AbsysNET to Alma Migration Guide
AbsysNET is the Integrated Library System produced by Baratz.
This document serves two purposes:
- A step-by-step guide to filling out the AbsysNET to Alma Migration Form.
- An explanation of the migration rules for AbsysNET to Alma that do not require any customer input.
Recommendations for Using this Guide
This document is divided into four areas:
- Inventory
- Fulfillment
- Acquisitions
- Physical to Electronic
Each area has the following sections:
- Questionnaire Tab – Instructions for individual questions asked on the Questionnaire tab of the Migration Form.
- Individual Tabs – Instructions for how to fill in individual tabs on the migration form.
- Further Explanation – Explanations of migration processes that need more explanation and/or do not need customer input.
We recommend that you look at the Questionnaire tab section and the individual tabs in each area to assist in filling in the migration form.
If you have further questions about any of the data input or about the migration in general, see the more detailed explanations in the Further Explanations sections.
Related Documentation
- This document is intended to complement the AbsysNET Migration Form - an Excel spreadsheet that is read by the migration programs. It provides further information regarding the migration process and the steps required for migration to Alma.
- Prerequisites: Basic knowledge of Alma and AbsysNET key concepts and architecture, and the requirements (including the migration-related approach) described in Getting Ready for Alma and Discovery Implementation, as well as in Electronic Resource Handling in Alma Migration.
- The format and structure of the data exported from AbsysNET is detailed in the corresponding document AbsysNET to Alma Data Delivery Specification.
- It is recommended that you view the Introduction to the Alma Configuration Process video session before completing your migration form, as the mapping and migration of libraries and locations have implications for subsequent configurations.
Ex Libris migrates your acquisitions and course data only if this service is purchased by your institution and is stipulated in your contract with Ex Libris.
Inventory
Alma uses bibliographic, holding, and item records. AbsysNET has bibliographic and item records, and depending on the installed features of the local AbsysNET system, may provide MARC holding records. In cases where AbsysNET does not provide MARC holding records, they are created during migration, based on information in the AbsysNET item record and possibly the serial issue record.
Customer Input
Questionnaire Tab
Institution Code, Customer Code, Institution Name, Customer Name, Time Zone
Codes: INST_CODE, CUST_CODE – These are filled in by Ex Libris.
The institution code cannot be the same as a library code.
INST_NAME and CUST_NAME: Fill these fields in with your institution’s name and your customer name (customer code is only different from the institution code if you are part of a consortium). These are mandatory and must be filled in.
Default: N/A
Time Zone: Select your time zone from the drop-down list. If your time zone is not listed, contact your Ex Libris project manager.
MARC/Country Organizational Code
Code: MARC_OC
Default: None; this is not mandatory
Options: Enter your MARC Organizational code, which will be used to construct the former system number in Alma. Only one code is allowed.
Further Information: The migration moves the value in the exported record’s former system number field (AbsysNET bibliographic system number) to the 035 $a field:
(MOC)<AbsysNET record id>-<customer code>
<(MOC)> is the MARC Organization code specified here. <customer code> is the customer code specified in the CUSTOMER_CODE question above.
For example: (AbC)u12345-01abc_inst
The AbsysNET former system number can be in the 002 field of the Unimarc record. Customers should specify where the former system number is in the AbsysNET Field Mapping form.
List Prefix for bibs from SFX or other management system
Code: SFX_PREFIX
Default: ‘(SFX)’
Options: String. If not indicating a link resolver management system, leave blank.
Further Informationn: If your AbsysNET catalog contains records imported from SFX or another electronic resources management system and you are also migrating bibliographic records directly from SFX or the other management system, this may result in duplicate bibliographic records in Alma. You can enter a prefix here so that the migration programs can identify these bibs and not migrate them to Alma to avoid creating duplicate SFX records in Alma. The migration programs do not make any attempt to physically merge the two records into one. The default response to this question is ’(SFX)’, but you can enter any prefix that represents bibs that you want to exclude from loading into Alma. The migration programs search for the string in the 035 $a field of the MARC record. If you do not want to exclude any such records, leave this field blank.
If the migration programs identify bib records containing the prefix in the 035 $a and the records in AbsysNET are connected to a purchase order line and/or physical items, these bib records are still migrated so that the purchase order and/or items can be migrated, but they are automatically suppressed in Alma to avoid end-user discovery duplication.
Do you use internal system numbers in $w of Linked Entry fields?
