On-the Fly / Fast add Use Cases

Acquisition – here it is part of the ordering process

Circulation – could be for:

Personal copy of items to be circulated for course reserve
A piece of an item scanned in for course reserve
Item needed to circulate before cataloging can be done

Course Reserves:

Personal copy of items to be circulated for course reserve
A piece of an item scanned in for course reserve

	Use case	Template	More data elements *)	Who creates	Notes	Submitted/discussed	Jira
1	At check out. Can't find any record in Inventory.	One fixed template (for MVP) Instance look up in Inventory (similar to modal in Orders?) (instance+holdings+item)	Instance status (default: other) Suppress from discovery (Yes/No) Place of publication Resource type (default: other) Location (Permanent) Call number (default ??) Item status (default: available) Item notes Check in notes Enumeration Chronology Number of pieces	Circ. staff. Student worker?	Check box for sending to cataloguing. Check box to leave unchecked by default. If to send to cataloguing, then enter a check mark.	10/11/2019	UIIN-269
1a	At check out. A book in Russian/Korean/Chinese Translation done by the patron	Same as above	Same as above	Circ. staff. Student worker?		10/11/2019	UIIN-269
2	Reserves Intake e-item File submitted by faculty	Access to fast add template from Course reserves app	+URL	Circ. staff.	Automatically add to identified course list
3	Reserves Intake e-item Created by library	Access to fast add template from Course reserves app	+URL	Circ. staff.	Automatically add to identified course list
4	Reserves Intake - physical item Item submitted by faculty (personal copy)	Access to fast add template from Course reserves app	+ personal copy checkbox	Circ. staff.	Automatically add to identified course list

*) In UXPROD-1057 following elements are listed for a skeletal Inventory record (instance, holdings, item):

The required fields in Inventory:

Instance record
- System supplies
  - FOLIO id,
  - Human readable ID,
  - Metadata source
  - Date added
- Needed to enter
  - Title
  - Status
Holding Record
- System supplied all of the above information for instance
- Entry needed
  - Location
Item Record
- System supplied all of the above information for instance, holding
- Entry needed
  - Location ( if different)
  - Barcode
  - Material type
  - Call number
  - Item state
  - Loan type (permanent/temporary)
  - Course reserve also need the item record to include the electronic access information (856 type info)

Notes about metadata management flow

Lim213 (10/12/2019, 3:20 PM)

@charlotte If a fast add is created - is it possible for a MARC record to be brought in and to overlay that FOLIO record if desired? I'm thinking of occasions when a book comes to the circ desk to be loaned - a fast add is created, then when it is returned it goes to cataloging. We would probably need to keep Instance/Holdings/Item that are already in the system, but enhance them. The Instance with MARC

Charlotte Whitt (10/12/2019, 9:12 PM)

Hi @lisamccoll and @andrealoigman - the fast add form/template is just an easy way for non-catalogers to create an instance with associated holdings and item data

The instance, holdings and item records created behind the scene by using the fast add template, are no different for any records created directly in Inventory.
The instance record being created will have e.g. instance status: other as we talked about yesterday, and metadata source FOLIO
The given instance record (as any instance record, which the library choose to edit in MARC-format) can then be overlayed by a MARC record or be picked up and edited in MARCcat. When edit in MARCcat has taken over, then the metadata source for this given record, will change from FOLIO to MARC, and any further edit of the given instance record, can only be done in MARCcat