Version History & Last Updated Data Use Cases (Inventory app)

Version History (Change Tracker)

Use case (brief)Record typeadditional detaildata requiredadded by / datenotes/discussion/questions
Statistics trackingInventory instancesmay not actually meet this use caseUser, date, type of change

Laura D / April 20, 2023

+1 Jennifer Eustis

this use case added mostly as an example
Version history and troubleshootingInventory FOLIO item records
user, date, type of changeJennifer Eustis / 4-20-2023
Version history and troubleshootingInventory FOLIO holdings records
user, date, type of changeJennifer Eustis / 4/20/2023
Accidental overlayInventory instancesRevert to a previous instanceUser, date, type of changeJeanette Kalchik / May 2, 2023Does 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 trackingInventory FOLIO item recordsLibrary of Congress Collections Management Divisionuser, date, type of change, actual changeGrace 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 trackingInventory FOLIO holdings recordsLibrary of Congress Collections Management Divisionuser, date, type of change, actual changeGrace 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/removalInventory Instances, SRS records, Inventory Holdings, Inventory ItemsRestore the previous version of Instance or source recordUser, date, type of changeLynne Fors / Sept. 5, 2024Does 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 typeadditional detaildata requiredadded by / datenotes/discussion/questions
Calculated value is changed due to an update to a related recordItemExample: Holdings call number changes, which updates the effective call number in the Item record(s) associated with it
Laura D / Sept 5, 2024I 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 dataInstaceNot 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 typeConsumer (e.g., Individual user or External process/App)additional detailcould this use case be met by version history (or other functionality) instead?added by / datenotes/discussion/questions

itemRTAC



Troubleshootingallindividual userwhen errors are uncovered it can be helpful to see who last "touched" a record and whenversion history would be a better solution (see note)Laura D / Sept 3, 2024would version history be query-able?
Workflow managementallFOLIO system userwhen 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, 2024How 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?