Suppressed records are those bibliographic records that you want to have in the database, but not show to the public. Examples of this are:

• titles on order
• missing or damaged titles where you want to keep the record but not show it to the public
• titles that are for internal management only, such as equipment

Provide a text file that contains the source BIB key/ID, one key per line, for bibliographic records that are suppressed.

If your ILS allows a single item to be linked to multiple bibliographic records, provide Ex Libris with information on how that is indicated by providing a list of bibs that share the single item. 

Examples of boundwiths:

• Bound journals with a title change in the middle of the year. For example, if January – April is “Journal of Mathematics Education” and May – December is “Mathematics Educator”, and all 12 of the issues are bound in the same volume with a single barcode.
• Pamphlets or small volumes with similar content which were combined into the same item/barcode, either by binding or in a folder.

Provide boundwith information in a separate file as follows:

In the above example, bib 456 has the shared item attached to it.  The other bib IDs in the line are bound with the shared item. Since Alma supports standard bibliographic record relationships using Marc 21/UNIMARC/KORMARC linking fields at the bib level, the migration processing associates this shared item by linking the sharing bibliographic records via the standard linking fields.  Therefore, the actual item that is shared is not necessary for migration processing.

If you use standard 7XX fields for linking between MARC/KORMARC bibliographic records (or standard linking fields for UNIMARC), they are leveraged during migration and create appropriate bibliographic-level linking in Alma.

No exported files are necessary for this category: use the migration form, Questionnaire tab, to indicate if your bibliographic records contain linking fields.

If you have SFX MARCIt records or equivalent electronic records in your ILS that are also represented by your link resolver system, it is suggested that they be excluded from the data provided to Ex Libris to avoid unnecessary duplication with the link resolver system data. If these records are NOT removed, you will likely see a record in Alma migrated from the ILS and the same record migrated from SFX.

An exception to this is if the records have active orders or physical inventory that are also being migrated, these records should be kept. If you choose to provide a string to indicate records to be removed/not migrated, the migration programs remove records with no attached orders or inventory and keep records with attached orders and items.

No exported files are necessary for this category: use the Questionnaire tab of the migration form to indicate a string that will be checked in the 035 field. Example: ‘(SFX)’.

If MARC holdings are provided, each record MUST have a single unique source identifier in a consistent single source MARC/UNIMARC/KORMARC field as well as a valid unique bibliographic identifier in order to link it to its correct bibliographic record. Records that do not conform are rejected.

If non-MARC serial holdings are provided, they should be sent as a CSV file. The file can be mapped to the generic serial holdings format included in the Holdings tab of the Generic Field Mapping form.

The following format is used for a generic serial holding record in CSV format. Records should be provide one record per line, with quotes and commas. Provide a header at the top. If something is allowed to be repeatable, provide the repeated information with a semicolon.

MARC Holdings

Expected Field Name	Repeat-able?	Notes
BIB_KEY	N	Mandatory.  Links to the related bib record
SERIAL_KEY	N
LOCATION	N	Mandatory.  852 $b
LIBRARY	N	852 $c
SUMMARY_STATEMENT	Y – SUMM group
SUMM_TYPE	Y – SUMM group	SUMM_TYPE can be one of: 866, 867,  868, 856u or 856z.  The SUMMARY_STATEMENT will be placed in that tag in the newly-created MARC holding record.
SUMM_PUBLIC_NOTE	Y – SUMM group	will go into the $z of SUMM_TYPE tag
SUMM_NON_PUBLIC_NOTE	Y – SUMM group	will go into the $x of SUMM_TYPE tag
PUBLIC_NOTE	Y	will go into $z of 952
NON_PUBLIC_NOTE	Y	will go into $x of 952
CALL_NUMBER	N	852 $h
SHELVING_SCHEME	N	852 first indicator; provide in format specified here http://www.loc.gov/marc/holdings/hd852.html; type 7 not supported on migration

If the customer has serial holdings which are only represented by a summary statement such as Vol. 1 (1980) – Vol. 21 (2000), these statements should be included in a tag in the bibliographic record. Use the Holdings tab of the Generic Field Mapping form to indicate which field and subfield contents to use for generating holdings records from summary statements embedded in the bibliographic record.

Fill in the values of the following fields in the Holdings tab of the Generic Field Mapping form. If the SUMM_LOC_CODE matches an existing holdings record on the same bibliographic record, even a holdings record that was generated from items attached to the same holdings record, then the summary holdings statement is attached to that holdings record, regardless of call number. In other words, the summary holdings is placed on the holdings record with the same location, even if 852_SUBFIELDS_FOR_HOL contains call number subfields for matching like bchi. If there is no existing holdings record on the bibliographic record with the same location, a new holdings record is generated.

