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Data Export

Data Export

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    • Overview: Data Export in FOLIO

    The Data Export app in FOLIO allows libraries to extract bibliographic and inventory data from the system in standardized formats—primarily MARC 21—for use in external systems such as discovery layers, consortial sharing tools, preservation systems, or data migration workflows.

    What data can be exported

    FOLIO supports exporting the following record types:

    • Bibliographic (Instance) data

    • Holdings records

    • Item records

    • Authority records

    • Lists of record identifiers (UUIDs) in CSV format

    If an Instance record has an underlying MARC record stored in Source Record Storage (SRS), that MARC record is exported directly. If no MARC source exists, FOLIO generates a simplified MARC record “on the fly” based on mapping rules.

    How exports are initiated

    Exports can be triggered in three main ways:

    1. Uploading a CSV file of UUIDs
      Users can upload a .csv file containing Instance UUIDs to identify which records should be exported.

    2. Using a CQL query
      A Contextual Query Language (CQL) query can be entered to dynamically define the set of records to export.

    3. Quick export from Inventory
      Users can select records directly in the Inventory app and choose Actions → Export instances (MARC). This creates:

      • a UUID CSV file

      • a MARC (.mrc) file logged in the Data Export app.

    Export results

    Each export generates:

    • A MARC file (.mrc) containing the requested data

    • A job log in the Data Export app showing status, errors, and download links.

    Data Export Profiles: How They Work

    Data export behavior in FOLIO is controlled by profiles, which are configured in Settings → Data export.

    Profile types

    There are two main profile types:

    1. Field Mapping Profiles
      Define how FOLIO data elements map to MARC fields and subfields, including indicators and fixed fields. Mapping profiles can use:

      • Entire SRS MARC records

      • Generated MARC based on Inventory data

      • Enrichment with Holdings and Item fields.

    2. Job Profiles
      Link a set of records (UUIDs or query results) with a specific field mapping profile to produce the exported file. Every export uses exactly one job profile.

    Default vs. Custom Profiles

    Default profiles

    FOLIO comes with default job and mapping profiles that:

    • Export full SRS MARC records when available

    • Generate simplified MARC records when no SRS record exists

    • Require no configuration to get started.

    These profiles are useful for basic exports or testing.

    Custom profiles

    Libraries often create custom mapping profiles to support local or consortial needs, such as:

    • Exporting MARC bibliographic records with appended holdings and item data

    • Including barcodes, HRIDs, locations, or electronic access fields

    • Tailoring MARC output for specific external systems (e.g., discovery services)

    Key characteristics:

    • Only one mapping profile is used per export

    • Once a mapping profile is used in a job profile, it cannot be edited, only duplicated

    • Custom profiles provide much greater flexibility than defaults.

    How Users Configure and Use Data Export Profiles

    Step 1: Permissions

    To configure profiles, users must have:

    • Settings (Data export): Can view, add, update profiles permission
      To run exports, users must have Data Export app permissions.

    Step 2: Create a field mapping profile

    In Settings → Data export → Field mapping profiles, users:

    • Choose the record source (SRS or Inventory)

    • Define MARC fields, subfields, indicators, and data sources

    • Optionally include Holdings and Item fields.

    Step 3: Create a job profile

    In Settings → Data export → Job profiles, users:

    • Name the profile

    • Select a field mapping profile

    • Optionally configure file delivery options

    • Save the job profile for reuse.

    Step 4: Run an export

    In the Data Export app, users:

    • Upload a UUID file or enter a CQL query

    • Select a job profile

    • Start the export and later download the generated MARC file.

    Summary

    In FOLIO, Data Export is a configurable, profile-driven process that transforms internal bibliographic and inventory data into MARC files for external use.
    Job profiles determine what is exported and how, while mapping profiles control how data appears in MARC. Together, they allow libraries to support simple exports as well as highly customized, standards-compliant workflows—all without reconfiguring each export manually.