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Use caseRecords TypesFile Type(s)FrequencyWho createsWho consumesPriorityNotesSubmitted by



1Daily exportBibliographic records with specific holdings and item data mapped to the 927, 928, and 929 fieldsMARC (or could be JSON or other formats)DailyData Mgt Svc, then a daily chron jobVuFindP1

Export daily incremental at a time specified in the profile

This is a scheduled job that runs everyday and includes business logic that identifies all of the records that have been added new or changed since the last export. 

  • Bib is not suppressed from discovery.
    • In FOLIO this will include all inventory records even if they do not have source MARC and a mapping to MARC will need to be provided for these brief records.
  • Holdings and item data is only included for the holdings and items that are not suppressed from discovery.
  • Holdings and Item data included in the export:
    • Holdings Location
    • Holdings Call Number Prefix
    • Holdings Call Number 
    • Holdings Public Notes
    • Holdings Donor Codes (Electronic Bookplate)
    • Holdings Donor public display note
    • Holdings call number type
    • Item location
    • Item Donor code (Electronic Bookplate)
    • Item Donor public display note
    • Item barcode
    • For Eholdings:
      • URL
      • Link Text
      • URL public note
      • URL materials specified
  • All 9xx data is deleted from the MARC bibliographic record on export except the 901 and 903.

OAI-PMH desn't cover this right now, but being changed to pull from Inventory, create simle MARCs for Instances without SRS. 

Would also need to attach specified holdings/items data, which OAI-PMH doesn't support right now.


Inventory (pulling SRS when available), plus holdings/items data
2Daily OCLCSRS MARC recordsMARCDailyIT person, Daily Chron jobOCLCP1
  1. BIB is unsuppressed
  2. Record does not contain a 995 field with the text “NoEx” (cannot export to OCLC)
  3. BIB contains a 948 $a with previous day’s date (for example, the target date for the job that starts at 12:05 am on May 1, 2016 will be “20160430”)
  4. This same 948 contains $b with one of the following values: f, s, or k (type of cataloging)
3Quarterly Local Holdings Records for OCLCHoldings recordsMARCQuarterly

Systems, Metadata staff

Manual trigger quarterly for 5C

Cornell = scheduled Chron job


Cornell: P1

5C: P2

Export local holdings records that have been updated since running the query last

  1. Search all holdings records that are active (ie. not suppressed or deleted) that have a holdings statement.
  2. Limit this search by date (date of last export to current date of running export
  3. Export set that must include system number (FOLIO HRID or UUID)


We also do this but weekly - Cornell

5C; Inventory, translated to MARC Holdings

Cornell: Inventory, translated to MARC Holdings


Export MARC bib record - as needed

(Export, Update, Reload)

MARC bib recordsMARCmultiple per daySystems/Data Mgt/Tech Services TypesTechnical Services Staff/Systems Librarian

There has been a change to a field or information needs to be removed or updated. Current example, removing "EBSC" from 938. If there is no bulk edit, this will be necessary in the beginning.

  1. Search MARC bib record based on a MARC field and indicators
  2. Ability to limit this search based on a phrase contained in the MARC field
  3. Export set that must include system number to then make changes and then re-import



5Export MARC bib record with holdings and item information - RegularMARC bib, holdings, itemsMARCdailySystemsEDS

Export of MARC bib, holdings and item information to send to discovery service

It's necessary to get the holdings and item information so that this displays in discovery.


ALL 5C Libraries

6Holdings for Commitment PurposesBIB, Holdings, ItemsMARC or tab delimited
Systems or Tech Services TypesEAST
Export specific fields from BIB and 852 (Location/Call Number) & 866 (Holdings Statement) from Holdings as well as Item disposition information (MIssing, Damaged, etc)MH/5C

Holdings for ILL purposes

Systems or Tech Services TypesRAPID

Export specific MARC fields from BIB and 852 & 866 from Holdings

Record sets need to be submitted in groupings like: print books, print serials, print journals


We also export to RAPID (monthly) - Cornell

8Export records with no OCLC number

The purpose of this job is to find the Records with no OCLC numbers, so we can export them to OCLC.

