Work still in progress

Deleting MARC Bibliographic Records

Deleting via Inventory UI (Settings Instance as deleted)

When an Inventory instance with source =MARC is set as deleted in Inventory UI then:

• Inventory instance record is set as suppressed from discovery and staff suppressed

• Underlying SRS record deleted property is set to true and LDR05 is set to “d”

As a result, the record is included as deleted in all export types and harvested by OAI-PMH as deleted as well.

Deleting through API call

Deleting an Inventory instance with source =MARC directly through API from inventory-storage does not handle any dependencies but a copy of the record is stored in internal (not available to the users) table audit-instance. The underlying SRS record is not updated.

As a result, the record is excluded from all export types but is harvested by OAI-PMH as deleted.

Deleting instance with source = MARC directly through API from source-record-storage does not handle any removes MARC record but leaves linked inventory instance without underlying SRS record.

As a result, the record is excluded from all export types and OAI-PMH harvests.

Deleting via quickMARC UI (Updating LDR05)

Editing an Inventory instance with source= MARC directly in quickMark by setting LDR05 to “d” does not reflect any changes in the linked Inventory instance record. However, because of the correct value of LDR05 the record is exported as deleted in all export types and it is also harvested by OAI-PMH as deleted.

Deleting FOLIO Instances

Deleting via UI (Settings Instance as deleted)

When an Inventory instance has source= FOLIO and it is set as deleted in Inventory UI then the record is set as suppressed from discovery and staff suppressed.

When the record is exported it will have a simplified record generated on the fly since there is not underlying SRS records for FOLIO instances. When harvested via OAI-PMH, the record is harvested with suppressed from discovery flag set to true.

Deleting through API call

Deleting FOLIO instances directly through API does not handle any dependencies but a copy of the record is stored in internal (not available to the users) table audit-instance. As a result, the record is excluded from all types of exports but based on the entry in the audit-instance table the record is harvested as deleted.

Deleting MARC Authority Records

Deleting via UI

<to be added>

As a result the record is included in export of deleted authority records. OAI-PMH - not applicable

Deleting vi API call

<to be added>

As a result, data export <to be added> . OAI-PMH - not applicable

Deleting MARC Holdings Records

Deleting via Inventory UI

<to be added>

Deleting through API call

<to be added>

Deleting via quickMARC UI (Updating LDR05)

<to be added>

Deleting FOLIO Holdings

Deleting via UI

Deleting FOLIO holdings in the UI handles some of the record dependencies and a copy of the record is stored in the internal (not available to the users) audit-holdings table.

As a result, the record is excluded from all exports. However, an instance record associated with the holding will be included in an incremental harvest based on the entry in the audit-holdings table.

Deleting through API call

Deleting FOLIO holdings directly through API does not handle any dependencies but a copy of the record is stored in the internal (not available to the users) audit-holdings table.

As a result, the record is excluded from all exports. However, an instance record associated with the holding will be included in an incremental harvest based on the entry in the audit-holdings table.

Deleting Item Records

Deleting via UI

Deleting item record in the UI handles some of the record dependencies and a copy of the record is stored in the internal (not available to the users) audit-items table.

As a result, the record excluded from all exports. However, an instance record associated with the item will be included in an incremental harvest based on the entry in the audit-item table.

Deleting through API call

Deleting item record directly through API does not handle any dependencies but a copy of the record is stored in the internal (not available to the users) audit-items table.

As a result, the record excluded from all exports. However, an instance record associated with the item will be included in an incremental harvest based on the entry in the audit-item table.

Additional consideration

How Data export: export-all endpoint determines deleted records

1. MARC Instance is considered deleted when:

   1. LDR05 is set to ‘d’ (treat MARC fields as a source of truth) 

   2. 005 as base to determine when the record was deleted. 

2. MARC holdings is considered deleted when: 

   1. LDR05 is set to ‘d’ (treats MARC fields as a source of truth) 

   2. 005 as base to determine when the record was deleted. 

3. FOLIO Instance is considered deleted when instance is set as staff suppressed and discovery suppressed

4. FOLIO holdings is considered deleted when holdings-audit table contains the UUID 

How OAI-PM handles deleted records

1. MARC Instance is considered deleted when

   1. instance-audit table contains the UUID , or

   2. LDR05 is set to “d” and SRS record state is set to ACTUAL or DELETED, or

   3. SRS record is set to “d”

2. MARC and FOLIO holdings is considered deleted when holdings-audit table contains the UUID.  

3. FOLIO items is considered deleted when item-audit table contains the UUID.  

Audit tables maintenance scripts

Since FOLIO does not provide a robust way to track the deleted records the audit tables allow OAI-PMH to indicate if record was deleted so that it can be correctly indicated in the incremental harvests.

The audit tables are populated each time the record is deleted either through API or direct delete in the database (common during the initial data load) and can accumulate a lot of data over the years, significantly impacting performance of OAI-PMH. The hosting provides should run the maintenance scripts on the regular basis but with the full harvest coordination so that incremental harvests are not affected by prematurely deleted data.