Indicate if you use internal system numbers in fields 76x-78x to link bibliographic records to each other.
Code: LINKED_ENTRY_W
Default: No
Options: If you answered Yes to this question, the internal system numbers in the Local System Number subfield for the specified tags are converted from the AbsysNET system number to the Alma system number.
Internal record designation for Linked Entry fields $w (local system number)
Code: LINKED_ENTRY_PREFIX
Default: Blank
Options: If you answered Yes to the previous question and the internal system numbers have a prefix, enter the value to be matched to identify the local system number. If the system numbers in $w do not have a prefix, or if you answered No to the previous question, leave this question blank.
Further information on LINKED_ENTRY_W and LINKED_ENTRY_PREFIX: When bibliographic records are related to each other, such as a journal title that is superseded by a second journal title, AbsysNET may store the information in Unimarc bibliographic fields designated for linking. If the number in a Unimarc subfield of the linking tags is the internal AbsysNET system number, these numbers must be changed to the Alma representation of the system number. If your library does not use the internal system number to link and instead relies on more general identifiers such as the ISBN, ISSN, or shared cataloging DB (OCLC or DLC), these numbers are not modified.
In Alma, the system numbers in the subfields are used to link two related bibliographic records together using the related records process. Related records can be found by clicking the More Info link on the Alma Search Results page.
Indicate which 852 subfields to use to determine unique holding records
Code: 852_SUBFIELDS_FOR_HOL
Default: bc (library and location only, not call number)
Options: To group all items on a single bibliographic record by location only, select bc here. If you have many items in the same bibliographic record in the same library and location but different call numbers WITHIN that location and you want each of them to have their own distinct holding record, specify additional call number subfields. Acceptable subfields: bchijklmp.
The library and location codes are matched after the Alma Location Mapping has been performed, meaning the match is done on the Alma version of the library/location codes.
Further Information: See the Determining Groups of Holding Records and Changing the Holding Record Grouping sections below.
Limit exported records by location
Code: LIMIT_BY_LOCATIONS
Default: No
Options: If your export contains all of the data from a shared database, and you wish to only migrate a part of that export to Alma, then the migration programs can filter the data according to locations listed on the Location Tab. In this case, the ALMAME_VALUE_NOT_FOUND line on the location tab is not used. Inventory and Acquisitions are filtered by locations on the Location Tab, and Fulfillment is filtered based on campus codes in the Campus Code Tab. Use this option only if agreed upon with your Ex Libris project manager.
Bib Key Prefix
Code: BIB_KEY_PREFIX
Default: empty
Options: If you are combining data from two or more separate databases into a single combined institution in Alma, then indicate a prefix here that will be used to distinguish the former system numbers in Alma after migration. For example, the different systems likely had completely different bibs for system number 12345 and you want to be able to search for the specific bib from your own institution after go-live. The prefix does not include a hyphen so if you want a hyphen in the number (e.g. PQ-12345), include it in the string. If you are not merging institutions, leave this question blank.
See also: MERGE_PATRON_PREFIX
Move 001/003 to 035 or 035
Code: 001_035_935
Default: 035
Options: If your incoming bibliographic records have a number in the 001, then the migration programs move it elsewhere as (<003>)<001>. For example: (OCoLC)12345. To move to the 035, which is the default, then select 035 in the dropdown. If you are part of a consortium and are using OCLC numbers to determine matching records when linking to the NZ, you may wish to move this number to the 935 so that the moved number does not interfere with another matching key you may be using. If you are not linking to the NZ, then this question is likely not useful. Default: 035
Use subfield indicators in item call number (AltCallNo)
Code: ITEM_CALLNO_SUBFIELD
Default: Yes
Options: When generating an Item Call Number field (also known as AltCallNo), you can decide if the string contains subfield indicators. Default = Yes
Yes = $h PZ3.A93 Pr16 $i A975
No = PZ3.A93 Pr16 A975
For more information on when an Item Call Number is generated, see the section Changing the Holding Record Grouping, which depends on the question 852_SUBFIELDS_FOR_HOL.
Add $9 LOCAL to specified tags
Code: NZ_LOCAL_TAGS
Default: empty
Options: Add $9 LOCAL to specified bib tags, for use in consortia where an IZ environment links to an NZ. Tags marked as Local will be kept in the IZ, and not moved to the NZ.
Format for this input: tag + indicator. Use # for any/wildcard, and b for the space character. Separate with semicolon.
