2020-08-27 (Accession / de-accession discussion) - Part 2

Meeting details

Agenda (what's left from a discussion of the 2020-08-20 meeting)

• Bulk accession proposal

• Send updates of item’s metadata to remote storages 

• Deaccessioning flow(s)

• Remote storages configuration in FOLIO

• Working with remote storage locations in FOLIO

Notes

• Bulk accession proposal
  • All institutions can benefit from both parts of the proposal.
  • First part - generate CSV file with filtered items barcodes in Inventory – can be used by CaiaSoft staff to upload barcodes list into their Remote Storage System. Dematic users need a file to upload it in FOLIO for further bulk accession actions
  • Second part - upload items barcodes csv file for accession – will basically change items locations, so could be used not just for accession, but for batch location update as well
  • The proposal applies data import/export working principles
  • Bulk accession is not an MVP requirement for Remote Storage integration
• Updates of item’s metadata in remote storages
  • Since item’s barcode is a unique identifier in the Remote Storage system, barcode update in FOLIO would result in item accession in case of remote storage provider with ILS-initiated accession
  • Old barcode should not be de-accessioned from remote storage, as in case of an error it would be harder to trace an item. Such cases should be included in the accession report as probable inconsistencies.
  • It is unclear what should be done for CaiaSoft items in case of barcode update, as item cannot be accessioned from FOLIO side. The most likely option is to highlight such update in reports.
  • Changing barcode is extremely edge case and mostly done via creation of the new item record.
• Record Location updates in FOLIO
  • Location change from non-remote to remote – should be available for all remote locations, no restrictions for CaiaSoft here (even though the accession is not triggered on the FOLIO side). Double-check with Jacquie.
  • Location change from remote to remote (another storage) – looks like more than edge case. De-accession of the item from previous Remote storage isn’t necessary. Accession and de-accession should be absolutely separated processes.
  • Location change from remote to non-remote – does not require following de-accession process.
• Deaccessioning
  • Usually, deaccession isn’t started in ILS (except for Grand Valley State University), but in Remote Storage system
  • For Grand Valley State University, the check should be performed before deaccessioning to confirm the item has been physically retrieved from the storage. Otherwise the item retrieval is impossible.
  • In the result of any deaccession, location shouldn’t be changed, item status is updated instead. Which FOLIO item status suits better or a new one should be added?
  • Deaccessioning flow diagrams should be completely re-designed.
  • Deaccession implementation is not the day-one requirement.
• Remote storages configuration
  • Remote storages will be configured in a separate Settings section to achieve flexibility in different Remote Storage Systems set-up.
  • Created and configured remote storage in Settings can be then linked to location (last shelving level).
  • Additional settings should be defined for HTTP and TCP/IP integrations.
  • De-accession settings should be re-visited
  • Additional possible configurations are: locations mapping for FOLIO and Caiasoft, reports settings (like scheduling, e-mail(s) to be sent to etc.)
• Work with remote storage locations
  • Consider setting the location to remote on the higher level and involve inheritance, so that remote storage can be assigned to, e.g. campus, and all its successive libraries and shelves become remote as well. However, setting-up locations is mostly a one-time operation, so doesn’t really require described functionality.
  • Cornell doesn’t need CaiaSoft-FOLIO locations mapping, but Duke does. Cornell can operate within one remote location, while Duke requires the ability to store different items in different remote shelving locations.

Artefacts

Attendees