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This page content was moved over from the MM SIG where it was first generated - see Batch (Bulk) Edit Use Cases for comments relevant to the initial version of this page. 

Batch (or Bulk) edit is a highly ranked requirement for FOLIO, and the first implementation of the Bulk Edit app is expected to be included in Morning Glory.

This list of Use Cases represents expected needs for the Bulk Edit app as it continues development. Please add use cases that illustrate a batch editing need, or add your name if your institution has a use case that is already listed.

It doesn't matter if they are similar to other use cases in the list. Just add them. Note that the Batch Edit feature also includes Batch Delete, but batch delete may not be implemented at the same time as other aspects of a particular use case.

Note: "ETL" at it simplest means that data will be found in FOLIO, then Extracted, then Transformed outside FOLIO, then Loaded back into FOLIO.  Most of these internal-to-FOLIO steps (search, extract, reload) are not functioning, or not functioning well, as of April 2021.


Functional AreaDescriptionRecords affectedCurrent workaroundSubmitted by, has same usecasePriorityRelated JIRA
1Circulation/Collection Management/Metadata ManagementHave the ability to scan a bunch of materials (maybe during check-in) and then perform a batch change on all the item records (e.g. change location, change item status, or update damaged field)Inventory: ItemOne-by-one updatesHigh

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2Circulation/Collection Management/Metadata ManagementHave the ability to scan, copy/paste a list, upload a text file, or upload a query for barcodes, HRIDs, or UUIDs for a batch of item records, and then perform a batch change on any of the associated records (e.g. add a statistical code, or add a tag)Inventory: Instance, SRS, Holdings, Item, SRS MARC HoldingsMaybe ETL, but difficult to isolate single items on instances with multiple itemsHigh

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3Collection Management/Metadata Management

Have the ability to identify a batch of item records with the same characteristic (e.g. temporary location = course reserve) and change them (e.g. remove the temp location)

Would expand to cover items matching multiple characteristics.


Would also want to be able to perform this based on a text list of barcodes, item hrids or item uuids.


Inventory: Item

Maybe ETL, but difficult to isolate single items on instances with multiple items


Jenn Colt

Jacquie Samples

Molly Driscoll on behalf of Michigan State University

Christie Thomas

High

UXPROD-3523 - Getting issue details... STATUS

4Collection Management/Metadata ManagementHave the ability to identify all holdings with location A and change them to location B.  This is very important for cases where collections are moving, both permanently and for temporary closures, etc.Holdings, Item, SRS MARC HoldingsMaybe ETL, but difficult to isolate single holdings on instances with multiple holdingsMed

UXPROD-3704 - Getting issue details... STATUS

5User ManagementHave the ability to identify all student workers at a particular branch and remove their permissions at the end of the school year
One-by-one updatesHigh

UXPROD-3468 - Getting issue details... STATUS

6Metadata Management

Have the ability to identify a batch of holdings records with the same characteristic (belonging to a set of batch loaded materials, in a particular location and belong to a particular campus) and then perform a change on any field in the FOLIO holdings. This change could include adding a prefix or suffix to urls or updating the url in holdings for electronic resources.


Would expand to cover holdings matching multiple characteristics.


Would also want to be able to do this based on a text list of hrids or uuids for the holdings records.

Inventory: Holdings

SRS: MARC Holdings

Difficult to isolate single holdings on instances with multiple holdings


Jennifer Eustis

Molly Driscoll on behalf of Michigan State University

Christie Thomas Amanda Scott (MTSU)

Jacquie Samples 

High

UXPROD-3925 - Getting issue details... STATUS

7Metadata ManagementIdentify holdings records for print retention programs, to batch update with MARC-formatted retention details, such as program name, retention period, and volumes being retained.Holdings, SRS MARC HoldingsNone known, except by staff labor. High

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8Metadata Management

Identify and isolate records in need of clean-up, for examples

  • when the URL for our proxy server changes and we need to update 900,000 bib records to reflect the accurate URL.
  • when adding a few million Hathi ETAS records for discovery (and then removing them!)
Inventory, MARC SRS

None known, except by staff labor. 