Example: 59###; 69###;960##;970##;090b#
Alma Library Tab
Use this tab to create a list of Libraries in Alma. At least one library is mandatory.
Alma Library Code: Maximum 10 characters. Mixed case is valid, but not recommended. Do not use special characters or spaces. Allowed: - and _ (hyphen and underscore). Not allowed: !@#$%^&*()+=/?><.,\|]}[{`~ or the space character.
The Alma Library Code may not be the same as the Alma Customer Code nor the Alma Institution Code.
Alma Library name: Maximum 255 characters. This is visible to the public.
Address lines: Alma allows you to specify address, phone, and e-mail information about each library. It is mandatory for a library to have a shipping/billing address in order to place orders in Alma. The migration process sets the designated address provided with all possible types in Alma (shipping, billing, claiming, etc.). At least one address line is mandatory.
Email: An email address is mandatory. The migration process sets the email address provided with all possible email address types in Alma.
Phone: The phone number must contain dashes (nnn-nnn-nnnn). A phone number with no dashes is not accepted by the migration program. Not mandatory.
Default language: Indicate the language of patrons and/or staff members if it differs for each library. Use two-letter codes as defined in ISO 639-1. Consult the codes at https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes
Further Information: The AbsysNET library is in the item subfield |m, which is the higher level of location, and is comparable to the Alma library. Use the Alma Libraries tab in the AbsysNET Migration Form to indicate your list of Alma libraries. The actual mapping from the AbsysNET library to the Alma library is done in conjunction with the home location (|l) in the Alma Location tab.
If you use an error library (for example “EMPTY”) in the ALMAME_VALUE_NOT_FOUND line of the Location Mapping tab, be sure to list that library here on the Library Tab. It is not mandatory to use an error library; you may also choose to use one of your regular libraries plus a lower-level error location for the items that encounter errors during the mapping process.
Alma Location Tab
Use this tab to map your AbsysNET libraries and home locations to libraries and locations in Alma. Filling in this tab is mandatory.
Include ALL locations of ALL types, including electronic types that may ultimately be deleted in Alma. They still need to be provided in the location tab mapping.
AbsysNET Library (COCOSU Succursale): Value from the COCOSU Succursale field in the item extract from AbsysNET. The ALMAME_VAL_NOT_FOUND line is required to catch any library/location codes you may have missed.
AbsysNET Localization (COCOC1): Value from the Localization field in the item extract from AbsysNET.
Alma Library Code: The library that contains this library/location combination in Alma. You can use the same library codes that you used in AbsysNET, but it is not required. This code must be present on the Alma Library Tab, column A. The match is case-sensitive. Alma Location Code: The new location code for this library/location combination in Alma. It can be a maximum of 10 characters. You can use the same location codes in Alma that you used in AbsysNET, but this is not required. You may also use this form to collapse locations if desired, for example refa and refb in AbsysNET both map to ref in Alma. Mixed case is valid, but not recommended. Do not use special characters or spaces. Allowed: - and _ (hyphen and underscore). Not allowed: !@#$%^&*()+=/?><.,\|]}[{`~ or the space character.
Call Number Type: List the call number type for any newly created holdings records, based on the values for the 852 first indicators. (http://www.loc.gov/marc/holdings/hd852.html). If we cannot determine the call number type from the item or holding record itself, we use this as a default for all items in the location.
Alma Location Name: A description for this location as seen/used by library staff members. The same location name cannot be used for different locations in the same library, but the same location name can be used for different locations in different libraries. See the examples in the Further Information section below for what is acceptable and not acceptable. Maximum 255 characters.
Alma External Location Name: A description for this location as seen/used by the public. The same name can be used for as many different locations as desired. For example, the location names may be Archives A and Archives B, but the external location names can both be Archives. Maximum 255 characters.
Electronic Location? (Yes or No): Used by the P2E migration process to determine if a holding/item/order should be converted to electronic. See the Physical to Electronic (P2E) Processing section for more information.
Suppress from Externalization? (Yes or No): Indicate if the location should be suppressed from being visible to the public. The items are not marked as suppressed, but no holdings or items with this location code are exported to Primo.
Further Information: Do not leave the Alma location and library code fields blank. If you want to stop using a location code after migration, map the AbsysNET code to an easily identifiable code such as XXX or unused just in case any stray items are still in your AbsysNET database.
The ALMAME_VALUE_NOT_FOUND line must be included at the top of the list of locations, in case any location codes were overlooked when completing this map. For example, you may think that you do not have any items left in a certain collection, so you leave it off the location map. However, there may be one or two items left or a stray holding record, etc.
