2021-11-04 Metadata Management Meeting notes

Notetaker?

Felix

PC update

Minutes

Primarily focused on continued discussion of strategic initiatives.

Other updates/announcements

MARC updates (Holdings & Authorities)

@Khalilah Gambrell

• Link to Khalilah's slides:

• FOLIO Cataloging Capabilities ppt

• MARC authority app mockups ppt

  • Integrates with QuickMARC

• Kiwi Release - MARC Holdings capabilities

  • Create via Data Import in Kiwi. With Lotus the MARC holdings record can be created directly from Inventory.

  • Edit in QuickMARC

  • View in Inventory, and locked if source == MARC

  • Relationship between FOLIO and MARC holdings are established

  • Field 001 and 004 are configurable with respect to the data from the Inventory HRID. Field value in the Holdings record > 004 is the HRID of the linked instance record

  • If holdings get moved to another instance record, the value in 004 is updated

• Questions:

  • Will there be holdings properties we still can maintain in Inventory holdings (when there is an underlying MARC holdings); e.g. statistical codes, and suppress from discovery? → Yes, like with the Instance record.

  • Is the 999 ff $s the uuid for the MARC SRS bib or the MARC SRS holding? → It is the Holdings UUID. 

  • Will the access to MARC holdings related actions be governed by permissions? So libraries who do not use MARC holdings, will not see any action buttons, or other options - while this is not needed if they only use Inventory holdings (with no underlying MARC holdings) → Yes, the known permissions (view, edit, delete)

  • What is the planned connection between MARC authorities and Instance records? → Needs to be discussed, not in Scope for Lotus.

  • is there a list somewhere of which apps will use elastic search? → So far only Inventory and Authority Search. The RM group has done some UX mockups but has not decided yet to implement as far as MM knows

  • What about Modules that pop up that interact with Inventory? → Needs discussion, postponed

Deleting Instance records at MTSU

@wtf

• Slides

• A delete tag is added to instances that should be deleted by the catalogers

• They use Bash scripts that are automated via a Cron job on a Linux server

• Step 1: Retrieve instance records by tag, retrieve attached holdings_ids, retrieve attached item_ids

• Step 2: Delete items, then holdings, then instances

• SRS records can't be deleted. After a delete request the status changes from ACTUAL  to DELETED 

  • Note Ann-Marie: "I'll check with the SRS devs about the API documentation"

• Is there a check in place that validates something like an item status == "checked out"?

  • Instance record is set to "suppressed" and then tagged

  • Just a few instances have items associated that could be potentially be checked out

• Another issue could be if the instance record is linked from a POL in the Orders app

• Comment from Jessica: "There is definitely a use case for wanting to keep an order/pol but delete the instance. Like if you withdraw something and don't want the bib cluttering up the database, but need to keep the order for accounting purposes."

• uChicago has a similar workflow with Kuali OLE: They add a tag in a 9XX field ("delete"), and then run a report that checks on dependencies before the record is deleted in the database

• Q from Sara: "Do we know if we delete and Item that was created by a Piece, will ONLY the item be deleted and NOT the Piece as well?" → A-M: "Hi Sara - I think it's worth testing. I don't think deleting the item will delete the piece. But the opposite may happen - orders does some cleanup in Inventory when orders/pieces are deleted"

• From Jessica: "being able to report out (ie identify) the dependencies is really 90% of the battle"

• From Laura: "agreed, Jessica -- and controlling how the tagging to be deleted happens accordingly. we are using a statistical code to mark records that potentially should be deleted, but not all have been vetted for potential dependencies."

• Feature in Jira: UXPROD-1624 Deletion. Implement action menu in top navigation bar. Enable the user to delete a metadata record (Instance) - is P2. New approach: Set as Folio wide theme. Is also a topic in the App Interaction SIG.

• Instead of hard delete in the database just hide records? There is a permission "staff suppressed" that matches the checkbox in the records.

• Q from Lisa F: "So what if I made a mistake, (or we found the book that was lost for 20 years.): can I put them back or do I reimport?  Just curious..."

Future topic idea: Present on batch updates with Shell scripts. This could be a topic for the API lab

Deleting Instance records at GBV

@Felix Hemme

Postponed to the meeting 11/11/2021

Aaron Trehub

Auburn

Adam Cottle

Skidmore College

Amelia Sutton

U Mass-Amherst

Amanda Scott

Middle Tennessee State University

Ann-Marie Breaux

EBSCO

Ann Kardos

UMass Amherst

Annalisa Di Sabato

@Cult

Brian Clark

University of Alabama

@Charlotte Whitt

Index Data

Christie Thomas

Chicago

Christin Seegert

hbz

Colin Van Alstine

Smith (FC)

Damian Biagi

Western New England Univ

Dennis Bridges

EBSCO

Dennis Christman

Duke University

Douglas Chorpita

Goethe Uni Frankfurt

Dracine Hodges

Duke University

Dwayne Swigert

Missouri State

Felicia Piscitelli

Texas A&M

Felix Hemme

ZBW

Jackie Magagnosc

Cornell Law

Jacquie Samples

Duke University

Janet Ewing

Mount Holyoke College

Jason Kovari

Cornell

Jeanette Kalchik

Stanford University

Jenn Colt

Cornell

Jennifer Eustis

UMass Amherst

Jesse Lambertson

University of Chicago

Jessica Janecki

Duke University

Joshua Barton

Michigan State

Joshua Lambert

Missouri State

Kathleen Norton

Mount Holyoke

Khalilah Gambrell

EBSCO

Kristin Martin

University of Chicago

Kristen Wilson

Index Data

Laura Daniels

Cornell

Laura Evans

Amherst College

Linda Turney

Middle Tennessee State University

Linh Chang

Stanford

Lisa Furubotten

Texas A&M

Lisa McColl

Lehigh University

Lisa Sjögren

Chalmers

Lucas Mak

Michigan State

Lloyd Chittenden

Marmot Library Network

Lynne Fors

Wellesley

Magda Zacharska

EBSCO

Mark Arnold

Missouri State

Martina Schildt

VZG

Meghan Bergin

U Mass-Amherst

Molly Driscoll

EBSCO

Nancy Burford

Texas A&M

Nancy Lorimer

Stanford

Natalie Sommerville

Duke University

Natascha Owens

Chicago

Niels Erik Nielsen

Index Data

Patricia Ratkovich

University of Alabama

Patty Wanninger

EBSCO

Philip Schreur

Stanford

Raegan Wiechert

Missouri State University

Rita Albrecht

hebis-Verbundzentrale

Rita Lunnon

Stanford

Robert (Bob) Scheier

Holy Cross

Ryan Tamares

Stanford

Sara Colglazier

MHC/5C

Susan Ponischil

Grand Valley State Univ

Theodor Tolstoy

EBSCO

Tim Watters

Library of Michigan

Tiziana Possemato

@Cult

Wayne Schneider

Index Data