For URL changes, we "could" export the whole catalog, work in an outside system, and then overlay the identified records. This work-around is only functional when match and overlays are working for SRS records.

High

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9Circulation / Collection Management / Metadata ManagementIdentify items with specific characteristics and apply a bulk change of item status (e.g., marking them as Missing, Withdrawn, etc.). Inventory Items

One-by-one processing

My understanding is that item status workflows will have their own logic / permissions to govern who can change a particular item status and who can't - so I'm not sure if that would make this its own use case or not.

High

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10Circulation /  Collection ManagementIdentify requests with specific characteristics and apply a bulk edit to specified fields. E.g., if a library is closing for bad weather, change the hold dates for holds awaiting pickup so that they don't expire when the library is closed.Requests recordsOne-by-one processingMed

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11Metadata ManagementIdentify and isolate records with the specific item characteristic of Missing, to evaluate and change to Lost (or Long Lost) as needed.  Subsequent updates to OCLC are also part of the process, so exporting OCLC#s based on those items is also needed. Inventory Holdings, SRS MARC Holdings, Inventory ItemsMaybe ETL but that needs to be explored.  Otherwise, one-by-one staff labor.Med

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12Users / Circulation

Bulk delete of patron records who have passed their expiration date and have no other associated dependencies (e.g., open loans or unpaid fines.)

added by Björn Muschall:

  • even bulk delete of user records who have not passed their expiration date (but have no dependencies)
  • based on a list of user barcodes, which needs to be uploaded

One-by-one processing, or scripting with existing APIsHigh

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13ERMKeep track of ebooks purchased or on evaluation in EBA (evidence based acquisition) by adding tags, access status types, add to agreement and/or select/deselect in bulk in eHoldings. Usually in the hundreds, the titles are too many to work with one-by-one.
Keeping the information in supplementary documents on the Agreement which is less visible.High

UXPROD-4011 - Getting issue details... STATUS

14Users / Circulation

Bulk update of patron information - use cases like extending expiration dates; updating delivery preferences when a department changes location; updating custom field information

added by Björn Muschall:

  • update Expiration date in general (e.g. to make user inactive)
  • update Patron group
  • update Patron blocks
  • based on a list of user barcodes, which needs to be uploaded
UsersOne-by-one processing, or scripting with existing APIsMed

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15AgreementsIdentify and isolate agreements with a specific status. Bulk update that status. For instance, batch edit status from active to closed.
One by one.Med

UXPROD-4013 - Getting issue details... STATUS

16UsersChange e-mail address for all affected users when the institution domain changes
One by one.

Med

UXPROD-3705 - Getting issue details... STATUS

17Resource Management/OrdersBulk change of specific fund codes in fund distribution to another fund code in PO lines based on order status for all open PO lines that meet the criteriaPOLsOne by one.High

UXPROD-4014 - Getting issue details... STATUS

18Resource Management/OrdersBulk change the vendor in all open pos for a specified vendor.  One common case is changing subscription agents so all pos need to reflect the new vendor.POsOne by one.Med

UXPROD-4014 - Getting issue details... STATUS

19Resource Management/FinanceBulk creation/alteration of budgets based on a CSV document (or some other external source)BudgetsOne by one.High

UXPROD-3705 - Getting issue details... STATUS

20Metadata Management/Entity ManagementIdentify all instance records containing a particular value for contributor and/or subject and update the value to reflect a change in the authorized access point (or a local change to an authorized access point)Inventory Instances, MARC SRS, Authority SRSETL or manual

Laura E Daniels

Molly Driscoll on behalf of Michigan State University

Christie Thomas

Jacquie Samples 

Med


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21Metadata ManagementIdentify MARC SRS records where indicators need to be corrected. Bulk update those records to modify the field or fields with the correct indicators.MARC SRS

One by one. Currently data import doesn't do this.

ETL

Med

UXPROD-4019 - Getting issue details... STATUS

22ERM/ LicensesBulk edit license attributes. Once common use case filtering by license type then bulk editing license types.
One by one.

