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 record types can be exported

FOLIO supports exporting the following record types:

• Bibliographic (Instance) data

• Holdings records

• Item records

• Authority records

• Lists of record identifiers (UUIDs) for Instances and holdings in CSV format (from the Inventory app’s search results

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 the default 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 search results and choose Actions → Export instances (MARC). This creates:

   • a UUID CSV file with identifiers of the records matching search criteria - automatically downloaded

   • 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.

• Log of encountered errors if any

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 several default job and mapping profiles that 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

• Custom profiles provide much greater flexibility than defaults.

For more information - see https://folio-org.atlassian.net/wiki/x/N4CVbw

Exports Triggered by API Calls

• Exporting deleted records

• Export all

• Scripting data export job

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.