By default, the location code for the ALMAME_VALUE_NOT_FOUND line is UNASSIGNED, which is the default catch-all in Alma in production mode. Ex Libris recommends that you select your primary/largest library as the library code for the line, for example MAIN as in the example line below. In this case, the items inherit the configurations for the MAIN library.
| AbsysNET Library Code | AbsysNET Home Location | Alma Library Code | Alma Location Code | Alma Location Desc | Alma External Loc Desc | Suppress from Externalization |
|---|---|---|---|---|---|---|
| ALMA_ME_ VALUE_NOT _FOUND | ALMAME_VALUE_NOT_FOUND | MAIN | UNASSIGNED | Problem location from Migration | Problem: See Library Staff | Yes |
Post-migration, search for items in the “UNASSIGNED” location and correct the records appropriately.
Alma Location Name and Alma External Location Name
The Alma Location Name column contains the names of the location codes that are displayed in the staff interface. The names cannot be repeated in the Location Name column when the location codes both belong to the same library, but you can use the same name for two different locations, if these locations belong to different libraries. The Alma External Location Name column contains the names of the location codes that are displayed to library patrons. These names can be repeated within the column without regard for libraries. For example:
The following is acceptable:
| Library | Alma Location Code | Alma Location Name | Alma External Location Name |
|---|---|---|---|
| Library A | stacks | Main Stacks | Main Stacks |
| Library B | stacks | Main Stacks | Main Stacks |
| Library A | archa | Archives A | Archives |
| Library B | archa | Archives B | Archives |
| Library A | archstk | Archives Stacks | Archives |
| Library A | archref | Archives Reference | Archives |
The following is not acceptable:
| Library | Alma Location Code | Alma Location Name | Alma External Location Name |
|---|---|---|---|
| Library A | archstk | Archives | Archives |
| Library A | archref | Archives | Archives |
The Alma library and Alma location are put in the following places in the migrated or newly created MARC holdings record:
- The Alma library is placed in the 852‡b field.
- The Alma location is placed in the 852‡c field.
Collapsing Locations
This mapping table can be used to collapse location codes – that is, two or more location codes in AbsysNET can map to a single location code in Alma. The Alma location and library code fields may not be empty. If you want to stop using a location code on migration, map the AbsysNET code to an easily identifiable code such as XXX if any stray items are still in your AbsysNET database.
If you collapse location codes, you may have lines in the table such as the following:
| AbsysNET Location Code | Alma Library | Alma Location Code | Alma Location Name | Alma External Loc Name | Suppress from Externalization | Electronic Location |
|---|---|---|---|---|---|---|
| reserves | MAIN | RESERVES | Reserves | Reserve | Yes | No |
| reservesElec | MAIN | RESERVES | Reserves | ReserveElec | Yes | Yes |
| reservesShort | MAIN | RESERVES | Reserves | Reserve | Yes | No |
| reservesPerm | MAIN | RESERVES | Reserves | Reserve | Yes | No |
The two values in bold italic above (ReserveElec as the External Location name, and Yes for Electronic location) are not used in Alma. Since the locations are being collapsed, the first line for the RESERVES Alma location is used, and all subsequent lines below it use the values from the first line.
Item Base Status Tab
Use this tab to map your item statuses to Alma. This tab is not mandatory if you do not want to migrate your item statuses to Alma.
AbsysNET Status (COSTAT): The item status in AbsysNET.
Description: A short description of the item status in AbsysNET, if desired, for note purposes while filling out this form. This column is not used for migration.
Base Status: In Alma, the base status indicates whether or not the item is on the shelf. Indicate whether or not an item with this status is on the shelf. For example, NewBooks is on the shelf (1), but Withdrawn is not (0).
Further Information: For migration, all item statuses that are indicated as not on the shelf (0) from AbsysNET are given the process type of TECHNICAL in Alma. Further, the item status description field is written to internal note 1 for all items where there was a status, regardless of the shelf/not on shelf designation.
Include any status that may indicate no status, for example Available, but leave column B blank. This migrates the item to Alma with no status and no note at all, which is how Alma indicates that an item has no status. If any status is in your data but is NOT included in column A, it is given a note of Unknown status.
After migration, you can search for values in Internal Note 1 and then move the items to the appropriate workflow in Alma. Alternately, the search may be used to move an item to a specific department, or the list can be used as a configurable criterion for suppressing items from display in the GetIt services screens in discovery systems. See Appendix A – Post-Migration Process Statuses for more information.
