Nora Instance Details v9.1

Owned by Nora Roggeveen-Sams (Unlicensed)
Last updated: Apr 23, 2013Version comment

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.

(info) 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

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

  • This is a complex type that contains additional elements, see #oleHoldings

sourceHoldings: Specific holdings format

  • This is a complex type that contains additional elements, see #sourceHoldings

items: Collection of Items.

  • This is a complex type that contains additional elements, see #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

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.

  • This is a complex type that contains additional elements, see #location

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

  • This is a complex type that contains additional elements, see #callNumber
location

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:

Shelving Scheme

shelvingScheme:
codeValue:
fullValue:
typeOrSource:

  • This is a complex type that contains additional elements, see #typeOrSource
Shelving Order

shelvingOrder:
codeValue:
fullValue:
typeOrSource:

  • This is a complex type that contains additional elements, see #typeOrSource

Source Holdings

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:

Items

items:
item:

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.

  • This is a complex type that contains additional elements, see #location

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.

  • This is a complex type that contains additional elements, see #itemType

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...

  • This is a complex type that contains additional elements, see #callNumber

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.

Type Or Source

typeOrSource:
pointer:
text:

Access Information

accessInformation:
barcode:
uri:

Extent of Ownership

extentOfOwnership:
textualHoldings:
note:
type:

Statistical Searching Code

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:

High Density Storage

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:

Temporary Item Type

itemType:
codeValue:
fullValue:
typeOrSource:

Identifier

identifier: Unique identifier for the item record.
identifierValue:

Former Identifier

formerIdentifier:
identifier: Former identifiers from the legacy systems. Mainly for item records.

  • This is a complex type that contains additional elements, see #identifier

identifierType: To indicate which system the identifiers from ported from.
extension:

Call Number

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

  • This is a complex type that contains additional elements, see #shelvingScheme

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

  • This is a complex type that contains additional elements, see #shelvingOrder

uri:

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