Migration and Activation Overview
Migration from 360 Core/Link is consists of the activation of Alma KB resources which most closely match the existing 360 KB resources. Since the 360 KB and the Alma KB are created based on different principles, it is not possible to directly the migrate the 360 KB resources into the Alma KB. Instead, the migration programs look at the list of 360 packages and create a list of the matched packages in Alma. In many cases, there can be many 360 packages that match a single Alma package. It is less common, but still possible, that a single 360 package maps to multiple packages in Alma.
After the Alma packages are identified, the Alma resource is marked as 'Activate All' or 'Selective' based on the 'We subscribe to only some resources in this db' flag from 360. if the Alma resource is 'Activate All', then all titles that Alma lists for that package are activated. No attempt is made by the migration program to compare lists of titles between the 360 KB and the Alma KB for a database/package. If the package is listed as 'Selective', then the list of titles associated with the package in the 360KB are uploaded for activation in Alma. If the list of titles between the 360 KB and the Alma KB do not match, a title will either fail to be loaded (not present in 360 but present in Alma) or fail to be activated (present in 360 but not present in Alma).
When 360 Link is migrated, then the package activation as described above is performed. Vendors, Licenses, and linking is not included in 360 Link migration.
360 RM/Intota data is migrated if included in the contract. 360RM/Intota migration requires the 360 link migration/activation as described above. 360Rm/Intota migration includes:
- Vendor interfaces
- ERM enrichment (includes linking e-collections to licenses, and enriching matched e-collections and/or purchase orders with relevant ERM-managed fields)
Intota ERM/360 RM links to electronic resources only if the electronic resources are migrated from 360 Link. No attempt is made to link licenses or vendors in Intota ERM/360RM to resources from other link resolvers, such as SFX.
While there is much overlap between Alma and 360/Intota Electronic Resource management, there are some differences, especially in naming conventions.
Alma - 360/Intota Comparison
||An information source that the library provides access to in an electronic format and where the content is not managed by the library.
|Community Zone (KB)
||The Alma Community Zone contains the electronic KB where globally shared descriptive resource metadata and electronic resources for use by all Alma clients.
||The specific coverage, services, and link information relevant for a particular electronic title within a database/electronic collection.
||A collection of electronic resources. Replaces “database” and “package.” Also called e-collection in Alma.
|Local electronic collection
||A collection of electronic resources that is managed by the Institution (not in the KB).
||Library Specific Holdings
||An electronic collection which happens to have no specific managed titles/portfolios.
|No direct analog (Searchable note tagging on e-collection instead)
||A grouping of databases (electronic collections)
||A person or organization that sells, gives, or licenses resources to libraries
||An Alma record associated with a vendor for tracking back-office information about a vendor’s site, including access information, usage statistics harvesting, contacts, notes, etc.
||Platform (details of which may be tracked at the Provider or Database levels)
||A person or business unit associated with a vendor.
||Terms by which electronic resources may be used.
Exporting files from 360/Intota
Customers should export files from 360 or Intota using their administrative interface. In both the 360 Client Center and the Intota main page, there is a link for "Management Reports". All of the reports mentioned can be run from the Management Reports page.
Once the report has completed, download the report to your PC, and transfer them to the Ex Libris FTP site along with your ILS migration file delivery. There is only one available export format, which is *.csv, and that is the format expected by Ex LIbris. Do not open or edit the files in Excel prior to sending to Ex Libris.
Link Resolver (360Link) Files
Ex Libris migrates 360 Link Resolver tracked resources and databases automatically, based on the Tracked Resources and Database Details reports exported from 360/Intota.
The files involved in 360Link migration are:
- Database Details Report
- Tracked Resources Report OR Tracked eBooks + Tracked eJournals reports: In the Management Reports Dropdown box, if you see "Tracked Resources Report", use that report. If you do not see "Tracked Resources Report", then export both "Tracked eBooks" and "Tracked eJournals" reports.
Provide these files at the same time that you provide your ILS migration export files.
ERM (360RM or Intota) Files
The files involved in migration from 360RM or Intota to Alma are:
- Cost Report - Details
- Database Details Report
- License Information Report
- License Data Uploader
- Notes and Comments
- Tracked Resources Report (only. Tracked eJournals and Tracked eBooks is not allowed here)
- Resource Administrative Information
- Resource Renewal Report
360Link resources must be migrated along with License and Provider information from the ERM in order for all resources to link together in Alma.
