OLE Requirements Overview

Academic libraries manage millions of titles outright, and link to millions more through aggregated/subscribed databases (1 database may provide access to thousands of serial titles over many years). Libraries purchase, license, and catalog these materials in various formats- print, audio, electronic/linked, e-book, music, licensed, serial/magazine, etc. - in order to make them available for circulation and access.  See original Reference Model. See Overview Model. 1-OLE-Intro.pdf

Reference Links:

OLE Rice 1.x vs. 2.x Development - (Recommend to Archive - Outdated) 
Historical OLE User Stories by Module- ALL

Library Acquisitions

(Select/Acquire): Libraries Select, Acquire/Order, Receive, and Pay for new library materials, using and reporting to account/”fund” structures and Budgets (budget construction is external to OLE). There are variations in the source of requests or orders, Order Types, Payment Methods/schedules (prepaid, deposit, leased). Libraries require Foreign Currency and may pay multiple PO’s on single Invoice. Serials and Electronic resources (material format) will have different workflows and receiving requirements.(KFS PURAP modified to include Bib, instance links, editors, rules for docstore).KSI's: Ingest (60% of orders); EDI invoicing; work unit rules/templates; Many-to-One PO:Invoice; Foreign Currency. . Jira: Select & Acquire Stories filter.  See Model.2-Acquisitions Overview.pdf

Library Cataloging

(Describe/Manage):  Libraries must create detailed records that describe the library materials they own, lease, or access---during initial cataloging, maintenance, and updating over the “thing’s” lifecycle.  Cataloging activities or records may be initiated by Acquisitions staff and workflows for new purchases, or created and maintained by Cataloging staff. Often, “technical services” departments are responsible for prepping materials for the library- which includes creating Bibliographic, Holding, Item, and Authority records; plus actions in Shelf Prep, Bindery, Archiving, gift/Bookplating, special handling/special collections. Serials, in particular, will be cataloged differently from Monographs; Electronic resources will have URLs instead of Barcodes. See multiple document types, material formats, and cataloging record/format standards. Circulation metrics and counters on library collections and materials will need to be collected (to inform reporting and collection development). KSI's: Search, minimize click-thru's, templates, non-roman character handling. Jira: Describe Stories filter. See Model. 3-Cataloging Overview.pdf. Draft: Editor Framework.

Library Circulation

(Deliver): Libraries purchase and catalog materials for the sole purpose of making those items available to Patrons and other libraries or systems via circulation and discovery. Circulation policies are created based on time periods, borrower type, item availability, policy/rules, circ desks, locations, etc.  Circulation activities can include checkout/checkin, Fast-Add cataloging, My Account Patron functions, fines/bills, patron notifications, slip printing, patron or system requests/holds, Course Reserves, InterLibrary Loans. KSI's: Speed of transactions/navigation; slip printing; discovery; My Account. Jira: Deliver Stories filter. See Model. 5-Deliver Overview.pdf

Electronic Resources Management- ERMS

(MER): variation to all of above that requires specialized negotiations/licensing agreements and workflows, purchasing, activation, pre-payment and access/cataloging  for materials available electronically from 3^rd party. Access for patrons is via Discovery Layer (library website) via URI/URL. Staff have to monitor access issues (technical, bad URLs for patrons) and terms (changes in agreements, addendums that can affect cost, access).Jira: MER Stories filter- 1.0 only.  See Model. 4-ERMS Overview.pdf

* Above overviews do not cover Decision Support and Reporting. Libraries require financial reports, and lots of statistical analysis and queries on their collections-- OLE will need to provide or expose its data for external analysis.

Common OLE Terms:

OLE Glossary- OLE Glossary of Terms

Ingest/Load/Import/Overlay: Bringing records into OLE electronically, either for docstore/cataloging records, or acquisitions/financial data. Can be a straight load-replace-create new, or require complex Ingest/overlay profiles to identify records to “match-n-merge”.

Checkin/Checkout: different from above or standard export. Used by functional users usually without complex overlay rules- more about searching manually, then selecting full cataloging/docstore records to export for external edits, then re-import and replace (used for external macros/edits).

Load/Overlay: OLE will require different profiles or schemas for loading external data. Most commonly this is to "Load" new orders (acquisitions and bib info), or to import and overlay complete bibliographic records (match-n-merge or replace) according to rules, mapping profiles/transformations, and business rules. 

Order Types:  In all acquisitions and financial functions, there are variations in overlay profiles, workflows/routing, permissions, receiving, and financial processing according to Order Types. Naming conventions can vary, but each has to be profiled for different encumbrance and business rules, workflows, and processing of bibs and instances. Some may include: Firm/Fixed; serials/continuing/subscription; Approvals; Blanket/Standing. 

ISxN: The ISSN is the standardized international code which allows the identification of any serial publication, including electronic serials, independently of its country of publication, of its language or alphabet, of its frequency, medium, etc. The ISSN number,therefore, preceded by these letters, and appears as two groups of four digits, separated by a hyphen , has no signification in itself and does not contain in itself any information referring to the origin or contents of the publication. An International Standard Book Number/ISBN "identifies the title or other book-like product (such as an audiobook) to which it is assigned, but also the publisher to be contacted for ordering purposes." ISBNs are 13-digit numbers (formerly 10-digits); the various elements of the number are separated by a hyphen ( - ). Used by staff and publishers. Sample ISBN: 6780674059111.