Molly Driscoll on behalf of FOLIO ERM sites

Med

UXPROD-4017 - Getting issue details... STATUS

23Metadata ManagementHave the ability to batch edit the location for all item records associated with a particular holdings or instance (e.g. change this print serial run from location Stacks to location Offsite storage)
One by one

Ann-Marie Breaux (Deactivated)

Molly Driscoll on behalf of Michigan State University

Med

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24Resource Management/OrdersAdd tags or update tags in bulk to order records. Considering tags as a method to add accounting codes to order records. Because this process is undertaken monthly, I have listed the priority as high based on frequency of use and importance of these codes to financial accounting and university auditing.
One by one
Molly Driscoll on behalf of Michigan State University
High

UXPROD-3924 - Getting issue details... STATUS

25Metadata Management

Have the ability to batch add or update a note or other field for all instances or holdings or items in a given set.

(Christie Thomaschanged this to high as we are currently adding electronic bookplates to the holdings notes field in the absence of a donor management app and associated functionality. Because the notes are repeatable, ETL would only work if you are adding a new note to existing notes or deleting all notes and adding notes. it is not possible to replace a specific note.)


ETL or manualHigh

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26Resource Management/Orders

Have the ability to identify approval order records from a specific date/load and update the vendor codes for those records


More generally, create a list of orders and bulk/rapid update funds, vendors, requestors, and notes.


Manual, one by one

Molly Driscoll on behalf of Michigan State University

High

UXPROD-4014 - Getting issue details... STATUS

27Resource Management/Orders & HoldingsHave the ability to identify approval orders with holdings for the business school and update the location of these holdings to the business school.
Manual, one by one

Molly Driscoll on behalf of Michigan State University

Med

UXPROD-4014 - Getting issue details... STATUS

28Metadata Management

Have the ability to identify SRS records containing specific MARC coding and bulk update that code. 

Example: When Czechoslovakia split into the Czech Republic and Slovakia, the country code for Czechoslovakia (cs) was replaced by xr (Czech Republic) and xo (Slovakia).

Example: One collection originally coded all names as personal names (700 field). We identified and recoded most of the corporate body names.


Is this possible prior to MARC query API?

Molly Driscoll on behalf of Michigan State University Amanda Scott (MTSU)

Med

UXPROD-4017 - Getting issue details... STATUS

29Metadata Management

Add a similar feature to Sierra Global Update that allows you to see the data from the fields of the same type (author, subject, title, etc.) present in a set (review file) of records.  

Use case  Identify bib records from the daily headings reports that have not been sent for authorities processing. 

Example: Backstage inserts a code indicating that a bib record has been processed in the 040 field. I can view all the 040 fields from a set of records using the “toggle” function in Global Update and select records for future authorities processing. 

Use case – Find patterns of problems in a set of records. 

Example: During record loading, some MARC fields may end up being duplicated. Sierra Create List searching cannot find duplicate fields, but the “toggle” function in Global Update helps identify affected records. 

Inventory: Instances, MARC bib SRSUnknown

Molly Driscoll on behalf of Michigan State University

MedNeed more information  - to check with Bulk Edit Working Group
30Metadata Management

Ability to temporarily add or remove a MARC field in SRS.

Use case – To temporarily exclude some bib records from authorities processing, we add a 9XX note and re-write the monthly search query to exclude records using that note. 

Example: The recent EEBO record load was huge, so we had to temporarily exclude them from the month’s authorities processing query.  

MARC SRSUnknown in FOLIO

Molly Driscoll on behalf of Michigan State University

Jacquie Samples we have this use case

MedWould adding the note and later removing it resolve the problem?
31Metadata ManagementHave the ability to load a text file with barcodes OR UUID for bulk deletion of items. Partial denial of deletions due to existing dependencies (e.g. checked out) must somehow be indicated and be accessible for further processing (e.g. download log file)Items

One-by-one processing via UI, or scripting with existing APIs

Björn Muschallon behalf of Leipzig University Library

Med

UXPROD-3706 - Getting issue details... STATUS

32Metadata ManagementLoad a file of hrids or uuids for instances and change all the instance status or discovery suppress value for the instances. The interface should allow for changing multiple properties at once.inventory: InstancesETLMed