Item Type Tab
Use this tab to migrate the AbsysNET Item Type to the Alma Item Policy. This tab is optional. The item type in Alma is not required, so if you leave this tab blank, no item policies in Alma are created.
AbsysNET Item Type (COCOCP): The value in the item type field of the AbsysNET item. The item type is used to differentiate between items when determining how items circulate.
AbsysNET Description: The description of the AbsysNET item type, for information only. This column is not used during the mapping process.
Alma itemPolicy: The Alma value for the item type. This sheet can be used to collapse item types if desired.
Alma itemPolicy Description: This description is loaded into Alma as the display text for the item types. These values can be changed after migration. Maximum 255 characters.
You can optionally include an ALMAME_VAL_NOT_FOUND line at the top of the map. If this line is included, any value not found or any blank value is assigned the value in the ALMAME_VAL_NOT_FOUND line. If the ALMAME_VAL_NOT_FOUND line is not included, any value not found, including blanks, is left as blank in Alma.
Item Material Tab
Use this tab to migrate the AbsysNET Material type (COCOCS) to the Alma Material type.
AbsysNET Material Type (COCOCS): The value in the material type field of the item coming from AbsysNET.
Material type Description: The description of the AbsysNET material type, for information only. This column is not used during the mapping process.
Alma Material Type: The Alma value for the material type. Material types in Alma are fixed. You cannot add any new types to the list. Select the appropriate material type from the drop-down list.
If this field is not provided, the resource type is determined by the bib header information. See the Material Type section below.
Further Explanation – Inventory
Bibliographic Records
Bibliographic records are migrated as is and each bibliographic record can be modified in the following way during migration:
- Australian customers have ALL bibliographic records marked for Libraries of Australia Publish, if relevant.
- OCLC records (records with an 035 |a with an OCLC-official prefix) is marked for OCLC publish, if relevant.
- The LDR position 9 (character coding scheme) is set to a indicating Unicode. For Unimarc, field 100 position 26-29, values 0103 is used to specify Unicode.
Determining Groups of Holding Records
The permanent location and call number in Alma is only stored in the holding record. All items attached to the holding record have the same permanent location and call number. On migration, the call numbers for any new holding record created are generated from the first item found in the group of equivalent items. By default, a group of equivalent items is determined by the location of each item attached to the same bibliographic record. For example, if a bibliographic record has five items:
- Item 1, 2 in Location A
- Item 3, 4 in Location B
- Item 5 in Location C
The migration program generates three different MARC holdings records, one for each location A, B, or C. The items for each location are then attached to the newly created holding record. If there are any call numbers that differ from the holding record’s call number, the differing call number is stored in the item’s Item Call Number field.
Changing the Holding Record Grouping
You may decide which 852 subfields are used to determine what makes items belong to the same group. The 852 subfields as mapped from AbsysNET, described in the Library, Location and Call Number sections above, are: $b Library $c Home Location $h Call Number. By default, the migration programs compare $b and $c, but you may decide to change this based on items in your collection.
When the holding record group is based only on $b (library) and $c (location), some item call number information is not reflected in the holdings record call number if the call numbers differ from each other in the same library/location. However, the differing call number is stored in the item’s Item Call Number field, so the call number is not permanently lost.
For example, if there are four items on the same bibliographic record with the following call numbers, all in location main:
item 1 $b main $c stacks $h PN 567 .M4
item 2 $b main $c stacks $h PN 567 .M457
item 3 $b main $c stacks $h PN 567 .M457
item 4 $b bio $c flr1 $h PN 567 $i .M457
When only $b and $c are used to determine a holding record group, two holding records for the above items are created:
Holding record $b main $c stacks $h PN 567 $i .M4
item 1
item 2 (with PN 567 .M457 stored in ItemCallNo)
item 3 (with PN 567 .M457 stored in ItemCallNo)
Holding record $b bio $c flr1 $h PN 567 $i .M457
item 4
When the holding record group is based on more subfields, for example $b $c $h, three holding records are created:
Holding record $b main $c stacks $h PN 567 .M4
item 1
Holding record $b main $c stacks $h PN 567 $i .M457
item 2
item 3
Holding record $b bio $c flr1 $h PN 567 $i .M457
item 4
Decide which 852 subfields will be used to determine holding record groups by answering the question in the Questionnaire tab of the AbsysNET Migration Form, “Indicate which 852 subfields to use to determine unique holding records”.