Holding Records from a Summary Statement in a Bibliographic Record

Expected Field Name	Value	Notes
SUMM_TAG		Five characters; tag+2 indicators. May use # as wildcard, for example, 866##
SUMM_SUBFIELDS		Multiple subfields allowed,for example, abz. May use # to indicate all subfields.
SUMM_CALLNO		Textual call number to be used in all newly generated holdings records, if desired.
SUMM_LIB_SUBF		A single subfield code (like 'a') which contains a library code in local ILS format. DO NOT enter a different bib tag: the migration program searches for a subfield within the SUMM_TAG BIB tag.
SUMM_LOC_SUBF		A single subfield code (such as a) that contains a location code in local ILS format. Do NOT enter a different bib tag: the migration program searches for a subfield within the SUMM_TAG BIB tag.
SUMM_LIB_CODE		If SUMM_LIB_SUBF is not provided or the subfield is not found, this is used for all records as a default. Provide a library code in local ILS format.
SUMM_LOC_CODE		If SUMM_LOC_SUBF is not provided or the subfield is not found, this is used for all records as a default. Provide a location code in local ILS format.
SUMM_PUBLIC_NOTE_SUBF		Public note, is placed in 852 $z of the generated holding record.
SUMM_NON_PUBLIC_NOTE_SUBF		Non-public note, is placed in 852 $x of the generated holding record.

All suppressed item records are migrated to Alma as regular items (not suppressed). However, specific locations can be marked as suppressed in Alma so that groups of items can be suppressed from public view.

If your system has MARC holding records and related item records, indicate the holding key in the item record file.

If your ILS does not store holding information in MARC/UNIMARC/KORMARC format or if not all inventory records have a holding record, for example, if serials records have a MARC/UNIMARC/KORMARC holding record but monograph records do not, then Ex Libris generates holdings for the items based on the item information provided.

See the 852_subfields_for_hol section in the Generic Alma Migration Guide for more information about how to determine how item records can be grouped when generating holding records.

If the item record is embedded in the bibliographic record, for example in a 949 tag, you may use the Items tab on the Generic Field Mapping form. Indicate the tag (for example, 949) that contains the embedded item.

Then, place the subfield code in the Generic Field Mapping form in the appropriate field, for example:

The following format is used for a generic item record in CSV format. Records should be provide one record per line, with quotes and commas. Provide a header at the top. If something is allowed to be repeatable, provide the repeated information with a semicolon.

 

Item Record

Expected Field Name	Repeatable	Notes
BIB_KEY	N	Mandatory. If no BIB key is provided, the item is rejected.
ITEM_KEY	N	May be used to link to other files such as fines, loans, and requests.
HOL_KEY	N	If you are providing MARC holdings files, include linked holding record ID here.
LIBRARY	N	Higher level of location or single location. If your previous ILS has only one level of location, use this field only and leave location blank. Used in the Alma Location tab of the Alma Migration Form.
LOCATION	N	Lower level of location. If your previous ILS has only one level of location, leave this field blank and use the LIBRARY field only. Used in the Alma Location tab of the Alma Migration Form.
ITEM_CALL_NO	N	If your call number has multiple subfields such as $h and $i, provide them in two different fields separated by a semicolon, for example, “PN 456”;”.J123”. Otherwise provide a string, for example, “PN 456 .J123”
SHELVING_SCHEME	N	Shelving scheme for call number. Use the Shelving Scheme map in the Alma Migration Form.
COPY_NO	N	numeric
BARCODE	N	alphanumeric, and unique or empty
ITEM_TYPE	N	May be used in conjunction with Patron Type to determine how an item circulates. For example: “4weekLoan” or “Book”. Use Item Type map in the Generic Migration Form.
STATUS	N	Special status for an item, such as MISSING or BINDERY. Use Item Status map in the Alma Migration Form.
MATERIAL_TYPE	N	Use the Item Material Type map in the migration form.
TEMP_LIBRARY	N	Temporary Library
TEMP_LOCATION	N	Temporary Location
TEMP_ITEM_TYPE	N	Temporary Item Type
TEMP_CALL_NUMBER	N	Temporary Call Number
TEMP_CALL_NO_TYPE	N	Temporary Call Number Type
ALT_CALL_NO	N	Item Call Number
ALT_CALL_NO_TYPE	N	Item Call Number type
DATE_LAST_RETURN	N	Date of last return from loan. To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'.
NO_LOANS	N	Number of loans total for this item. To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'.
DATE_LAST_INHOUSE_USE	N	Date of last in house use. To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'.
NO_INHOUSE_USE	N	Number of total in house uses for this item. To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'.
INVENTORY_NUMBER	N
INVENTORY_DATE	N
IS_MAGNETIC	N	Y or N
STORAGE_LOCATION_ID	N
PIECES	N
PAGES	N
ARRIVAL_DATE	N	Date item was received (usually used for serial items)
EXP_ARRIVAL_DATE	N	Date item is expected (usually used for unreceived serial items)
DESCRIPTION	N	Enumeration and Chronology in display format, for example “Vol. 1 (1980) – Vol. 21 (2000)”
ENUM_A	N	1st level of enumeration
ENUM_B	N	3rd level of enumeration
ENUM_C	N	4th level of enumeration
ENUM_D	N	5th level of enumeration
ENUM_E	N	6th level of enumeration
ENUM_F	N	7th level of enumeration
ENUM_G	N	8th level of enumeration
ENUM_H	N	9th level of enumeration
CHRON_I	N	1st level of chronology
CHRON_J	N	2nd level of chronology
CHRON_K	N	3rd level of chronology
CHRON_L	N	4th level of chronology
CHRON_M	N	5th level of chronology
CREATE_DATE	N
CREATE_OPER	N
UPDATE_DATE	N
UPDATE_OPER	N
REPLACEMENT_COST	N	Place an amount here ONLY IF this will be used an actual replacement cost for a lost item in Fulfillment.
INVENTORY_PRICE	N	Place an amount here for information purposes about the original cost of the item.

