HRID Settings

Ann-Marie Breaux

24 Sept 2019

rev 27 Sept 2019

HRID handling

HRID handling across the various bibliographic apps (Inventory, SRS, MARCcat)

• The following slides describe the behavior after initial data migration.
• During data migration, the library may choose to add records using the existing HRIDs
• Per the Data Import group (25 Sept 2019 meeting), after the initial migration (which wuld not load through the Data Import or MARCcat UI), there should not be a need to load records with pre-existing HRIDs; if there is, libraries should use their migration process, instead of trying to load them with Data Import
• Jira Epic = https://issues.folio.org/browse/UXPROD-884;; all UI and MOD stories linked to it

HRID handling in SRS for MARC Bib Records, part 1

MODSOURMAN-206

• Note that this logic only applies to new SRS records created *after* initial migration, and includes the following assumptions:
• Initial migration will not be handled via Data Import
• Any pre-existing HRIDs will be mapped and handled during initial data migration

​

• When the Data import action = Create
• Always remove the 001 from the incoming MARC record (Note that there may be field mapping to move it to a different field, e.g. move from 001 to 035)
• Assign next FOLIO HRID based on the Instance sequential number generator in Inventory and the starting number in Settings
• Assign the Instance prefix based on the optional prefix defined in Settings
• Once FOLIO HRID is assigned, put into 001 field of the SRS and MARCcat records
• Map that number to the HRID of the corresponding Instance record

HRID handling in SRS for MARC Bib Records, part 2

MODSOURMAN-206

• When the Data import action = Combine, Replace or Modify
• 001 may be used for matching purposes, e.g. extract records for authority vendor, then re-load the updated records
• If there is field mapping to move the incoming 001 to a different field (e.g. move 001 to 035), then move it
• The incoming record should always be matching to an existing SRS record. In the event of a conflict between incoming 001 and SRS 001, and the 001 is not being used as the matchpoint, the incoming 001 should be ignored in favor of retaining the existing SRS record’s 001

​

• Once assigned, the HRID in existing SRS records is not editable

HRID handling in MARCcat for MARC Bib Records

MODCAT-136

• 001s cannot be manually added/edited in MARCcat

​

• If newly-created MARC record (not coming from SRS)
• Assign next FOLIO HRID automatically based on the Instance sequential number generator in Inventory and the starting number in Settings
• Assign the Instance prefix based on the optional prefix defined in Settings
• Once FOLIO HRID is assigned, put into 001 field of the MARCcat and SRS records
• Map that number to the HRID of the corresponding Instance record

​

• Once assigned, HRID is not editable

HRID handling in Inventory for Instances

MODINV-160

• If Instance is linked to an underlying MARC record
• Map the HRID from the MARC 001
• If Instance is loaded directly into Inventory and the HRID field is present in the incoming JSON data [no linked MARC record in SRS]
• Retain that number as the HRID in Inventory
• Do not add any prefix specified in Settings (library should have entered it in the incoming file if it was wanted)
• If Instance is loaded directly into Inventory and the HRID is not present in the incoming JSON data [no linked MARC record in SRS]
• Assign next FOLIO HRID based on the Instance sequential number generator in Inventory and the starting number in Settings
• Assign the Instance prefix based on the optional prefix defined in Settings
• Map that number to the HRID of the corresponding Instance record
• Once assigned, HRID is not editable

HRID handling in SRS for MARC Holdings Records, 1

MODSOURMAN-207

• Note that this logic only applies to new SRS records created *after* initial migration, and includes the following assumptions:
• Initial migration will not be handled via Data Import
• Any pre-existing HRIDs will be mapped and handled during initial data migration

​

• When the Data import action = Create
• Always remove the 001 from the incoming MARC record (Note that there may be field mapping to move it to a different field, e.g. move from 001 to 035)
• Assign next FOLIO HRID based on the Holdings sequential number generator in Inventory and the starting number in Settings
• Assign the Holdings prefix based on the optional prefix defined in Settings
• Once FOLIO HRID is assigned, put into 001 field of the SRS and MARCcat records
• Map that number to the HRID of the corresponding Inventory Holdings record

​

HRID handling in SRS for MARC Holdings Records, 2

MODSOURMAN-207

• When the Data import action = Combine, Replace or Modify
• 001 may be used for matching purposes, e.g. extract records for authority vendor, then re-load the updated records
• If there is field mapping to move the incoming 001 to a different field (e.g. move 001 to 035), then move it
• The incoming record should always be matching to an existing SRS record. In the event of a conflict between incoming 001 and SRS 001, and the 001 is not being used as the matchpoint, the incoming 001 should be ignored in favor of retaining the existing SRS record’s 001