360 Link Migration
This section is relevant both for customers migrating only 360 Link (Databases and Tracked Resources) and for customers migrating Intota/360RM. Intota/360RM migration requires 360Link migration as part of the migration.
As stated above in the migration overview, migration of 360 KB to Alma KB consists of activating resources in the Alma KB that are the closest match to the 360 KB resource. There is not a 1-to-1 relationship between resources in the two different KBs.
Also as stated above, after the specific Alma e-resource is identified as the comparable e-resource, then the Alma e-resource is either marked as Activate All or Selective, depending on a few factors. See also the 1-to-many description below, and the Activate All vs Selective description below.
Active Databases in 360
Databases are considered active if at least one of the following fields is Y:
- Display in 360 Core
- Display in 360 Link
- Display in Summon
If ALL three of the above are N, then this database is considered not active and will not be activated in Alma.
Notes at the database or title level are not currently migrated in 360Link-only migrations. Notes from both databases and titles are migrated to the associated Vendor record if the site is also migrating 360RM/Intota ERM.
360Core KB vs Alma KB and 1-to-many
Because of differences in each product history, the 360Core KB generally has more entries than the Alma KB. For example, if a publisher/provider offers 10 different options for packages from basically the same superset of resources, the 360KB team, generally speaking, usually added each of those packages individually as separate databases. The Alma KB team, on the other hand, had one e-collection (database) and then individual resource selections would be made by selective activation of the superset of resources available in the e-collection. So for this set of 10 packages, there might be 10 entries in the 360KB which map to 1 entry in the Alma KB. This is referred to in migration as 1-to-many (1 Alma KB - many 360 KB).
Because the 1-to-many situation is very common, customers will almost always see fewer activations in Alma than they saw in 360/Intota, even if all databases map to Alma. To see which Intota/360 database(s) were mapped to an Alma e-collection, look in the Alma interface at the electronic collection main page. Check the 'Provider package code (DB id)' at the top of the Electronic Collection page. In the image below, three databases (88V, 89A, and C3E) mapped to a single collection in Alma.
While it is not possible to search Intota/360 by the database code, these codes are easily seen in the Intota/360 administrative interface and can be helpful to know which Intota/360 databases migrated to which Alma E-collection.
Activate All vs Selective Activation (title identifiers)
360Link has a field which is called 'We subscribe to only some titles in this database', which is roughly equivalent to the Alma KB activation flag.
'We subscribe to only some titles... ' = Y translates to Selective Activation, or 'By Titles'.
'We subscribe to only some titles...' = N translates to Activate All.
Sometimes, because of the common 1-to-many situation described in the previous section, something that was 'We subscribe to only some titles ...' = N (activate all) in 360 is actually implemented as Selective activation in Alma. This can happen if the titles in the 360 database are actually a subset of available titles in the corresponding Alma collection of titles.
When Activate All databases are activated in Alma, individual titles do not need to be loaded. All titles associated with the e-resource in the Alma KB are activated. No attempt is make to compare the list of titles defined in 360 KB with the list of titles defined in the Alma KB.
When Selective databases are activated in Alma, individual titles must be loaded and activated individually. The key that the migration programs use for activating an individual title against the Alma KB is an ISSN or ISBN. When a title does not have an ISSN or ISBN, then it is not possible to perform a title activation. Examples of titles which may not have an ISBN or ISSN are titles that were published very long ago, or titles which are not officially published. Further, if the ISSN or ISBN in 360 is faulty for some reason, for example if the same ISSN is used for multiple titles, migration cannot guarantee proper activation in Alma, since the activation is dependent on proper identifiers.
For a list of titles from Selective databases which cannot be activated due to missing identifiers, see the section below, "Matched Selective Titles without an Identifier".
Titles which have an identifier in 360 but no match in Alma
There may be titles in the Alma KB for certain e-collections which are not in the e-collection list in the 360KB, and vice versa. When a title is in the 360KB, and should be loaded to Alma as a title for a selective database, there is a small chance that the title is not present in the Alma KB yet. In this case, since there is an identifier, the migration programs load the title to the selective database but as a local title. These titles may be manually linked to the title in the CZ once the Alma KB team has added them.
Custom Dates and Custom URLs
Custom Dates and Custom URLs are currently transferred to Alma for individual titles, when the Alma database is marked as Selective Activation.
Dates which are specified in terms of most recent years or months - that is, embargo periods - are not currently migrated to Alma, so resources with local/custom dates in the format of an embargo should be reviewed in Alma.