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary. If you want to include multiple local fields in the same Alma note, make as many copies of the line in the spreadsheet as needed for all note name/local field combinations.

Note Name	Default Local Field
PUBLIC_NOTE	Shows to the public
FULFILMENT_NOTE	Pops up at circulation activity.
NON_PUBLIC_NOTE_1	Internal notes
NON_PUBLIC_NOTE_2
NON_PUBLIC_NOTE_3
STAT_NOTE_1	Statistical notes
STAT_NOTE_2
STAT_NOTE_3

Provide a list of bibliographic system numbers that represent electronic resources and an indication if these electronic resources are portfolios, packages, or database resources. Prepare the list as a comma separated text file containing lines that represent each e-resource. Structure each line as follows:

For example:

Note that the words portfolio, package, and db are not case-sensitive, therefore both portfolio and Portfolio are acceptable.

Ex Libris expects patron records in CSV delimited format. Patron records without a record key identifier are skipped, since this is the minimum required patron information. The record key identifier is used to link the patron to other records such as loans and fines.

The following fields are expected. Indicate the local field names for the expected fields in the Patrons tab of the Generic Field Mapping form.

Patrons

Field Name	Repeat-able?	Notes
ORIGINAL_ID	N	Used to link to loans, fines, requests.  This is mandatory even if there are no loans, fines, or requests to link to.  If there is no original ID in your patron file, use another identifier such as barcode.
EXPIRY_DATE	N	if empty, migration fills in with conversion date + 1 year
LANG	N	Use User Language map in migration form
FIRST_NAME	N
LAST_NAME	N
MIDDLE_NAME	N
USER_TITLE	N
JOB_TITLE	N
USER_GROUP	N	Use the User Group map in the migration form.
BIRTH_DATE	N
PURGE_DATE	N	if empty, migration fills in with expiration date
GENDER	N	Male, female or other
CAMPUS_CODE	N	Use the Campus Code map in the migration form.
CREATE_DATE	N
MODIFICATION_DATE	N	Global will use DATE_FORMAT
CREATED_BY	N
MODIFIED_BY	N
If a single block is provide per single patron record, use these block fields here.  Else, if multiple blocks are provided for a single patron, then use a separate block file.  See the section below "User Blocks (if multiple blocks per patron)"
BLOCK_TYPE	N	Use the User Block tab in the migration form.
BLOCK_NOTE	N
BLOCK_CREATE	N	If this is not present, migration will use use patron create date, then patron migration date.
BLOCK_EXPIRY	N
The following four fields are only used if two or more institutions are migrating to Alma as a consortium. These fields are used to link patron records between institutions when the two patron records represent the same person. The Master patron record is for the patron’s home institution. The Copy record is a copy of the record so that the patron can borrow at other related institutions.
LINKED_ACCOUNT	N	false = this record is the MASTER record true = this record is a COPY record
LINKING_ID	N	mandatory for MASTER record. Unique ID of record
SOURCE_LINK_ID	N	mandatory for COPY. MASTER’s Unique ID
SOURCE_INST_ID	N	mandatory for COPY. MASTER’s institution. Use the Alma institution code here

Extract only current circulation transactions.