UXPROD-3992 - Getting issue details... STATUS

33Metadata ManagementLoad a file of holdings uuids or hrids and change the call number type, call number prefix, or copy number for all records in the set. The interface should allow for changing multiple properties at once.Holdings, Holdings SRSETL?Med

UXPROD-3715 - Getting issue details... STATUS

34Metadata ManagementLoad a file of item uuids, hrids, or barcodes and make multiple changes at once, e.g., add a temporary location and a temporary loan type and change the item status. ItemsETL?Med

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35CoursesHave the ability to batch edit course reserve items. For example, libraries may wish to batch edit a set of course reserve items to remove their temporary location and temporary loan type (which then pushes the update to inventory). Items, CoursesOne by oneMed

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36Circulation/Collection Management/Metadata ManagementWhen the 3-part Item State is available/developed, there will be the need to identify item records based on a 1-part item state, location, etc. in order to update them with one or more of the 3-part states.  This could be done based on a list of item records (HRIDs or Barcodes), or by location alone, depending on how the 1-part item state is used with location, or other data, at individual institutions.
Maybe ETL but that needs to be explored.  Otherwise, one-by-one staff labor.HighNeed more information
37Metadata ManagementUpdate indicators in a set of SRS recordsSRSETLMed

UXPROD-4017 - Getting issue details... STATUS

38Circulation/Users

Bulk edit to change due dates, considering pandemic situation or short-term temporary closure of a library/location), needs further clarification, e.g. execution based on which characteristics, all loans, loans from specific effective item location, specific library, etc.? Staff user should be prompted to enter the new due date.

Bulk renewals are business logic actions and should be looked at separately from the Bulk Edit app - 

What is the relationship to the applied loan policy (e.g. number of renewals allowed, loan period for renewals)?

Perhaps to be considered together with UXPROD-2375 (Automatic renewals)


scripting with existing APIsHigh

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39Users

Bulk edit expiration date for users. Criteria: Patron group, current expiration date, Blocking status, Department, Custom fields, etc.


one by one

Uschi Klute

on behalf of GBV libraries

Med

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40Any records/appsBulk edit to add, change, or remove a certain tag on a recordallone by oneMed

UXPROD-3924 - Getting issue details... STATUS

41All appsLog of edits made and errors is available after updates completedallrun queries after the fact & export results to validateHigh

UXPROD-3318 - Getting issue details... STATUS

42Metadata Management

Have the ability to identify a batch of instance records with the same characteristic (belonging to a set of batch loaded materials, with a particular status) and then perform a change on any field in the Instance or underlying SRS.

Would expand to cover instances matching multiple characteristics.

Would also want to be able to do this based on a text list of hrids or uuids for the instance records.

Inventory: Instance, SRS
High

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43Metadata Management

Batch delete items: Identify a batch of item records (e.g. scan barcodes, list of UUIDs, file from query) and delete all of them

*should not be able to delete any that are tied to, e.g., order or user data (item status checked out, on order, etc.) – system either does not delete these or gives warning and requires approval before deleting

Inventory: ItemManual,

UXPROD-3706 - Getting issue details... STATUS

44Metadata Management

Batch delete holdings: Identify a batch of holdings records (e.g., list of UUIDs, file from query) and delete all of them (including any underlying SRS records)

*should not be able to delete any that have dependent items – system either does not delete these or gives warning and requires approval before deleting

Inventory: Holdings, SRS (if using MARC holdings), Items

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45Metadata Management

Batch delete instances: Identify a batch of instance records (e.g., list of UUIDs, file from query) and delete all of them (including any underlying SRS records)

*should not be able to delete any that have dependent holdings – system either does not delete these or gives warning and requires approval before deleting

Inventory: Instance, SRS, Holdings, SRS, ItemsInstance deletes are not currently possible (Iris)

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46Metadata ManagementBatch delete SRS records: Identify a batch of records (e.g., list of UUIDs, file from query) and delete all of them (including any related Inventory records)SRS, Inventory: Instance, HoldingsAPI?

