How to extract Aleph Course Reserves records (for migration to different ILS)

Description

We want to migrate our Aleph Course Reserves data.  How can we do this?

Resolution

In the case of migration to Alma, you indicate which XXX3X libraries to migrate records from.  This is described in the "Aleph to Alma Migration Guide", sections 5.1.1.6 - 5.1.1.11, which can be found at https://knowledge.exlibrisgroup.com/...igration_Guide .

If you choose not to use this Ex Libris service, or if you are migrating to an ILS other than Alma, then the following principles can be used....

The Aleph job for extracting bib/doc records with their holdings/item information is print-03.  The holdings information is expanded into the exported bib record by specifying a tab_expand label such as PRNT-03 with a line line this:

 PRNT-03    expand_doc_bib_hol_usm   
[Note:  this is *not* needed in the case of course doc records because there is no link from them to HOL records]

Item information is included (using the ./xxx30/tab/expand_doc_bib_z30 table) via a line like this:

 PRNT-03    expand_doc_bib_z30

If the xxx30 library has no expand_doc_bib_z30 file, then copy it from the expand_doc_bib_z30 in the xxx01 library.

The following line in tab_expand generates the CNO-n fields with Instructor, Course title, Course period, etc, from the CNO field in the course doc record, and, if the record is linked to an xxx01 bib record, it generates author, title, etc. fields:

 PRNT-03    expand_doc_course

(If the course doc record is linked to an xxx01 bib record, it will contain a field like this:

 SID   L $$axxx01-000123456          )

Add the following lines to the ./xxx30/tab/tab_expand:

 PRNT-03    expand_doc_bib_z30 
 PRNT-03    expand_doc_course
 

Run the print-03 Service in xxx30 specifying: 

 Output File: xxx30_output 

 Field 1 + Indicator: ALL 

 Format: "MARC with alphanumeric tags" (M2)    **  

 Expand Routine: PRNT-03 

 Character Conversion: UTF_TO_MARC8 

 Export deleted records? No 

All the other fields should be left blank. 

** You may want to do an initial run specifying Format "Aleph sequential" (A), which will generate more readable output, which you can use to confirm that the desired fields are being included.

Note:  in the case of xxx30 doc records which are linked to xxx01 bibliographic records, the extracted xxx30 record will duplicate the xxx01 bib record (except that the xxx30 record will contain the CNO fields, which the xxx01 record will not).   If you want to extract only xxx30 records which are not linked to an xxx01 record, then you can use the ret-01 Service to look for records which lack an "SID L $$axxx01" field" and extract only those.

• Article last edited: 3-Jan-2018