Deletion of instances - dependency check
- Charlotte Whitt
- Stephanie Buck
List of relevant dependency checks with other apps.
a) In some cases if a dependecy is in place, then the instance can not be deleted
b) In some cases the data might need to be copied over for 'historic reasons' and when that has happened then the instance can be deleted.
Relevant for the work on UXPROD-1624:
Dependency within Inventory and Inventory and other apps:
# | Dependency check. Use case | Action | Apps | Goals | Added by ... | Priority? | Release |
|---|---|---|---|---|---|---|---|
| 1 | If an instance with instance source = FOLIO has no dependencies with associated holdings/items or other apps | Then the instance can not be deleted. | Inventory | Be able to clean up the data base for instances which has been created by a mistake | High | Nolana | |
| 2 | If an instance with instance source = FOLIO has an associated holdings record | Then the instance can not be deleted - until the holdings has been deleted first. | Inventory | Be able to clean up the data base for instances which has been deprecated, or created by a mistake | High | Nolana | |
| 3 | If an instance has an associated TLR (Title Level Request) Note: An item record can not be deleted if an item level request is associated with the item - so this case is solved | Then the instance can not be deleted - until the last TLR in the queue has been fulfilled | Inventory, Request | Be able to clean up the data base for instances deprecated or created by a mistake | High | ||
| 4 | If an Instance has an underlying MARC record stored in SRS Note: quickMARC is not an issue here, while quickMARC just pull in given data as stored in SRS for the given bibliographic record. | Then the instance can not be deleted until a clean up command has been executed, purged or how we decide to do this. | Inventory, SRS | Be able to clean up the data base for instances deprecated or created by a mistake | High | Nolana? | |
| 5 | If an instance is associated with PO data in an Order record. | TBD what is the wanted behavior when an order was put in for an item and an instance record was created at time of order when the order was cancelled/could not be fulfilled/created by mistake and instance record is no longer relevant to have in the collection. Scope: deletion of instances associated with a deleted order | Inventory, Orders | Be able to clean up the data base for instances deprecated or create by a mistake | High | ||
| 6 | If an instance is associated with data in the Circulation log app | TBD what is the wanted behavior when historic data is to be kept in the circulation log, but the instance is to be deleted. | Inventory Circulation log | Be able to clean up the data base of instances no longer needed. Retain the (historic) data in the Circulation log. | High | ||
| 7 | If an Instance has item being on loan. | Items on loan can not be deleted, that is functionality already in place. Note: instance with associated holdings and item can not be deleted. | Check out Inventory | Prevent the instance of being deleted. This is already implemented for item records | High | ||
| 8 | If an instance has associated holding and item, and the item has been withdrawn | Then the user or automated process has already deleted holdings/items for withdrawn items. The instance when checked for other types of dependency (as listed in this table) will then be subject for deletion | Inventory | Be able to clean up the data base of instances no longer needed. | High | ||
| 9 | If an instance/instances have been created because of a bad Data Import file, and the underlying MARC record was not created. This can happen when:
| TBD what is the wanted behavior, e.g. run a reverse process and roll back the Data Import. and make sure that all generated records are deleted a) instance b) holdings c) item d) underlying bibliographic MARC in SRS e) underlying MARC holdings in SRS | Data Import, Inventory, SRS | Be able to clean up the data base of instances, holdings, item created by mistake | High | ||
| 10 | If an instance that is unable to be edited in quickMARC or overlayed by Data Import/Single Record Import | TBD the wanted behavior, when 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.) | quickMARC, SRS, Inventory | Be able to clean up the data base of records that are no longer usable. | High | ||
| 11 | 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 | Medium/ High | ||
| 12 | If an instance has linking to authority data in the MARC Authority | TBD by the MM-SIG. Suggestion: that the instance can be deleted with a warning message (cancel/confirm) | Inventory, SRS, MARC Authority | Be able to unlink records. Delete instance. Do not change data in MARC Authority. | Medium/ High | Orchid? | |
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Dependency Other apps > Inventory:
| App | Description | Should we allow the deletion to proceed (Yes/No) - If Yes, what should happen? | UXPROD or Jira issues | Product owner | Development team | Planned release |
|---|---|---|---|---|---|---|
| Data Import | Currently, Data Import does not support deletion of Instances or SRS MARC Bibs, so that would need to be implemented. | Foljet | None | |||
| Orders | Direct links from Orders to Inventory Instance UUID Consequence being that an order can potentially no longer be received. Also we are still working on an ability to change the instance connection. This would be necessary to correct order with references to deleted instances | UIOR-594 - Getting issue details... STATUS | Thunderjet | None | ||
| Invoices | Should not be able to delete an instance if an unpaid invoice is associated | Thunderjet | None | |||
| Receiving | Should not be able to delete an instance if an item is in process (to be received) | Thunderjet | None | |||
| Agreements/Licenses/ERM | No direct links from Agreements or Licenses to Inventory right now, BUT do have direct links to POLs and if a linked POL has an Inventory Instance UUID stored with it, then that will be display as a link to the instance in Inventory. | Bienenvolk | None | |||
quickMARC / SRS | Instance record with Source = MARC has record stored in source-record-storage (srs). So deletion of instance record mean this record will be removed from srs and thus should not be available to edit. | Yes - Spitfire can work with Prokopovych to determine what needs to be passed to Spitfire to delete the record stored in SRS. | Spitfire | Nolana? | ||
| MARC Authority app | Once Authority records are linked to related MARC Bibs or Instances (work planned for Nolana) Q: Charlotte What happens with all the instances and MARC records in SRS which have been associated with the deleted authority record? A: Khalilah "We will work on that when we support linking between MARC bib and authority records. For Nolana, we will probably just not allow for deletion once we detect links. | Yes - unlink records. Do not change data in Instance. | Spitfire | Orchid? | ||
| mod-search | Update indexes to be kept in sync when the instance is deleted from inventory-storage | Spitfire | None | |||
| mod-inventory-update | Aligned with general FOLIO solution for check on dependencies | MODINVUP-17 - Getting issue details... STATUS | Sif | Orchid | ||
| mod-oai-pmh |
| Firebird | None | |||
| Courses | Should not be able to delete an instance if one or more associate item(s) is(are) part of a Course | No | Thor? | None | ||
| Circulation log | Need the RA-SIG input here | Yes - unlink records. Do not change data in Circulation log. | Firebird | None | ||
| Requests | Delete an instance record based on status? | Stephanie Buck (title level requests) | Vega | None | ||
| Check out | Should not be able to delete an instance if one or more associate item(s) is(are) checked out to a patron | No | Vega | None | ||
| Check in | Should not be able to delete an instance if an associate item does not have the item the appropriate item status (available, lost and paid etc.) | No | Vega | None | ||
| Fees/fines | Should not delete an instance tied to an item based on fee payment status? | Vega | None | |||
| Remote storage | (no description) | Firebird | None | |||
| LTI | ? |