Ex Libris does not migrate Locally-created databases. These must be re-created in Alma post-cutover.
Hidden (Deprecated) Databases
The 360Core KB team sometimes removes a database from the KB after it has ceased being provided by the vendor. Customers who have these hidden databases may continue to track them and use them in 360Link, but people may no longer begin tracking them after they have been hidden. See the KB article for more information: https://knowledge.exlibrisgroup.com/...dden_Databases
Hidden databases are not migrated to Alma. Either change the activation from a hidden database to an active database prior to migration, or activate the appropriate database in Alma post-go-live.
E-collections That Have Two Service Options
In Alma, since the E-collections are supersets and can be used for various purchased packages from the provider, there can be different services available in the same E-collection. For example, you can subscribe to Factiva with getFullTxt or with getSelectedFullTxt. With almost all of the databases, migration can select the correct service. However, some databases have multiple services available and we are unable to select the correct service.
Review this list of databases. If you subscribe to any of them, confirm in Alma that the correct service (getFullTxt or getSelectedFullTxt) is selected, post-migration.
- Columbia International Affairs Online (CIAO)
- DigiZeitschriften Open Access
- EBSCOhost Newspaper Source Plus
- EBSCOhost TOPICsearch
- Informit A+ Education
- Informit AGIS Plus Text
- Informit Australian Public Affairs Full Text
- Informit Family and Society Plus
- International Index to Music Periodicals (IIMP)
- International Index to Performing Arts (IIPA)
- LexisNexis Academic
- LexisNexis Netherlands
- Nexis UK
- ProQuest Dissertations & Theses
- PubMed Central
- PubMed Central Open Access
- Westlaw Law School
- WestlawNext Campus Research Law
- WestlawNext Campus Research Law + News
E-collection special case: automatic holding feature
Migration programs do not transfer coverage information for the following databases:
- Elsevier ScienceDirect Books Complete
- Elsevier ScienceDirect Journals Complete
- Ebook Central
Instead, they are managed by setting up continuous update per package. Use the following links to see instructions for each database:
This will soon be available for Springer (details to be provided when a web page becomes available).
E-collection special case: Elsevier ScienceDirect Freedom
Migration programs do not transfer coverage infromation for the Elsevier ScienceDirect Freedom collection, since coverage for this collection is specific per customer/library. Customers should add their own local coverage as detailed in https://knowledge.exlibrisgroup.com/...ection_in_bulk
E-collection special case: CCC Copyright Clearance Center
Copyright Clearance Center packages are handled in Alma in a manner that is so different than how they are handled in 360, that they must be manually activated in Alma post migration. The customer would manually activate the publisher packages that are relevant to them.
360 Link Activation Report
Post migration, a report is provided which contain databases and/or resources which require your attention post-load. The purpose of this section is to explain what the customer sees in the 360Link Resolver Activation Report, and to provide information on how the information can be used. This report is generated based on the Database Details Report and the Tracked Resources Report from 360/Intota. Databases from 360 are matched to Alma e-collections using a match routine jointly developed by the 360 and Alma KB teams.
Customers are welcome to provide feedback on the matching process as part of the normal test load feedback process.
The following statistics are provided on the first tab of the spreadsheet.
|1. Total databases from 360
||The total number of databases from 360, from the Database Details report.
|1.1. Total CZ matched databases
||The number of databases from 360 which matched an e-Collection in Alma, according to the KB team mapping. This number should be the number of CZ matches + missed matches.
|1.1.1 Inactive Databases or BY_TITLE and 0 titles
||The migration program has identified the 360 db as inactive, although a map was sometimes found. These can be identified by checking the 'Activate?' column, and seeing 'N'. Whether or not a db is Active or Inactive is checked according to the 'Active Databases in 360' section above. Further, if a title is specified as BY_TITLE but there are no titles, this is considered inactive.
|1.2. Total non-matched databases
||The number of databases from 360 which did not find a matched e-Collection in Alma. To see the breakdown of these databases, see the section 1.4.x
|1.2.1. Missed Matches
||The migration attempted to activate a matched database, but some technical error occurred in the activation. There should have been a match, but some problem occurred when connecting to the CZ. These are reported to the KB mapping team automatically. These are on the '360 db to Alma e-collection' tab listed as 'MISSMATCH'.
|1.2.2. Gap Databases
||The KB mapping team has not yet identified a matched Alma e-collection for this 360 DB. These are listed on the '360 db to Alma e-collection' tab as 'NA'.
