quickMARC

quickMARC is FOLIO’s MARC editing tool, which allows you to make edits to instance and holdings records with underlying MARC records. For all instances or holdings whose source record is a MARC record you have the option to edit the MARC using quickMARC. quickMARC saves to Source Record Storage (SRS) and updates both the Source Record and the corresponding Inventory record. quickMARC has minimal validation and is best used in addition to other cataloging tools.

Note: quickMARC is a module that you can access through the Inventory app; it is not its own app. For more information, see Accessing quickMARC.

Definition of terms related to quickMARC:

  • Instance record. A record that contains bibliographic and administrative information about a particular resource. The Instance record is what is known as the bibliographic record. They are mostly derived from full bibliographic records (in MARC or other formats) and are intended to provide information for library staff to identify and select records in order to perform work on associated holdings and items.
  • Holdings record. A record that contains information such as location, call number, and volumes owned, that enables staff to locate and manage library holdings for materials in all formats. A Holdings record must be associated with an Instance record.
  • SRS. Source Record Storage. A storage layer in FOLIO. If an instance or holdings has an underlying MARC record, then this record is stored in SRS.

Permissions

The permissions listed below allow you to interact with quickMARC and determine what you can and cannot do within the module. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the quickMARC module or any related information.

The following are all the quickMARC permissions:

  • quickMARC: Create a new MARC holdings record. This permission allows the user to create new MARC holdings records. (This cannot be done in the UI in Kiwi)
  • quickMARC: Derive new MARC bibliographic record. This permission allows the user to duplicate and create new MARC bibliographic records.
  • quickMARC: View, MARC bibliographic record. This permission allows the user to view MARC bibliographic records in the Inventory app.
  • quickMARC: View, MARC holdings record. This permission allows the user to view MARC holdings records in the Inventory app.
  • quickMARC: View, edit MARC authorities record. This permission allows the user to view and edit MARC authority records in the MARC authority app.
  • quickMARC: View, edit MARC bibliographic record. This permission allows the user to view and edit MARC bibliographic records.
  • quickMARC: View, edit MARC holdings record. This permission allows the user to view and edit MARC holdings records.

Accessing quickMARC

quickMARC is a module that is contained within the Inventory app. In order for an instance or holdings record to be viewed and edited in quickMARC, its source must be MARC.

Note: If an instance record was created manually in the Inventory app, then it doesn’t have an underlying MARC record and cannot be used with quickMARC.

  1. Open the Inventory app.
  2. Find the record you want to view or edit, and select it. -To open an bibliographic record in quickMARC In the Instance record details pane, click Actions > Edit MARC bibliographic record. The Edit MARC record window appears.
  • To open a holdings record in quickMARC Select View holdings, click Actions > Edit in quickMARC. The Edit MARC record window appears.

Editing a MARC record using quickMARC

To edit a MARC record, click on the appropriate Edit option, located in the Actions menu of an Inventory Instance or Holdings record. A MARC view of the record will display.

To edit a bibliographic record:

  1. Open the Inventory app.
  2. Find the record you want to view or edit, and select it.
  3. In the Instance record details pane, click Actions > Edit MARC bibliographic record.

To edit a holdings record:

  1. Open the Inventory app.
  2. Find the record you want to view or edit, and select it.
  3. In the Instance record details pane, select View holdings, click Actions > Edit in quickMARC. The Edit MARC record window appears.

In the Edit MARC record window, you can perform the following actions:

  • Add a field. To add a field, click the +. The new field appears below.
  • Delete a field. To delete a field, click the trash can icon. The field will be deleted.
  • Move a field up. To move a field up, click the up arrow in the row of the field you want to move. The field is moved one row up.
  • Move a field down. To move a field down, click the down arrow in the row of the field you want to move. The field is moved one row down.
  • Edit text within a field. Click into a field to make changes to the text. Once you have made your desired changes, click Save & close. A confirmation record appears and the record is updated.

Validations and restrictions

A subfield is defined by a $ (dollar sign).
Tags must consist of 3 numeric characters.
Indicators must consist of single characters.

The following validation rules and restrictions apply when working with bibliographic records using quickMARC:

  • Fields 005 and 999ff are system supplied and cannot be edited or deleted.
  • The Leader must contain 24 characters, including null spaces
  • Only positions 5-8, 17, 18, and/or 19 in the Leader can be edited. Invalid values in the leader will result in an error message
  • 245 is required and non-repeatable

The following validation rules and restrictions apply to working with MARC holdings records in quickMARC:

  • 001, 004, 005, and 999ff are system supplied and cannot be edited or deleted.
  • The Leader must contain 24 characters, including null spaces
  • Only positions 5, 6, 17, and 18 can be edited in the Leader
  • 004 is required and non-repeatable, with no indicators or subfields
  • 004 must be a valid HRID for an instance record with source = MARC
  • 008 is required and must contain 32 characters, including null spaces
  • 010 subfields must contain more than 3 characters
  • 852 is required; value in /$b must match a valid location code

Record status

The record status shows the state of the MARC record in relation to the corresponding Inventory record and the SRS. You can view the record status at the top of the Edit MARC record window. When a MARC record is saved in quickMARC, any changes made to the record are reflected in SRS and in the corresponding Inventory record.

There are three record statuses:

  • Current. The record is up to date and should be the same as the Inventory record and SRS.
  • In progress. A change has been made to the record that has not made it to the Inventory record and/or SRS yet.
  • Error. Something is preventing an update from moving to the Inventory record or SRS.

Creating a new MARC record using quickMARC

To create a new MARC bibliographic record, derive a new record from an existing MARC record.

  1. Start with an instance record that has an underlying MARC source record and the same Resource type and Format as the record you wish to create.
  2. Click Actions > Derive new MARC bibliographic record.
  3. Edit the new record following the instructions in Editing a MARC record using quickMARC.

To create a new MARC holdings record

  1. Find the instance record to which you want to add holdings and select it. The instance source must be MARC.
  2. Click Actions > Add MARC holdings record.
  3. Edit the new record following the instructions in Editing a MARC record using quickMARC.
Last modified December 6, 2022