Attaching Items to Existing Holding Records
The algorithm described above to determine groups of items for generating new holdings records is also used to determine if an item should be attached to an existing MARC holdings record. The question Indicate which 852 subfields to use to determine unique holding records from the Questionnaire tab of the AbsysNET Migration Form is used here as well.
For example, consider the following records from AbsysNET:
Holding record A: $b PER $c MFORM $h PN 567 $i .M4
Holding record B: $b PER $c CURRENT $h Shelved by title
item 1: PER,MFORM PN 567 .M4
item 2: PER,MFORM PN 567 .M4 2010
item 3: PER,MFORM PN 567 .M4 2011
item 4: PER,CURRENT PN 567 .M457 2012
When only location (852 $b $c) is used to determine unique holding records, the following is the resulting structure in Alma:
Holding record A: $b PER $c MFORM $h PN 567 $i .M4
item 1 (ItemCallNo is empty because the call number matches)
item 2 (with PN 567 .M4 2010 in ItemCallNo)
item 3 (with PN 567 .M4 2011 in ItemCallNo)
Holding record B: $b PER $c CURRENT $h Shelved by title
item 4 (with PN 567 .M457 2012 in ItemCallNo)
When the entire call number (852 $b $c $h $i $k) is used to determine unique holding records, multiple additional holding records are created in Alma:
Holding record A: $b PER $c MFORM $h PN 567 $i .M4
item 1
*Holding record B: $b PER $c MFORM $h PN 567 $i .M4 2010
item 2
*Holding record C: $b PER $c MFORM $h PN 567 $i .M4 2011
item 3
Holding record D: $b PER $c CURRENT $h Shelved by title
*Holding record E: $b PER $c MFORM $h PN 567 $i .M4 2012
item 4
The holdings records with the asterisk (B, C, and E) are created new because the entire call number string of the item did not match the entire call number string of any of the existing holdings records.
Suppressing Bibliographic Records in the OPAC
In Alma, bibliographic records can be set to be suppressed in the OPAC. Similarly it may be possible in AbsysNET to not show certain records to the public. Provide a file of suppressed bib keys in a separate file as described in the AbsysNET to Alma Data Delivery Specification document.
Item Barcodes
While AbsysNET may allow item barcodes to be duplicated, Alma does not. The item barcode must be unique in Alma, although it may be left blank.
If duplicate item barcodes are found, the item barcode is migrated according to the following rules:
- If the barcode is empty, leave as empty in Alma.
- If the barcode exists but is not unique:
- First item barcode encountered – migrate as is.
- Second and subsequent item barcodes encountered – migrate as <item barcode>-<item id>
- .
Material Type
The material type in Alma is a description of the type of material the item is such as book, map, issue, DVD, compact disc, etc. It is controlled by a fixed list of physical resource material types in Alma. Each item in Alma must have a material type specified.
AbsysNET customers may provide a material type in a subfield of the item tag (typically 999) of the exported bibliographic records. The material type you indicate determines the item's material type.
If not provided in the extract, the migration automatically assigns a material type based on Bibliographic record LDR and 007 fields. There is no customer input required for this part of the migration as the Alma types are fixed. The material type in migration is derived from the resource type which is constructed by Alma based on the bib header information. To see a description of how the material type is determined from the resource type, see the Resource Type Field description.
Fulfillment/Patrons
Customer Input
Questionnaire Tab
Complete the following in the Questionnaire tab:
Default Patron Language
Enter a two-letter code for the default conversational language for your users
Code: PATRON_LANG
Default: en
Options: Use the two-letter codes as defined in ISO 639-1. Consult the codes from https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes. Additionally, the language code zh-tw (Taiwanese Mandarin) is accepted.
Which identifier should be as the patron's Primary Identifier?
Code: PATRON_PRIMARYID
Default: UNIV ID
Options: Using the AbsysNET Field Mapping Form, map the identifiers exported from AbsysNET to the following list: UNIV ID, BARCODE, ADDL ID 1, ADDL ID 2, ADDL ID 3. Then, select the identifier to be used as primary for all patrons.
Further Information: The identifier selected here is used as the match point for externally managed patron records to match with an external authentication system such as LDAP or Shibboleth. Additionally, this identifier is the primary identifier for internally managed patrons. It is highly recommended to use the Primary Identifier as the identifier for authentication. Notice that Primary Identifier is not case-sensitive, as opposed to all other identifiers, which are case-sensitive.