​

• Once assigned, the HRID in existing SRS records is not editable

​

HRID handling in MARCcat for MARC Holdings Records

MODCAT-137

• 001s cannot be manually added/edited in MARCcat

​

• If newly-created MARC record (not coming from SRS)
• Assign next FOLIO HRID automatically based on the Holdings sequential number generator in Inventory and the starting number in Settings
• Assign the Holdings prefix based on the optional prefix defined in Settings
• Once FOLIO HRID is assigned, put into 001 field of the MARCcat and SRS records
• Map that number to the HRID of the corresponding Inventory Holdings record

​

• Once assigned, HRID is not editable

HRID handling in Inventory for Holdings Records

MODINV-161

• If Holdings is linked to an underlying MARC record
• Map the HRID from the MARC 001
• If Holdings is loaded directly into Inventory and the HRID field is present in the incoming JSON data [no linked MARC record in SRS]
• Retain that number as the HRID in Inventory
• Do not add any prefix specified in Settings (library should have entered it in the incoming file if it was wanted)
• If Holdings is loaded directly into Inventory and the HRID is not present in the incoming JSON data [no linked MARC record in SRS]
• Assign next FOLIO HRID based on the Holdings sequential number generator in Inventory and the starting number in Settings
• Assign the Holdings prefix based on the optional prefix defined in Settings
• Map that number to the HRID of the corresponding Holdings record
• Once assigned, HRID is not editable

HRID handling in Inventory for Item Records

MODINV-162

• If Item is loaded directly into Inventory and the HRID field is present in the incoming JSON data
• Retain that number as the HRID in Inventory
• Do not add any prefix specified in Settings (library should have entered it in the incoming file if it was wanted)
• If Item is loaded directly into Inventory and the HRID is not present in the incoming JSON data
• Assign next FOLIO HRID based on the Item sequential number generator in Inventory and the starting number in Settings
• Assign the Item prefix based on the optional prefix defined in Setting
• Map that number to the HRID of the corresponding Item record
• Once assigned, HRID is not editable

​

• No handling of Item record HRIDs in SRS or MARCcat

Questions for Authority records

• Add setting in what area?
• Data Import subgroup thinks it should go in a MARCcat settings area, since having it in an Inventory settings area would be confusing
• Setting would look and act like the one in Inventory, but would only relate to MARC authority records in SRS and MARCcat

​

• No sequential number generator in Inventory for authorities now
• Data Import subgroup recommends putting the generator in MARCcat (since Inventory has nothing to do with authority records)
• A-M to confirm with Charlotte and Tiziana

HRID handling in SRS for MARC Authority Records, 1

MODSOURMAN-205

• Note that this logic only applies to new SRS records created *after* initial migration, and includes the following assumptions:
• Initial migration will not be handled via Data Import
• Any pre-existing HRIDs will be mapped and handled during initial data migration

​

• When the Data import action = Create
• Always remove the 001 from the incoming MARC record (Note that there may be field mapping to move it to a different field, e.g. move from 001 to 035)
• Assign next FOLIO HRID based on the Authority sequential number generator in MARCcat and the starting number in Settings
• Assign the Authority prefix based on the optional prefix defined in Settings
• Once FOLIO HRID is assigned, put into 001 field of the SRS and MARCcat records

​

HRID handling in SRS for MARC Authority Records, 2

MODSOURMAN-205

• When the Data import action = Combine, Replace or Modify
• 001 may be used for matching purposes, e.g. extract records for authority vendor, then re-load the updated records
• If there is field mapping to move the incoming 001 to a different field (e.g. move 001 to 035), then move it
• The incoming record should always be matching to an existing SRS record. In the event of a conflict between incoming 001 and SRS 001, and the 001 is not being used as the matchpoint, the incoming 001 should be ignored in favor of retaining the existing SRS record’s 001

​

• Once assigned, the HRID in existing SRS records is not editable

​

• No handling of Authority HRIDs in Inventory

HRID handling in MARCcat for MARC Authority Records

MODCAT-135

• 001s cannot be manually added/edited in MARCcat

​

• If newly-created MARC record (not coming from SRS)
• Assign next FOLIO HRID automatically based on the Authority sequential number generator in MARCcat and the starting number in Settings
• Assign the Authority prefix based on the optional prefix defined in Settings
• Once FOLIO HRID is assigned, put into 001 field of the MARCcat and SRS records

​

• Once assigned, HRID is not editable

​

• No handling of Authority HRIDs in Inventory