Complete list of use cases for Deletion of instances

1

Delete an individual instance when the record has been created by a mistake by the same user.

This can happen if you click + New and create and save the record

This can happen if you click Duplicate in the action menu, and the cataloger regret the action after the record i saved.

Inventory

Be able to clean up the data base for instances create by a mistake

@Charlotte Whitt 

High

2

Delete an individual instance if two users have created the same record. 

This can happen by a coincidence, or misunderstanding

Inventory

Be able to clean up the data base for instances create by a mistake

@Charlotte Whitt 

High

3

Delete an individual instance if a record is being created during Data Import, and that same title already exist in Inventory

This can happen by a mistake when loading records using Single Record Import or another Data Import job profile, where overlay of records is not happening.

Inventory

Be able to clean up the data base for instances create by a mistake

@Charlotte Whitt 

High

4

Delete an individual instance if a record exist in Inventory, and then later an extra copy is ordered.

This can happen by a mistake when the Acquisition staff is not aware the title is already present in Inventory, and the acquisition staff miss to connect the new order with the existing title.

Inventory, Orders

Be able to clean up the data base for instances create by a mistake

@Charlotte Whitt 

High

5

Delete an individual instance of a record after all items and holdings have been removed (no-traditional Items)

Instance records are created for non-traditional items such as laptops, power cords etc. Once the items are no longer circulated all records are removed.

Inventory

Be able to clean up the data base of instances no longer needed.

@Thomas Trutt 

High

6

Delete an individual instance of a record that has no holdings or items records (MARC based) created from Data Import / Migration

Instance records that were imported from a previous LMS. The records were imported with no holdings or item records or these components have been moved/deleted.

Inventory

Be able to clean up the data base of instances no longer needed / created by mistake

@Thomas Trutt 

High

7

Delete an individual instance of a record that was created at time of order, but is no longer needed

An order was put in for an item and an instance record was created at time of order.  The order was then cancelled and the item will not be re-ordered so the instance record is no longer needed.

Inventory, Orders

Be able to clean up the data base of instances no longer needed.

@Raegan Wiechert 

Medium

8

Delete an individual instance for an item that has been withdrawn

User or automated process has already deleted holdings/items for withdrawn items. Now I want to get rid of the instance record.

Inventory, Orders

Be able to clean up the data base of instances no longer needed.

@Raegan Wiechert 

High

9

Delete a set of instances that could not previously be deleted because of lack of functionality

There are already many records in the system that need to be deleted now that the functionality exists. Need to be able to delete as a set, rather than having to delete individually

Inventory

Be able to clean up the data base of instances no longer needed / created by mistake

@Raegan Wiechert 

High

10

Delete a set of instances because of a bad Data Import

Instances were created as part of Data Import, but a wrong profile or improperly set up profile was used.  Or a wrong file was loaded.

Inventory, Data Import?

Be able to clean up the data base for instances create by a mistake

@Raegan Wiechert 

Medium/ High

11

Delete an instance associated with a deleted order.

If an order cannot be fulfilled or was created in error and is deleted the associated instance should be deleted as well. The instance may or may not have an associated MARC record.

Inventory, Orders

Be able to clean up the data base of instances no longer needed or where the data was created by mistake.

@Christie Thomas 

Medium/High

12

Delete an instance that is unable to be edited or overlayed.

If an instance can no longer be maintained because there is a data issue somewhere in the system that prevents it from being edited or overlayed, users should be able to create a new instance for the management of the resource and the corrupted instance should be able to be deleted. (This is a secondary to not being able to correct corrupted instances.)

Inventory

Be able to clean up the data base of records that are no longer usable.

@Christie Thomas 

High

13

Delete an instance that is at the end of its life.

Some instances are intended to be temporary records - instances describing leased electronic materials; instances representing resources that are not a part of the library collection, professors' copies for example; etc.

Inventory

Be able to clean up the data base of instances no longer needed.

@Christie Thomas 

Medium/High

14

Export deleted instances 

The ability to export deleted bibliographic records to support e.g. the Cataloging Distribution Service.

Inventory, Export 

Be able to retain deleted records when relevant

@Charlotte Whitt 

Medium/ High

15

Export deleted authority records

The ability to export deleted authority data to support e.g. the Cataloging Distribution Service

MARC Authority, Export

Be able to retain deleted records when relevant

@Charlotte Whitt 

Medium/ High

16

Delete a set of instances for electronic materials that the library no longer has access to

Need for deletion most likely due to library no longer subscribing to an e-resource package or to title changes in a package; any holdings or items (if applicable) have been deleted already. Batch deletion would be preferable to individual record deletion in this context.

Inventory

Be able to clean up the data base of instances no longer needed.

@Amanda Scott 

High

17

Delete a set of instances for physical materials that have been withdrawn

Any holdings or items have been deleted already. Batch deletion would be useful in large withdrawal/weeding projects and would be preferable to individual record deletion.

Inventory

Be able to clean up the data base of instances no longer needed.

@Amanda Scott 

High

18

Delete one or more Instances when triggered by Data Import (using Action profile = Delete)

Would be triggered based on Data Import of a MARC Bib file, rather than by a Batch edit or Inventory function.

Data Import

Be able to remove SRS and Instance records for materials that were weeded, declared lost, or otherwise removed from the collection (e.g. records for DDA titles that were never triggered for purchase)

@Ann-Marie Breaux (Deactivated) 

Medium

19

Delete one or more instances when the to-be-deleted instances have underlying SRS records, and the library wants them to be FOLIO-managed records (inventory-only) instead

Libraries coming from systems like Aleph may have maintained "stub" MARC records for items like equipment or room keys to allow them to circulate. If they import those records and then want them to be editable in the UI, they likely will want them to be FOLIO-based instead of SRS-based. So the step would be to delete the instance/holding/item created from the stub SRS record, and recreate as an Inventory-only record instead.

Inventory, data import

Be able to allow libraries to tweak managing their records as they start to use FOLIO and discover desired functionality

@(OLD ACCOUNT) Erin Nettifee 

Low

20

21

Delete a set of instances when ...