See also: Identification Numbers, Internal? Question on the User Group tab
Currency for patron fines
Code: CURRENCY
Default: USD
Options: Use the three-letter code (for example, USD, EUR, GBP) for the currency used for patron fines. For a list of valid codes, consult http://en.wikipedia.org/wiki/ISO_4217.
Use a map for the patron campus to campus code migration?
Code: CAMPUS_CODE_MAP
Default: No
Options: Select Yes for this option only when you maintain and use different values in the AbsysNET patron campus (LOCOBI) field to distinguish between different user groups for resource sharing activities like ILL borrowing. If you select Yes, fill in the mapping from the LOCOBI field to the Alma CampusCode field on the Campus Code tab. If you select No, all users are simply considered part of the same group for resource sharing activities.
See also: Campus Code Tab
Merge Patron Prefix
Code: MERGE_PATRON_PREFIX
Default: No
Options: If you are combining data from two or more separate databases into a single combined institution in Alma, then indicate a prefix here that will be used to distinguish the incoming patron record original IDs. This prefix is only added to the internal patron identifier, it is not added to barcodes or usernames or UNIV_ID. If you are not merging institutions, leave this question blank.
See also: BIB_KEY_PREFIX
User Group Tab
The user group is used to distinguish groups of patrons from each other in determining different levels of circulation policies. Typical user groups are faculty, staff, and undergrad.
If patrons are being migrated, then this mapping table is mandatory.
AbsysNET patron group (LECOLP): The AbsysNET patron group code, found in the LECOLP field of the patron extract.
AbsysNET Description: A description of the AbsysNET patron group code, for informational purposes only. This column is not used in the mapping to Alma user group.
Alma User Group Code: The mapped group code in Alma. You can use the same codes that you used in AbsysNET, or you can use different codes. You can also collapse groups if desired, for example, having Freshman and Sophomore from AbsysNET both map to Undergrad in Alma. Do not use special characters, for example, slashes (/) or spaces in the code.
Alma User Group Description: The description of the Alma User Group. This description is loaded into the Alma code table as the description displayed in the user interface. This description can be changed easily after migration.
Internal? Y or N: Alma categorizes users as either external or internal. External patrons are managed by an external system, such as through a regular load from the bursar’s office/campus student information system. Internal patrons are created and managed internally. Examples of internal patrons are community borrowers or alumni. If you select Yes, all of the patrons in the Alma userGroup are categorized as internal. If you select No, all of the patrons in the Alma userGroup are categorized as external.
Notes/Comments: Add any notes or comments for the AbsysNET patron group. This column is not used during migration. Further information: See also the following question in the Questionnaire tab, regarding internal and external users:
- Which identifier should be used b as the patron's Primary Identifier?
User Stat Categories Tab
This tab is used to migrate the statistical categories in your patron records (if you have them) to Alma.
Before filling in this tab, specify in the Patrons tab of the AbsysNET to Alma Field Mapping form which fields from AbsysNET are migrated to statistical categories in Alma. You can include a label before each category to distinguish between categories in different fields. For example, you can have LAW in USER_CATEGORY1 and also LAW in USER_CATEGORY2. If desired, use a prefix to distinguish between the two, for example, CAT1:LAW and CAT2:LAW.
AbsysNET USER_CATEGORY: List all of the values from all of the fields that you want to put into the statistical category mapping. For example, if you use three different fields from the patron record, list all of the values from all three fields in AbsysNET. Include the label applied if it is important to distinguish between values in different fields.
Source Description: A description of the individual categories, for information only. This field is not used in the mapping to Alma.
Alma Stat Category: The Alma Statistical Category code desired. This code is used to retrieve groups of patron records with various reporting tools.
Alma Stat Category Description: The description of the Alma Statistical Category Code. This value is loaded into the code table for userStatCategories. This description can be updated after migration.
Further Information: Alma has a Statistical Categories field in the patron record that can be used to retrieve statistics on groups of patrons. AbsysNET has three different user category fields and Alma has only one.
Campus Code Tab
Use this tab only if you answered Yes to the question on the Questionnaire tab: Use a map for the patron campus to campus code migration? This mapping is not mandatory if you do not maintain separate patron campuses.
AbsysNET patron campus: The value of the patron home library as found in the LECOBI field of the patron extract.
AbsysNET patron campus Description: A description of the LECOBI field, for informational purposes only. This column is not used in the mapping.
