Nora Instance Details v9.1

OLE Instance Data Elements Detailed

OLE Instance documents are used to identify and describe library resources locally owned/licensed by libraries. They are loosely based on the MARC Format for Holdings Data (MFHD) and represents core elements that must be included when describing holdings and items.

Some business rules for the OLE Instance:

1 Bibliographic Description must have at least 1 OLE Instance Collection.
1 Bibliographic Description may have more than 1 OLE Instance Collection.
- 1 Instance Collection must have at least 1 Instance Record.
- 1 Instance Collection may have more than 1 Instance Record.
  - 1 Instance must contain 1 oleHolding or 1 sourceHolding.
  - 1 Instance must have at least 1 item.
  - 1 Instance may have more than 1 item.

For more high level business rules, see OLE Instance Schema

We need to review the business rules from 0.6. If they're still up to date, we should move them to https://wiki.kuali.org/display/OLE/OLE+Instance+Document-V9.1

A visualization of the Instance Schema's tree structure.

Instance Collection

instanceCollection:
instance: 1 or more instance records

Instance

instanceCollection
instance	1 or more instance records
instance	The instance captures holdings and item information. Holdings can be recorded in either the general holdings section or specific holdings format in the sourceHoldings section. The flag "primary" on either holdings or the sourceHoldings tag indicates which holdings is being used. OLE will support MFHD and any other specific holdings format will need to be accounted for and implemented by the individual institutions. At any given time, either the general holdings or the sourceHoldings can be in use. The item information is also recorded and also maps to fields in the MFHD record. OLE will provide the conversion if an institution is using MFHD, bearing in mind that in such an event the location will only be limited to 3 levels.
instanceIdentifier	Unique system assigned identifier for the instance document.
resourceIdentifier	Bibliographic identifier from 001 in the marc record in OLE
formerResourceIdentifier	These are Identifiers from the legacy system for the bibliographic records that are stored in the 035 of the Marc record. Non-Editable that gets used at the time of linking bib records and instance records.
oleHoldings	General holdings information for institutions not using specific source holdings
sourceHoldings	Specific holdings format
items	Collection of Items.
extension	Element borrowed from/maps to MODS extension element. It may be used for elements that are local to the creators of the Instance documents. In addition, it may be used to extend the Instance schema for various purposes when another XML schema may handle the type of information.
oleHoldings

This section can be used to record general holdings information if not using a specific
source holdings.

holdingsIdentifier

This is system generate unique ID.

extentOfOwnership

(R)
This is a free txt for summary holdings (textual) for institutions not using source holdings.
It will be mapped to MFHD 866$a with ind1 being blank and ind2 = 0 if converted to the source
MFHD.

receiptStatus

MFHD field 008@position 06. List of allowed values are:
0 - Unknown
1 - Other receipt or acquisition status
2 - Received and complete or ceased
3 - On order
4 - Currently received
5 - Not currently received

uri

This is to indicate the universal resource identifier. Maps to 856$u. This could also be the
one recorded in the bib record.

note

This indicates public or non-public

location

Global location specific information that is inherited/used by linked items. This information
is not copied for each item. This also has information on the various location levels.

extension

Element borrowed from/maps to MODS extension element. It may be used for elements that are local
to the creators of the Instance documents. In addition, it may be used to extend the Instance
schema for various purposes when another XML schema may handle the type of information.

callNumber

To be filled

location		locationLevel

This represents hierarchy of levels. If an institution intends to convert the oleHoldings to
sourceHoldings (MFHD) at some point or wants to have the flexibility, they will need to ensure
the mappings are avail in ole location tables. Institutions can have as many levels.

locationLevel		name		level		locationLevel		note

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shelvingScheme		codeValue		fullValue		typeOrSource		shelvingOrder		codeValue		fullValue		typeOrSource		sourceHoldings		holdingsIdentifier

This is system generate unique ID.

name		holdings

This indicates what the source of the holdings record is; i.e. MARC or DC or EAD etc.. Data is
wrapped in the CDATA section with the raw record in the native format.

extension

Element borrowed from/maps to MODS extension element. It may be used for elements that are local
to the creators of the Instance documents. In addition, it may be used to extend the Instance
schema for various purposes when another XML schema may handle the type of information.

holdings

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items		item		item

Item information recorded in this section. This will not be mapping to any specific format i.e. MFHD.
Institutions wanting to export true holdings information will need to map themselves.

itemIdentifier

This is system generate unique ID.

purchaseOrderLineItemIdentifier

This is the PO line item identifier from OLE.

vendorLineItemIdentifier

This is the vendor line item identifier.

accessInformation

(R)
This is volume specific URL.

barcodeARSL

(NR)
Special identifier for institutions that have automated storage/retrieval system.

formerIdentifier

(R)
Does not map to MFHD. Identifies previously used barcodes or other identifiers for the
holdings/item being described. Also allows for the identification of the type of identifier,
e.g.,
legacy system identifier.

statisticalSearchingCode		itemType

(NR)
Locally defined value that is used for circulation purposes and is a controlled value. OLE has
the list control values defined as part of maint. documents.

location

Global location specific information that is inherited/used by linked items. This information
is not copied for each item. This also has information on the various location levels.

copyNumber

(R)
Maps to MFHD 876 $t Copy number - Library-assigned to distinguish each copy of the
same title; typically printed (with the label) at the end of the call number spine label.