  • 035 $a (OCoLC) is not present
  • Record is unsuppressed.
  • 948 date is previous month and subfield b has the value of any of the following: c, f, k, o, s, u, v, x, or z

Exclude records if :

  • 995 $aNoEx field present on BIB

A number of edits also happen to the records as part of our current process, like removing local fields


Chicago criteria for this report: 

  • Bib is not suppressed from discovery
  • Bib does not have an 035$a with the (OCoLC) prefix
  • Bib is in a fully cataloged 'Instance status' (= "cataloging complete', 'electronic resource')
  • Need ability to set date range as a parameter (between '2019-09-30' and '2019-10-04')


9Export monograph holdings to Coutts' OasisHoldingsMARC

From Voyager a daily harvest of our newly updated print and ebook records based on the bib 005 date along with their holdings' status of held or on order to Oasis for their ingest. Cuts down on duplicate ordering

Must be unsuppressed

  1. 005 day should be today minus 3 days.
  2. Leader position 7=m
  3. Must have an 020 ISBN
  4. 008 position 8 must =s, t, r, or e
  5. 008 position 9-12 date must be greater than or equal to 2011

A number of edits happen in our export process

We also send a separate file of quarterly deletes

10Special projects exportsBibs, Holdings, ItemsMARC, delimited

We export bibs, holdings, and items for a variety of special projects - HathiTrust, Ivy+ Projects, LD4P projects, etc. In addition to these large scale projects we export regularly to do maintenance and reporting on these types of records

Requires the submission of a list of bibliographic record identifiers (Instance HRIDs) in a csv file. Querying for these exports is done in a separate application with robust querying functionality. (Chicago)


We do this as well at UMass/5C

MH/5C exports for HATHI per their requirements – was annually, going forward: "HathiTrust anticipates moving to a 2- or 3-year cycle"

11Discovery Full exportBibliographic records with specific holdings and item data mapped to the 927, 928, and 929 fieldsMARCAd Hoc - maybe once or twice a year.

Full export of catalog data for discovery indexing

For Chicago, uses the same criteria as the Incremental Export with the exception of 

12Export by tag/locationBibliographic records with specific holdings and item dataMARC, delimitedAs needed

technical services/systems

Library staff/local system

We regularly do maintenance by collection, especially electronic resources that are batch loaded. For those, we regularly need to get the bib, holding, item system numbers to provide updates on those. We also need to export full records to perform more substantial updates or provide a list of what is available for those eresources to liaisons. An example is that I was asked by one of our liaisons to provide a title list of what we have in Aleph compared to what we own through our subscription for a certain epackage.

We can get the systems numbers from a report. Sometimes we query on the Collection Code. In Aleph, we assign unique collection codes to our batch loads. Then we can retrieve the holdings system numbers and/or item system numbers and export what we need (full bibs with holdings and item data/ select fields from the bib). Export needs to have the ability to add non MARC fields (export suppressed from discovery in addition to active bibs/export deleted records in addition to suppressed and active)



13ETL exportsBibliographic dataMARCAd Hoc, ~720 exports in the last year. (only the MARC transformations, not global/batch  updates in OLE)Systems/Data Mgt/Tech Services Typeslocal system

Export 'raw' MARC for transformation outside of the system and re-import. This is also the process that we use for updating headings for access points in batch.

A list of HRIDs for the bibs/instances is submitted as a csv file. The export is the raw MARC from the system. After the transformation, the complete MARC record is replaced in the system. Requires the ability to check in real time that the associated MARC data has not changed in the system while the data was out of the system. This check needs to be done as part of the import workflow. 

For Chicago, I quickly calculated some statistics based on the log of the last 100 ETL exports and between 8/16/2019 and 10/3/2019 we exported 123,941 records for transformation. 





MARC Holdings 

(similar to use case 3)

Holdings (and maybe some item) dataMARCUnknown

Christie/Data Mgt Svc

Manual, approximately annual

OCLC or other systemsP2

Export MARC holdings from Inventory holdings data

Export of holdings in MARC format for sharing. This is something that has been ad hoc in our current system at Chicago. 

ChicagoInventory, translated to MARC Holdings
15Update itemsitem datadelimitedAs neededtechnical services/systemslocal system
Export item information in order to change it. Use cases include updating location information, batch suppress items, change a note information.UMass/5CInventory