|1.2.3. Hidden Databases
||These databases are deprecated by the 360 KB team, and are not migrated to Alma. See https://knowledge.exlibrisgroup.com/360_KB/Knowledge_Articles/360KB_Hidden_Databases. These are listed on the '360 db to Alma e-collection' tab as 'HIDDEN'.
|1.2.4. Local Databases
||These databases were created locally in 360 and cannot be transferred to Alma. These must be re-created in Alma. Either find a suitable database in the Alma KB and activate it, or re-create locally again. These are listed on the '360 db to Alma e-collection' tab as LOCAL.
|2. Total individual titles from 360
||The total number of individual titles that were found in the Tracked Resources report from 360Link. This number is typically fewer than the number of titles exported in the Tracked Resources file. First, titles from local, hidden, gap, missed, and inactive databases are not included. Further, titles that have multiple to/from dates have two entries in the Tracked Resources file but only one entry for Alma purposes.
|2.1. Titles belonging to a non-matched DB
||Titles associated with a 360 selective database where a match was not found. This number contains titles from Selective databases only.
|2.1.1. Titles from non-matched selective DB without identifier
||To read a description of this group of titles, see the “Titles from non-matched selective DB without identifier” section just below this chart.
|2.2. Titles belonging to a matched DB/e-collection
||All titles associated with a 360 DB where a matched Alma e-collection was found. All of these titles were activated in Alma except those in a Selective database where the title had no identifier (see "Matched Selective Titles without an Identifier" below).
|2.2.1. Titles belonging to a matched ActivateAll DB/e-collection
||All titles associated with an Activate All 360DB where a matched Alma e-collection was found. Some of these titles may not have identifiers, but it does not matter because the e-collection was activated in entirety and individual title identifiers are not necessary.
|2.2.2. Titles belonging to a matched Selective DB/e-collection
||All titles associated with a Selective 360DB where a matched Alma e-collection was found. Identifiers (ISSN/ISBN) are necessary for the migration programs to be able to activate the individual titles in a Selective e-collection.
|126.96.36.199. Titles from matched selective db, with identifier
||The migration programs are able to load this group of titles for matched selective databases, since the migration programs have an identifier to use for matching individual titles.
|188.8.131.52.Titles from matched selective db, without Identifier
||The migration programs are not able to load these titles to Alma due to the lack of identifier. See the “Matched Selective Titles without Identifier” section below.
Titles for Non-Matched Selective DB Without an Identifier
Titles in this category are from selective 360 databases for which an Alma e-collection match was not found. Eventually the matching algorithm will be updated so that this database does find an Alma e-collection match. When the Alma e-collection is found, the migration programs will be able load the individual titles – except that they will still not be able to load the individual titles where there is no identifier. You may want to evaluate these titles in a similar way that you are evaluating the “Selective Titles without ID” group below, so that when a match is found you will have a better idea about how you will handle them in Alma. In order to find these titles, see the description in the “Titles for unmatched collection” tab, below, and filter for titles that do not have any identifier such as ISBN or ISSN.
360 DB to Alma E-Collection
This tab contains the original 360 databases and their matched Alma e-collection, if a match was found.
If a matched Alma e-collection was not found, then the Alma e-collection column contains:
Databases in the categories above should be activated manually in Alma. Customers may provide feedback to Ex Libris on which e-collection in Alma is the match for the gap databases.
column contains the selective or activate all status based on information coming from the 360 or Intota Database Details report. The options are:
The two columns “Number of titles in the database” and “Number of titles without an identifier” are present for informational purposes. Titles from unmatched databases are listed in the tab Titles for unmatched collection. Titles from matched databases are not listed on this report.
Titles in the Number of unmatchable titles without identifier column are listed only for matched databases, and can be found on the Matched Selective titles without ID tab.
The "One to Many" column indicates if multiple 360 databases were combined into a single Alma e-collection.
Matched Selective Titles Without an Identifier
When the migration programs activate an Activate All e-collection, no title information is needed. However, when a Selective e-collection is activated, information on the individual selected titles is needed. In order to do this individual title activation, an exact identifier (ISSN or ISBN) is needed. The migration programs do not attempt to match on individual title strings. Some titles do not have identifiers by design. The most common reason is that they were published before identifiers were used, but another common reason is that the 360KB has inadvertantly not provided the identifier. Since it is not possible for Ex Libris to activate these individual titles, they must be handled in a different way. The options are:
- Activate the entire e-collection in Alma, and then go through and clear the titles you do not own
- Activate the titles in the e-collection manually
Ex Libris recommends that all titles on this list be evaluated, since some multi-volume titles may overlap with titles that do have identifiers.
