Version History & Last Updated Data Use Cases (Inventory app)
Version History (Change Tracker)
Use case (brief) | Record type | additional detail | data required | added by / date | notes/discussion/questions |
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Statistics tracking | Inventory instances | may not actually meet this use case | User, date, type of change | Laura D / April 20, 2023 +1 Jennifer Eustis | this use case added mostly as an example |
Version history and troubleshooting | Inventory FOLIO item records |
| user, date, type of change | Jennifer Eustis / 4-20-2023 |
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Version history and troubleshooting | Inventory FOLIO holdings records |
| user, date, type of change | Jennifer Eustis / 4/20/2023 |
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Accidental overlay | Inventory instances | Revert to a previous instance | User, date, type of change | Jeanette Kalchik / May 2, 2023 | Does not happen often. |
Library of Congress | ?? |
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| related to Statistics tracking use case – also not really version history, rather potentially custom fields? (Laura_ | |
Materials tracking | Inventory FOLIO item records | Library of Congress Collections Management Division | user, date, type of change, actual change | Grace Bicho / July 19, 2024 | an example of this would be: user or system name, yyyy-mm-dd, permanent location updated, "Fort Meade" → "Asian Division Onsite" |
Materials tracking | Inventory FOLIO holdings records | Library of Congress Collections Management Division | user, date, type of change, actual change | Grace Bicho / July 19, 2024 | an example of this would be: user or system name, yyyy-mm-dd, permanent location updated, "Fort Meade" → "Asian Division Onsite" |
Accidental data deletion/removal | Inventory Instances, SRS records, Inventory Holdings, Inventory Items | Restore the previous version of Instance or source record | User, date, type of change | Lynne Fors / Sept. 5, 2024 | Does not happen often. Vulnerabilities exposed with the expansion of Bulk Edit functionality |
What should not be shown on the Version History (Change Tracker) aka do not update the date/time stamp of the record.
Use case (brief) | Record type | additional detail | data required | added by / date | notes/discussion/questions |
|---|---|---|---|---|---|
Calculated value is changed due to an update to a related record | Item | Example: Holdings call number changes, which updates the effective call number in the Item record(s) associated with it |
| Laura D / Sept 5, 2024 | I think this is related to the "Workflow management" use case Christie added below |
MARC record in SRS is updated, but the change does not map to any Instance data | Instace | Not all data in MARC bib records is mapped to the Instance records. If something changes in the MARC that does not effect a change in the Instance, the Instance is not actually updated. |
| Laura D / Sept 5, 2024 |
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Last Updated Date/Last Updated By [userid]
Use case (brief) | Record type | Consumer (e.g., Individual user or External process/App) | additional detail | could this use case be met by version history (or other functionality) instead? | added by / date | notes/discussion/questions |
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| item | RTAC |
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Troubleshooting | all | individual user | when errors are uncovered it can be helpful to see who last "touched" a record and when | version history would be a better solution (see note) | Laura D / Sept 3, 2024 | would version history be query-able? |
Workflow management | all | FOLIO system user | when records are updated by internal FOLIO processes, e.g., the item status is changed when an item is checked in or the holdings location changes causing the effective location in the item record to be updated, the record touched by the system should not have the updated date or updated by parameters changed. |
| Christie Thomas / Sept. 5, 2024 | How to determine whether a change is made by a user or an internal process? How to determine the last individual user to work on a record or the last date that the record was changed by an individual user? |
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