Details: We need your help to finalize manually linking bib field to authority record requirements. These scenarios focus on create/derive/edit bib record interactions. Please

Review each Scenario and Outcome Option
In Outcome selection, please prepend your initials to your outcome selection option
In Comments column, please prepend your initials to your comment

NOTE: All linked bib fields will have a $0 populated and will be read-only on the UI. The $0 will populate a URI that includes the Authority record 010$a or 001 as a unique identifier. A MARC bib field's $0 will serve as a match point.

Scenarios

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Scenario

Outcome Option

Outcome selection

Comments

1

Create new MARC bib record via data import app

A. No change. Nothing happens as far as linking.

B. I expect something else.

JAC- B

JE: B

JAC- Would want to run some sort of authority matching process with $0, but would prefer authority control process is not linked to data import.

JE: I'd like to see sort of utility where institutions can set what they want to do and when.

2

Create new MARC bib record via single record import functionality

A. No change. Nothing happens as far as linking.

B. I expect something else.

JAC- B

JE: B

JAC- Same as above. Would want linking process to happen separately from record creation.

3

Derive a new MARC bib record via quickMARC from a bib record with linked authorities

A. Allow a user to decide to keep links or remove them ONCE user hits the Derive a new MARC bib record action

B. Always preserve linking

C. Never preserve linking

D. I expect something else.

JAC- A

JE: A

JB: A

CT: A

JAC-Would be good if there could be a user preference that lets you choose either A or C as a default setting.

4

Overlay a MARC bib record with fields linked to authority records.

A MARC bib record has several bib field(s) linked to authority records
Then user overlays the MARC bib record via single record import

Question 1: How common is this scenario?

A. Very common

B. Occasional

C. Very rarely happens. Definitely edge case.

Question 2: What is your preferred outcome?

A. Allow user to decide whether to keep links (if possible) OR unlink when the user takes the action to overlay record.

B. Always preserve linking

C. Never preserve linking.

D. I expect something else.

Comment - Mixed based on the presence of $0

Question 1

JAC-B

JE: B

Question 2

JAC-D

JE: D

JAC- If the overlay changes the authorized access points in the bib, never preserve linking (for those access points). If there is no change to authorized access points in the bib, preserve linking for those access points (this is a little different than being asked to link all or unlink all).

JE: In some respects, I would like the overlay to preceed where all is unlinked and then the overlay links.

5

Update bib record via data import with NO change to the linked bib field

User updates a linked bib record via data import.
The import file contains a bib record with a
1. No change to authority linked MARC 100 bib field
  1. Indicators
  2. Controlled values
  3. Uncontrolled values
2. Assume that the matched $0 is included in the import file

A. No change thus no impact to linking. (also applies to repeated fields)

B. I expect something else.

JAC-A

JE: A

6

Update bib record via data import with A Change to linked bib field value(s) NOT controlled by authority

User updates a linked bib record via data import.
The import file contains a bib record with a
1. A linked 100 field has a change to uncontrolled $e. For example update $e from author to $e author $e narrator
2. No change to controlled values
3. No change to indicators
4. Assume that the matched $0 is included in the import file

A. No impact to linking. (also applies to repeated fields)

B. I expect something else.

JAC-A

JE: A

7

Update bib record via data import with a Change to a linked bib field value Controlled by authority

User updates a linked bib record via data import.
The import file contains a bib record with a
1. 1. change to Linked MARC bib 100 field $a Angeloo, Maya BUT is linked to authority record 100 $a Angelou, Maya
2. Assume that the matched $0 is included in the import file

Question 1: How common is this scenario?

A. Very common

B. Occasional

C. Very rarely happens. Definitely edge case.

Question 2: What is your preferred outcome for this scenario?

A. Do not update the field. Flag the reason why as this record is controlled by an authority record. FOLIO provides a report when a user attempts to edit controlled values. (Applies to repeatable fields too)

B1. Proceed with update. FOLIO provides a report that informs user that update conflicts with linked authority record. If user edits bib record via quickMARC then system can auto-correct to accurate values when user hits Save. A message/indicator can display for use to unlink authority record or allow for quickMARC to auto-correct. (Applies to repeatable fields too)

B2. Proceed with update and we can remove the link ($9 Authority UUID) and provide a report that we removed it.