Provide the loan files in comma delimited format. The following fields are expected. Use the Loans tab of the Generic Field Mapping form to indicate local field names for the expected fields.

Loans/Circ Transactions

Field Name	Repeatable?	Notes
DATE_HOUR_OUT	N	date+time
DATE_HOUR_DUE	N	date+time
PROCESS_STATUS	N	Normal, Recall, Renew, Lost, Claimed_Return
ITEM_ID	N	Customers may fill in one or the other, or both. At least one is mandatory.
ITEM_BARCODE	N
USER_ID	N	Mandatory; links to patron ORIGINAL_ID
ORIGINAL_DUE_DATE	N	date+time
RENEWAL_DATE	N	date+time
RECALL_DATE	N	date+time
UPDATE_DATE	N
CREATE_ID	N
UPDATE_ID	N

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary. If you want to include multiple local fields in the same Alma note, make as many copies of the line in the spreadsheet as needed for all note name/local field combinations.

Note Name	Default Local Field
NON_PUBLIC_NOTE

Extract only those hold requests where the item is waiting on the hold shelf for pickup.

Provide the request files in comma delimited format. The following fields are expected. Indicate the local field names for the expected fields on the Requests tab of the Generic Field Mapping form.

Field Name	Repeatable?	Notes
ITEM_IDENTIFIER	N	One or the other of ITEM_IDENTIFIER or ITEM_BARCODE is required, but not both
ITEM_BARCODE	N
USER_IDENTIFIER	N	links to ORIGINAL_ID in patron file
PICKUP_LIBRARY	N	will be sent through Alma Location Map
REQUEST_DATE	N	Date hold request was initiated
EXPIRATION_DATE	N	Date hold request will expire
HOLD_DATE	N	Date item was placed on hold shelf
CREATE_DATE	N
UPDATE_DATE	N
CREATE_ID	N
UPDATE_ID	N
LIBRARY_ID	N	Sent through Alma Location Map

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary. If you want to include multiple local fields in the same Alma note, make as many copies of the line in the spreadsheet as needed for all note name/local field combinations.

Note Name	Default Local Field
NON_PUBLIC_NOTE	(none)

Fine and fees information is not mandatory, but when it is provided, Ex Libris expects active fine and fee information in csv format (preferably as an outstanding active balance total in the patron CSV extract). Only active (outstanding) fine and fee information is migrated, and only the outstanding balance of each individual fine/fee; partial payment information is not preserved. The following fields are expected. Indicate the local field names for the expected fields in the Fines/Fees tab of the Generic Field Mapping form.

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary. If you want to include multiple local fields in the same Alma note, make as many copies of the line in the spreadsheet as needed for all note name/local field combinations.

Note Name	Default Local Field
NON_PUBLIC_NOTE

Course information is not mandatory. If it is provided, send it in csv format, with links to bibliographic records and/or items for the reading lists. The following fields are expected. Indicate the local field names for the expected fields in the Courses tab of the Generic Field Mapping form.

Field Name	Repeatable?	Notes
CREATE_DATE	N
UPDATE_DATE	N
CREATED_BY	N
UPDATED_BY	N
LIBRARY_CODE	N	Same type of code that is used in LIBRARY field of item record
COURSE_CODE	N
COURSE_NAME	N
SECTION_CODE	N
STATUS	N	‘Active’ or ‘Inactive’
START_DATE	N
END_DATE	N
NUM_OF_HOURS	N
TERM_CODE	Y	For example: Autumn, Winter, Spring, Yearly
UNIT_CODE	N	Use the Course Unit mapping table in the migration form if desired
UNIT_NAME	N
FACULTY_DEPARTMENT	N	Use the Faculty Department mapping table in the migration form
NUM_OF_PARTICIPANTS	N
EXTERNAL_ID_1	N
EXTERNAL_ID_2	N
EXTERNAL_ID_3	N
INSTRUCTOR_ID	Y	Must be a patron identifier, not a name - put name strings into COURSE_NOTE below
ITEM_ID	Y	Matches item key in item file

Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.

Note Name	Default Local Field
COURSE_NOTE