Label for copy number provided in copyNumberLabel

copyNumberLabel	Does not map to MFHD. Identifies the nature of the copyNumber. Number of copy provided in copyNumber
volumeNumber	Does not map to MFHD. Library-assigned to distinguish each volume of a multipart title; typically printed (with the label) at the end of the call number spine label.

Label for volume number provided in volumeNumberLabel.

volumeNumberLabel	Does not map to MFHD. Identifies the nature of the volume number. Number of volume provided in volumeNumber
note		enumeration	Does not map to MFHD. Designation used to identify a specific part of a multipart title when there are multiple levels.
chronology	Does not map to MFHD. Designation used to identify the issue date of a specific part of a multipart title; single dates may typically print at the end of the call number label attached to the part.
highDensityStorage		temporaryItemType

(NR)
This is of itemType but used in cases where the item was moved and there is a need to
specify a temp. item type.

fund

(R)
This is Account Number from the PO line item under the accounting lines section.

donorPublicDisplay

(R)
This is automatically inherited from the PO Line Item number for the appropriate fund used.
Needs more discussion, but leaving here as a place holder.

donorNote

(R)
Donor information for items that are gifts and for items that were purchased not using some
specific funds.

callNumber

LC or Duewy decimal etc...

price		numberOfPieces

Very specific to the item and defaults to 1. Count of individual pieces in the barcoded item.

itemStatus

Current status of the item.

itemStatusEffectiveDate

Date when the status was assigned. Tied to the status change.

checkinNote

Free text note. If populated, operator is promoted with the note for acknowledgement when the
item is checked in.

staffOnlyFlag

The item data not to be displayed in the public display interface.

fastAddFlag

Indicator that the item was created at a circulation desk. To indicate special processing
instructions etc in the checkin notes.

extension

Element borrowed from/maps to MODS extension element. It may be used for elements that are local
to the creators of the Instance documents. In addition, it may be used to extend the Instance
schema for various purposes when another XML schema may handle the type of information.

numberOfCirculations

Number of Circulation contains list of check in location. This determines how many times check in takes place in each location.

typeOrSource		pointer		text		accessInformation		barcode		uri		extentOfOwnership		textualHoldings		note		type		statisticalSearchingCode

(R)
Does not map to MFHD. Identifies types of locally defined statistical categories.
Example:
codeValue=STRVIDEO
fullValue=Streaming Video
typeOrSource=Can be a pointer to LOC to pull down pre-defined list

codeValue		fullValue		typeOrSource		highDensityStorage	Does not map to MFHD. Identifies the Row, Module, Shelf, and Tray information for the item's High Density Storage location.
row		module		shelf		tray		itemType		codeValue		fullValue		typeOrSource		identifier

Unique identifier for the item record.

identifierValue		formerIdentifier		identifier

Former identifiers from the legacy systems. Mainly for item records.

identifierType

To indicate which system the identifiers from ported from.

extension		callNumber		type

LC or Duewy decimal etc...

prefix

Maps to MFHD 852 $k Call Number Prefix - Term that precedes a call number.

number

To be filled

classificationPart

Maps to MFHD 852 $k Call Number Prefix - Term that precedes a call number.

Also known as class number.

itemPart

Maps to MFHD 852 $i Item Part - Cutter, date, or
term that is added to the classification contained in classificationPart to
distinguish one item from any other item assigned the same classification. A call number suffix
is contained in callNumberSuffix).
Also known as the book number part of call number.

shelvingScheme

This maps to MFHD 852 ind1. Possible values are:

- No information provided
0 - Library of Congress classification
1 - Dewey Decimal classification
2 - National Library of Medicine classification
3 - Superintendent of Documents classification
4 - Shelving control number
5 - Title
6 - Shelved separately
7 - Source specified in subfield $2
8 - Other scheme

shelvingOrder

This is the normalized form for the call number. This determines how the call number is indexed.
Does not map to MFHD.

uri

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numberOfCirculations

checkInLocation

Check in Location contains name and count. This determines how many times check in takes place in each location.

checkInLocation

name

count