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47Metadata Management

Mark as suppressed (from discovery or from staff... or both):

Identify a batch of Instances and all associated holdings/items; Holdings and all associated items; or Items --

Mark all as suppressed

for Holdings, mark any associated items as suppressed also

for Instances, mark any associated holdings and any items associated with them as suppressed also


Inventory: Instance, SRS, Holdings, Item

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48Metadata Management

Mark for deletion:

Identify a batch of Instances and all associated holdings/items; Holdings and all associated items; or Items --

Mark for deletion

for Holdings or MARC Holdings, mark any associated items as suppressed also

for Instances, mark any associated holdings and any items associated with them as suppressed also

Inventory: Instance, SRS bib and holdings, Holdings, Item

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49Metadata Management

Ability to identify records with certain characteristics (a particular 650, for example) and permanently add a MARC field in SRS and Instance to those records.

Use case: In-house record enhancements (adding new controlled vocabularies such as LCGFT or LCMPT)

Inventory: Instance, SRSETL; one-by-oneMedAdditional information needed
50ERM/LicensesUpdating the visibility of certain license terms; e.g. swapping them from internal to public for use with an integration.LicensesOne-by-one
Molly Driscoll (on behalf of Michigan State and Lafayette College)

UXPROD-4019 - Getting issue details... STATUS

51Metadata ManagementOption to identify and add Call Number suffix to records in bulk processHoldings, SRS HoldingsManual - one-by-one

Anushie Moonasasr Durban University of Technology


UXPROD-3715 - Getting issue details... STATUS

52Users / Fees&FinesReduce reminder fees because for a certain period of time the check-in was not possible due to technical/construction reasons.UsersManual - one-by-one

Uschi Klute

on behalf of GBV libraries


UXPROD-4027 - Getting issue details... STATUS

53Users / Custom fieldsin our school libraries: change the grade level at the beginning of the school year (example: grade 7b --> 8b)UsersManual - one-by-one

Uschi Klute

on behalf of GBV libraries


UXPROD-4028 - Getting issue details... STATUS

54Users / Patron Blocks

Bulk edit Patron blocks based on a list/file of users to be uploaded.

Use case: In Leipzig we get 

Users / Patron BlockManual - one-by-one

UXPROD-4012 - Getting issue details... STATUS

55Metadata Management

Move data from one type of record to another within an app

Example: I have a local note in my instance records. I want to move this note to any holdings records associated with these instances. Effectively, this requires copying the note(s), adding them to the associated holdings, deleting them from the instances.

Inventory: Instances, Holdings, Items

Others?

Manual - one-by-one or ETL

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56

Metadata Management

Resource Management

ERM

User Management

Preview Batch Change – We need to be able to choose between 2 functions; update database vs preview change.  That is we should be clicking on a feature/button, such as Do Not Update Database as opposed to Update Database.  This would create an exportable log-file (.csv or other delimited file) for the staff member for analysis in order to prevent introducing accidental record errors.  This Preview feature would be welcome in the Delete Records use-cases as well.All FOLIO record typesNot possible

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57Metadata management
Users
Orders
We want to be able to find and delete duplicate fields.  We want to be able to specify the field or fields where we want to remove duplicate data. Instance, SRS, User, probably all record typesExport data to MarcEdit to find and remove duplicate fields. Reload records.

UXPROD-3785 - Getting issue details... STATUS

additional information needed for editing part

58Circulation/Collection Management/Metadata Management

We have identified mold in our stacks. Items in specific stack ranges need to have their Status changed to Unavailable (while they are sent off site for remediation). I need to identify the Items by their call number ranges and then bulk edit their Status. Once the items are returned, I will need to reverse the process.