B3. Proceed with update and we can remove the link ($9 Authority UUID) and provide no report

B4. Check $0 value and decide whether to update (no report)

C. I expect something else

Question 1

JAC-B

JE: B

Question 2

JAC-A

JE: C

JAC- Would not want for data import, but would want quickMARC to auto-correct to accurate value if typo occurs in in quickMARC.

JE: I think having some sort of utility where you can look at the report and then take action on it -auto correct, manually correct, or something else.

8

Update bib record via data import AND Linked bib field has a different $0 value

User updates a linked bib record via data import.
The import file contains a bib record with a
1. Linked MARC 100 bib field includes a $0 but the value stored (ex. no234556) is not the same as what is in the import (ex. no234349). No other change made this field

Question 1: How common is this scenario?

A. Very common. We do not maintain $0.

B. Occasional

C. Very rarely happens. We maintain $0. Definitely edge case.

Question 2: What is your preferred outcome for this scenario?

A. Proceed with update. Bib field remains controlled (linked to an authority record). FOLIO provides a report when a linked bib field has a missing $0 value. And when user edits bib record via quickMARC then auto-populate $0 when user hits Save. (also applies to repeatable fields)

B. I expect something else

JAC- ?

JE: B

JAC -B

JE: B

JAC- Unsure how "We do not maintain, We maintain $0" is connected to the frequency of scenario?

JAC- B, we would expect it to update $0 and unlink from previous $0.

JE: It would be great to have the option when to run an update.

9

Update bib record via data import AND Linked bib field has a different $0 or no $0 and change to a controlled value.

User updates a linked bib record via data import.
The import file contains a bib record with a
1. Linked MARC bib 100 field includes a $0 but the value stored (ex. no234556) is not the same as what is in the import (ex. no234349) OR no $0 at all
2. And subfield $d has changed from 1900 - 1998 to 1900 - 2000

Question 1: How common is this scenario?

A. Very common that the controlled value is changed.

B. Occasional

C. Very rarely happens. Definitely edge case.

Question 2: What is your preferred outcome for this scenario?

A. Do not update the field. Flag the reason why as this record is controlled by an authority record. FOLIO provides a report when a user attempts to edit controlled values. (Applies to repeatable fields too)

B. Proceed with update of $0 and $d. FOLIO provides a report that informs user that the $d and $0 updates conflict and should be manually reviewed. If user edits bib record via quickMARC then system can auto-correct to accurate values when user hits Save. A message/indicator can display for user to unlink authority record or allow for quickMARC to auto-correct. (Applies to repeatable fields too)

C. I expect something else

Question 1

JAC-B

JE: ?

Question 2

JAC-B

JE: C

JE: I feel that institutions should be able to schedule this and perhaps even the types of updates that take place.

10

Update bib record via data import AND Linked bib field has a different $0 or no $0 and change to a uncontrolled value.

User updates a linked bib record via data import.
The import file contains a bib record with a
1. Linked MARC bib 100 field includes a $0 but the value stored (ex. no234556) is not the same as what is in the import (ex. no234349) OR no $0 at all
2. And subfield $e has changed from $e author to $e author $e narrator

Question 1: How common is this scenario?

A. Very common that the controlled value is changed.

B. Occasional

C. Very rarely happens. Definitely edge case.

Question 2: What is your preferred outcome for this scenario?

A. Do not update the field due to the wrong $0. Flag the reason why as this record is controlled by an authority record. FOLIO provides a report when a user attempts to edit controlled values. (Applies to repeatable fields too)

B. Proceed with update of $0 and $e. FOLIO provides a report that informs user that the $0 update conflicts and should be manually reviewed. If user edits bib record via quickMARC then system can auto-correct to accurate value when user hits Save. A message/indicator can display for user to unlink authority record or allow for quickMARC to auto-correct. (Applies to repeatable fields too)

C. I expect something else

Question 1

JAC-B

JE: ?

Question 2

JAC-B

JAC-We want to update the data we are bringing in; we don't always want authorities app to be doing field protection for us, and when we do we want to turn it off and on.

11

Data field protection handling (need to write a scenario)

12

Is there a scenario where data import should reject updating the entire bib record due to authority linking errors? Please post your scenario under Comments section.

JAC- NO

JE: No

Data import should let us upload what we want to, even if the records are poor.

JE: Linking errors should be reporting in a separate report to look at and resolve separately.

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