Does the incoming record need to indicate which items belong to which holdings? How does FOLIO know how many items to create on which holdings?
20	Create multiple new holdings and multiple new items on a single existing instance	EX:HncM:IncM	External Source	Instance OCLC number, LCCN, POL, VRN??	Does the incoming record need to indicate which items belong to which holdings? How does FOLIO know how many items to create on which holdings?

Codes: Read as File of records to be imported comes from a source. Scenario for state holdings records is action number. Scenario for state item records is action number.

Value	Meaning	Code
Record source	Data export	DE
Record source	External source	EX
Inventory record state	existing	e
Inventory record state	new	n
Inventory record type	holdings	h
Inventory record type	item	i
Import action	create	c
Import action	update	u
Import action	none	0
Number	Multiple	M
Number	Single* *If item, single per holdings	S

NOTES

One import file may have bib records that represent multiple scenarios
If an instance has multiple holdings or items, an incoming import often only affects one or some of the holdings/items, not all of them

Developer questions for SMEs

Num	Status	Question	Answer
1	CLOSED	Is it OK to require that all data for a particular item or holdings has to be in the same MARC field, different subfields, and consistent for each holdings/item being created/updated? (see 945 field in below example)	Yes
2	CLOSED	Is it OK to require that data used to find an existing holdings/item, or to identify which holdings an item should be created on is in the same MARC field/different subfield as the create/update data?	Yes for the holdings/item. If first match is to an Instance-level HRID or POL and possibly submatch to Instance status, would that need to be in the same MARC field as the holdings/item data, or not necessary since Instance would be a completely separate match profile?
3	CLOSED	Is it OK to require that no other non-item/holdings data use that same MARC field? e.g. if 945 is being used for holdings/item data, don't include another 945 field with miscellaneous non-holdings/item notes or codes	Yes
4	CLOSED	Call numbers: If create/update includes call numbers that will vary from one holdings/item to another, is it OK to require that data to be in the MARC field along with the other create/update data? (e.g. LC versus accession numbers, or LC versus storage numbers)	Yes
5	CLOSED	Call numbers: If create/update includes call numbers that will NOT vary from one holdings/item to another, the existing field mapping (e.g. 050, or 050/090 cascade, or 092, etc) will work fine.	Yes
6	CLOSED	What should show in the import logs? Summary versus details For the individual holdings and items, include something to differentiate ones created/updated within the same instance (decided to use Permanent location for holdings, and HRID for items)	See brief discussion in DI Subgroup Notes. To be continued
7	CLOSED	Confirm matchpoints for MARC records exported from FOLIO vs records sent by external sources; see above table	Others besides ones in above table: URLs (holdings. items), accession numbers (items)
8	REVIEW	If nothing differentiates 2 existing items on the same holdings, would there need to be an option to "update" all of the items with the incoming data, and then the system just updates all the items in the sequence that they are linked to the holdings record. If it can't update all (maybe data only provided for 2 of the 3 items linked to a holdings), would FOLIO need to display a warning?

SAMPLE RECORD (not exported from FOLIO)

LDR 01262nam a2200301Ia 4500
001 ocm54341618
003 OCoLC
005 20070103101904.0
008 010330s1798\\\\enkaf\\\\\\\\\000\0\eng\d
035 $a(Sirsi) a551407
035 $a(Sirsi) o54341618
049 $aDRUM
040 $aCUD$beng$cCUD$dDRU$dMvI
050 $aBS2095$b.S33 1798
090 $aBS2095$b.S33 1798a
092 $b200$bSCARL$b1798
130 0\ $aBible.$pNew Testament$lEnglish.$sScarlett.$f1798245 12 $aA translation of the New Testament from the original Greek /$chumbly attempted by Nathaniel Scarlett, assisted by men of piety & literature ; with notes.
260 $aLondon :$bPrinted by T. Gillet; and sold by Nathaniel Scarlett, No. 349, near Exeter 'Change, Strand; also F. & C. Rivington, St. Paul's Church Yard,$c1798.
300 $axi, 483, vi p., [1] folded leaf of plates :$bill. ;$c19 cm.
500 $aEngraved t.p.
500 $aIncludes Observations on some terms used in this translation: vi p. at end.
510 3\ $aDarlow-Moule-Herbert 1433
700 1\ $aScarlett, Nathaniel,$d1753-1802.
740 02 $aObservations on some terms used in this translation.
945 $a34678234678246423786427$hKU/CC/DI/M <===== $a = item barcode, $b = copy number, $h = holdings permanent location
945 $a346782346$b2$hKU/CC/DI/M
945 $a34678234678246423786429$b1$hKU/CC/DI/A

If this record were updating holdings and items, it would do so as follows:

Update 1 instance, with the data in the main part of the MARC bib record
Update 2 holdings, 1 for permanent location KU/CC.DI/M and 1 for permanent location KU/CC/DI/A, using holdings mapping data from 945$h and the defaults in the holdings mapping profile
Update 3 item records, 2 linked to the holdings for KU/CC/DI/M and 1 linked to the holdings for KU/CC/DI/A, using item mapping data from 945$a, 945$b, and the defaults in the item mapping profile

Holdings and Item Fields: Map from incoming MARC, default in Field mapping profile, or Both?

	Holdings field	Map from incoming MARC?	Default in field mapping profile?	Notes
1	Suppress from discovery
2	Former Holdings ID
3	Holdings type
4	Statistical code
5	Administrative note
6	Permanent location
7	Temporary location
8	Shelving title
9	Copy number
10	Call number type
11	Call number prefix
12	Call number
13	Call number suffix
14	Number of items
15	Holdings statement
16	Holdings statement public note
17	Holdings statement staff note
18	Holdings stm supplements
19	Holdings stm supplements public note
20	Holdings stm supplements staff note
21	Holdings stm indexes
22	Holdings stm indexes public note
23	Holdings stm indexes staff note
24	ILL policy
25	Digitization policy
26	Retention policy
27	Holdings note: type
28	Holdings note: text
29	Holdings note: staff only checkbox
30	E-access: relationship
31	E-access: URI
32	E-access: link text
33	E-access: materials specified
34	E-access: URL public note
35	Acquisition method
36	Order format
37	Receipt status
38	Receiving history: public display checkbox
39	Receiving history: enumeration
40	Receiving history: chronology

	Item field	Map from incoming MARC?	Default in field mapping profile?	Notes
1	Suppress from discovery
2	Barcode
3	Accession number
4	Item identifier
5	Former identifier
6	Statistical code
7	Administrative note
8	Material type
9	Copy number
10	Call number type
11	Call number prefix
12	Call number
13	Call number suffix
14	Number of pieces
15	Description of pieces
16	Enumeration
17	Chronology
18	Volume
19	Year, caption
20	Number of missing pieces
21	Missing pieces
22	Missing pieces date
23	Item damaged status
24	Item damaged date
25	Note type
26	Note text
27	Note staff only checkbox
28	Permanent loan type
29	Temporary loan type
30	Status
31	CICO note type
32	CICO note text
33	CICO note staff only checkbox
34	Item permanent location
35	Item temporary location
36	E-access: relationship
37	E-access: URI
38	E-access: link text
39	E-access: materials specified
40	E-access: URL public note
41	Bound with holdings HRID