See line 9 above for a similar use-case (added by Jacquie)

Inventory: ItemUnknown/Staff labor

Sara Colglazier

We also change Item Status in bulk. This may duplicate the use-case in line 9, though.Jacquie Samples

High

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59

General / Consortia

Metadata Management

Ability to schedule bulk edit changes. This would be useful for certain changes to be implemented after regular hours or for larger changes to run during off peak times. This will also assist with addressing recurring bulk edit changes occurring in sync with other library activitiesNonePersonal calendars/reminders/work off hours

Noah Brubaker 

on behalf of consortia SIG

Jacquie Samples 


UXPROD-4025 - Getting issue details... STATUS

60

General / Consortia

Metadata Management

Ability to apply logic/calculations/conditions to bulk edit changes. For example formula for updating patron expiry, applying changes to fields when a certain value is met, or exceeded, or to apply changes only when a field is equal to a certain value.

Another example: during bulk edit on items, only change the item status to "Long missing" if the current status is "Missing"

NoneNone

Noah Brubaker 

on behalf of consortia SIG

Jacquie Samples 


Additional features needed for calculating/deriving values depending on existing data
61Resource Management/OrdersAbility to close PO/POLs in batch. For example, toward the end of a fiscal year, a Library may wish to close Purchase Orders where all lines are "Fully Paid" but still "Awaiting Receipt." Libraries frequently prepay invoices, especially near the end of the fiscal year, or in times of staff shortages, and do not want these purchase orders to re-encumber upon rollover.POs/POLsOne-by-oneHIgh

UXPROD-4014 - Getting issue details... STATUS

62Purge instances marked for deletionAbility to run an automatically process where a set of instances being marked for deletion is to be deleted. A job has to run to purge (or remove) the record from mod-inventory-storage. TBD with relevant SIGs if this is a use case. Inventory: Instances?

Khalilah Gambrell (added to the list by Charlotte Whitt based on Slack conversation )

?


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63Metadata mngt/Circulation Bulk item record creationAbility to create item records in bulk with bar codes and unique incremental identification field informationInventory: itemCreate outside system in Postman and import into FOLIO

High

UXPROD-3706 - Getting issue details... STATUS

64Metadata ManagementAbility to transform/transfer a group of holdings notes to holdings statement public notes, then delete the original holdings notes.Inventory; holdingsOne-by-oneMed

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65Settings > LocationsAbility to bulk edit locations. Example use cases:
  • Change a large number of locations from active to inactive, or from inactive to active;
  • Add or remove a service point if a library is changing buildings and/or service models;
  • Add or remove a remote storage association
Inventory (locations are in mod-inventory-storage)Make changes one-by-oneMed

UXPROD-4026 - Getting issue details... STATUS

66Metadata Management/ Receiving Ability to update status of the items with the status "In progress" to "Available" so that the new books can included in the New Book Shelf service Item recordMake changes one by one in the receiving app

Magda Zacharska based on the feedback provided by Kay Granskog in the comments to 


MODEXPW-348 - Getting issue details... STATUS

67Metadata ManagementBulk add/create item records to holdings (most likely from a spreadsheet) to create item records for bound journal volumes that were never previously barcoded. Spreadsheet would most likely include: barcode, volume, enumeration, chronology, year, material type, and loan policy.Item record

Manually add/create one-by-one

Data Import matching on Instance and holdings to create item records (currently only able to create one item record at a time)

Lynne Fors (Wellesley College)

Low
68Metadata Management

Bulk adding a MARC field or replace a field in SRS MARC bibliographic records matching on an identifier (OCLC number, HRID)

Example: We need to add a unique 856 field to each MARC record after generating URLs from our digital repository (using a spreadsheet). Each record will have its own unique URL applied at the completion of the bulk edit.

Instance

SRS MARC bibliographic

Manually one-by-one

Lynne Fors Kara Hart (Wellesley College)

Med

UXPROD-4017 - Getting issue details... STATUS

69Metadata Management

Changing the Holdings electronic access relationship type.


We need to update the relationship type of the electronic access in the holdings. For example, from Resource to Related Resource


Holdings recordData Import or one by oneHIGH

UXPROD-4008 - Getting issue details... STATUS

70Metadata ManagementChanging the Holdings Record field "Holdings type"Holdings recordData Import or one by oneLow
71Metadata ManagementAdding, removing or updating admin notesinstance recorddata import or one by oneJennifer EustisLow
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