Titles for Unmatched Collection
All of the titles listed in this tab are titles from 360 databases that did not find a matched Alma e-collection. The titles are from all unmatched databases/e-collections - both Selective and Activate All.
This tab is provided for two reasons:
Further Explanation – ERM Migration Process
Licenses in Alma and Intota/360 are both based on the DLF-ERMI standards and can be linked to e-collections/databases only. Since both systems follow the DLF-ERMI standard, license terms generally map 1-1. You may change the order of the license terms using the migration form License Terms and Type tab prior to migration, or you can change them post-migration in the Alma License configuration.
Vendor level licenses from Intota are changed to link to directly to each resource associated with the vendor. A single license may cover (be linked to) multiple e-collections, but an e-collection can have only one license associated with it. Migration does not currently support linking at the title/portfolio level. For more information, see Migration to Alma from ProQuest Workflow Solutions
To see e-collection(s) associated with a license, click the Inventory tab of the license. To see if any licenses are associated with an e-collection, from the search results list, click the More Info link. Licenses are listed under Licenses.
A vendor is generated from provider and contact information for databases which are currently active. We do not make a vendor in Alma if there is no active database associated with the provider. A single contact in Intota/360 can be associated with multiple providers. In migration to Alma, any shared contact information between vendors is duplicated across all associated vendors. Contacts can be seen in the Contact tab of the migrated vendor in Alma.
To see the administrative login and pw information for a vendor, look at the Contact Information tab of the main vendor.
Order and Cost information
Intota/360RM has a text field with an order number which does not link to an order in Intota/360RM but can be used in migration to link the resource to an order in Alma. The migration programs take the Order Number field as is from Intota/360 and attempt to find a match for the ILS-originated PO or PO Line in Alma for the associated electronic resource. It is not necessary that the Vendor Interface (Provider) for the resource be the same as the vendor for the order - these can be two different vendors, and the resource can still be linked to the order.
If found, the e-resource is linked to the ILS-originated order and cost information from Intota/360 is populated on the existing Alma order’s notes. Any e-resource formerly linked to that matched ILS order is unlinked. If no order is found, the cost information for the resource is placed on the provider notes in Alma.
You can decide how much cost data to migrate using the COST_DATA question on the questionnaire tab.
Fields in the Alma license are linked to actual users defined in Alma user. The persons in the Intota/360 license are textual strings. No attempt is made to map these strings to actual users, so these licenses need to be linked to the appropriate Alma-managed user post-migration, if necessary. The field is not mandatory.
Collections and Notes
Alma does not have a collection concept to group electronic collections together. However, searchable note tagging can allow similar functionality. Multiple notes in Alma can also be managed on either the e-collection or e-portfolio levels. Collection names are placed on Alma Vendor interfaces and their related e-collections. Notes associated with collections are duplicated for each element in the collection.
Notes in Intota can be applied either on the electronic collection, electronic portfolio or vendor interface levels, depending on the type of information being managed. For instance, a note that is relevant only for a specific database and all its titles, would be migrated to the Alma electronic collection. A note that applied to the vendor interface/contact including all its e-collections, can migrate to the vendor interface.
Serials Solutions MARC Records
Some customers may export 360 core resources in MARC format for loading into the local ILS. This is often necessary, since the ILS is a central means for discovery.
If you have MARC records in your ILS that represent 360 Core resources, you have the following options:
- Do not provide the MARC records when delivering records to the migration team for ILS migration.
- Provide the MARC records, but also provide a string on the migration form (SFX_PREFIX) that allows the migration programs to detect these records. The migration program skips the records if there are no attached data elements and suppresses the records if there are attached data elements (such as items and orders).
- Provide the MARC records, but do not provide a string on the migration form (SFX_PREFIX) question. This results in duplicate records for the resource – one from the ILS and one from the 360RM/Intota -> Alma migration. These records need to be handled (merged) manually post go-live.
Managing Duplication in Alma
Resources in 360/Intota may be duplicated in Alma, either through the import of MARC records from 360 (see Serials Solutions MARC Records
) or through simple cataloging of electronic resources in the ILS. For more information on how to manage duplication of electronic resources in Alma, see Managing Duplication in Alma