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
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
Version history and troubleshooting	Inventory FOLIO holdings records		user, date, type of change	Jennifer Eustis / 4/20/2023
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	??	https://docs.google.com/document/d/1EZXubQ6uD8htEtUOeFLYPulUH29mv3kaQs5GNctYeW8/edit#heading=h.y1npmild7vr4			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

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
	item	RTAC
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?