Classification Schemes/Call Numbers:  A system of coding and grouping library materials (books, serials, audiovisual materials, computer files, maps, manuscripts, realia) according to their subject and assigning a call number to each item. See also Call number, LC, Dewey, SuDocs. Used as library identifier for Patrons, Circulation, Checkout. Sample Call numbers: QE534.2.B64; LB 2395.C65 1991.

Bibliographic Record: An OLE document that describes a bibliographic entity as published. Often referred to by library staff as a “bibliographic record”. OLE will initially support two kinds of bibliographic records: (1) Those in the USMARC bibliographic formats, and (2) Dublin Core records.

• MARC 21 (bib- current) http://www.loc.gov/marc/bibliographic/ecbdhome.html    
• Dublin Core (bib- sample; editor is >1.5)
• FRBR Group 1 WEMI (bib)
• ONIX for Books (bib)
• ONIX for Serials (bib)
• OPDS (bib)
• Dublin Core (bib)
• VRA Core (bib)
• MODS (bib)
• CDWA (bib)
• RDA (bib)
• EAD (bib)

Metadata describing a title such as title, author(s), publisher, date of publication, standard number(s), subject headings, format, physical characteristics, etc.  Can be original cataloging via editor, or most commonly a downloaded, authoritative bibliographic record from vendor or OCLC.

Holdings Record:  Describes the extent of a resource available to the user. In the case of continuing resources holdings data may record the pattern of issuance of a resource and/or a summary statement of volumes held.  12/16/2011.  See also Item.  See also OLE Instance.

• MFHD- MARC for HolDings  (holding) http://www.loc.gov/marc/holdings/echdhome.html
• OLE Instance (combines Holding and Item data)

Traditional Library Definition: Metadata describing a library resource in terms of its physical or virtual location and a statement of the quantity/sequence available (e.g., 3 copies; volumes 1-12, etc.). In the case of a multipart resource, holdings data may record the pattern of issuance (i.e., enumeration and frequency patterns of a journal) as well as a summary statement of the parts available to users. A separate MARC holdings record may be linked to the related MARC bibliographic record by field 004 (Control Number for Related Bibliographic Record).  Holdings of serial titles may be recorded in two ways: (1) through serials check-in features as issues arrive; these may or may not have item records; (2) through item records for individual bound volumes of back issues.

Item Record:  Describes the smallest unit of a resource that is managed and/or circulated individually.  It provides specific information regarding the physical location when pertinent.  See also Copy, Holdings, OLE Instance, Title and Piece. An "Item" can be a discreet copy. 

Traditional Library Definition: An individual physical piece (e.g., a single print volume; a DVD; an archival box; a CD jewel case) to which a library typically assigns a unique barcode number and affixes the barcode number label. An electronic item may alternatively have a URI or URL.  Historically the data was stored in RDBMS with some overlap to MFHD.

Authority Control/Record:  Authority control is the practice of creating and maintaining index terms for bibliographic material in a catalog in library and information science. Authority control fulfills two important functions. First, it enables catalogers to disambiguate items with similar or identical headings. Second, authority control is used by catalogers to collocate materials that logically belong together, although they present themselves differently.

•  MARC (auth) http://www.loc.gov/marc/authority/ecadhome.html
• MADS (auth)
•  EAC (auth)
•  FOAF (auth)
•  FRBR Groups 2 and 3 (names and subjects) (auth)
• SKOS (auth)
• LCSH (auth) http://authorities.loc.gov/
• MESH (auth)
• Getty AAT (auth)
• Getty TGN (auth)

Types: Subject, Name, Title, Name/Title.
Authority handling options: (put value into bib, put link into bib)
Authority storing options: (download/save authority records locally, vs URL to online source)

License/Agreement: An agreement or understanding between the library / institution and a publisher / provider / donor regarding access to content. May include descriptive metadata, such as start date, end date, and contract number, as well as information about rights, restrictions, and business terms. An agreement will often represent either a negotiated license or a SERU agreement, although it could conceivably also represent other types of agreements, such as restrictions surrounding use of digital materials deposited in an institutional repository, use of donations made to a special collections unit, or use of gifts to the institution. Stored as Docstore .xml ONIX-PL.  Synonyms: Agreement, Agreement Entity, License

Discovery Layer/Tools: Applications (both proprietary and open source) providing search and discovery functionality for library end-users; may include features such as cross-database searching, relevance ranking, spell checking, tagging, enhanced content, search facets. Examples include AquaBrowser, Primo, eXtensible Catalog, Blacklight, etc. Often this is a Library Website, or other external OPACs.

Resource Materials
All-OLE Summary- simple	Licensing Workflow- tentative	OLE Search Priorities
OLE Reference Model	Acquisitions Workflow- simple	Circulation Workflow- simple
Cataloging Workflow - simple