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

Instance Collection

Element	Description
instanceCollection
instance	1 or more instance records

Instance

Element	Description
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.

Holdings Record

Element	Description
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

Element	Description
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

Element	Description
shelvingScheme
codeValue
fullValue
typeOrSource

Shelving Order

Element	Description
shelvingOrder
codeValue
fullValue
typeOrSource

Source Holdings

Element	Description
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 Record

Element	Description
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.
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.

Type or Source

Element	Description
typeOrSource
pointer
text

Access Information

Element	Description
accessInformation
barcode
uri

Extent of Ownership

Element	Description
extentOfOwnership
textualHoldings
note
type

Statistical Searching Code

Element	Description
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

Element	Description
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

Identifier

Element	Description
itemType
codeValue
fullValue
typeOrSource

Identifier

Element	Description
identifier	Unique identifier for the item record.
identifierValue

Former Identifier

Element	Description
formerIdentifier
identifier	Former identifiers from the legacy systems. Mainly for item records.
identifierType	To indicate which system the identifiers from ported from.

Extension

Element	Description
extension

Call Number

Element	Description
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

Element	Description
uri

Number of Circulations

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

Browser not supported