Alma Campus Code: The Alma campusCode desired. You may map the codes 1-to-1, or you may use this map to collapse codes if desired.
Alma Campus Code Description: A description of the Alma campusCode, for informational purposes only. This field is not loaded into Alma.
Further Information: The Alma User Campus field is used to determine a patron’s affiliation for ILL or cross-campus borrowing. If your library maintains the patron campus field in AbsysNET for a similar purpose, map the value to the Alma Campus Code value with this map.
Further Explanation – Fulfillment
Internal/External Patrons
Alma categorizes users as either external or internal. External patrons are managed by an external system, such as through a regular load from the bursar’s office/campus student information system. Internal patrons are created and managed internally. Examples of internal patrons are community borrowers or alumni. Use one of the following two ways to define a patron as internal or external:
- Provide a field called INTERNAL_EXTERNAL in the AbsysNET patron extract, containing either “INTERNAL” or “EXTERNAL”.
- Identify patrons as internal or external by user group on the AbsysNET Migration Form, User Group tab, Internal? Yes or No column. For example: all faculty are EXTERNAL and all community borrowers are INTERNAL.
Identification Numbers
The migration program allows for six different types of user identifiers: University ID, Barcode, and Additional ID 1, 2, 3, and 4. Select one of these identifier types as the primary ID – the primary unique identifier that the patron uses to authenticate via Primo. Internal patrons authenticate with the primary ID and a password using the Alma Identity service, and external patrons use the primary ID as the match point with an external authentication system. The following appears in the AbsysNET Data Delivery Form:
User Identifiers: values in column A are the expected AbsysNET field names; values in column B are your local field names. Values in column C are values to use when choosing a primary ID in the AbsysNET Migration Form.
| UNIV ID | LEDDNI | UNIV ID |
|---|---|---|
| P BARCODE | LENLEC | P BARCODE |
| ADDL ID 1 | LEDDNN | ADDL ID 1 |
| ADDL ID 2 | ADDL_ID_2 | |
| ADDL ID 3 | ADDL_ID_3 | |
| ADDL ID 4 | ADDL_ID_5 |
So, for example, if you want the field LEDDNI to be used for the primary ID for your users in Alma, select ‘UNIV_ID’ for the primary ID question on the Questionnaire tab of the AbsysNET Migration Form.
When selecting the primary ID, the first identifier found in the field is used as the primary ID, and all subsequent identifiers are kept in the userIdentifier section. The primary ID must be unique, so if there are duplicates, the first unique ID found is migrated as is, and the IDs for the second and subsequent patrons with the same ID are given a suffix of -1, -2, etc. The original identifier is stored in the non-unique userIdentifier field so that the patron can still be retrieved using that identifier.
The primary ID that you select is not also written to the patron identifier section in the Alma patron record. The identifiers that are NOT selected as the primary ID are written to the patron identifier section in Alma.
When an identifier is written to the identifier section and there are multiple instances, the first one found for each type is active and the subsequent ones are inactive. Identifiers that are not used as the primary ID do not need to be unique and are not de-duplicated.
If the identifier selected for the primary ID is not present, the migration program creates an identifier for the patron based on the patron original ID, prefixed with ID. The migration programs do not fill in the primary ID with a non-selected identifier.Select BARCODE, UNIV_ID or ADDL ID 1, 2, 3, or 4 as the primary ID type for internal or external patrons in the Questionnaire tab of the AbsysNET Migration Form.
Loans
Active loan transactions are migrated from AbsysNET to Alma. Completed loan transactions are not included in the migration to Alma. When a loan due date in AbsysNET is empty, the due date in Alma is set to one year from the conversion date.
Acquisitions
Ex Libris does not expect to migrate any acquisitions data from AbsysNET. However, there are still some questions on the Questionnaire tab that must be answered in order to begin using Acquisitions in Alma post go-live.
Customer Input
Questionnaire Tab
Complete the following in the Questionnaire tab:
Migrate Acquisitions
Code: ACQ_MODE
Options: Select Yes or No depending on whether or not you have contracted with Ex Libris to migrate any Acquisitions data.
Default currency for Ledgers/Funds
Code: ACQ_CURRENCY
Default: USD
Options: List the currency used for all of your funds. Orders can have other currencies and be translated to the default currency, but funds must have a single base currency.
The currency should be a three-letter code, as listed in http://en.wikipedia.org/wiki/ISO_4217
Default language of conversation with vendors
Code: VENDOR_LANG
Default: en
Options: Specify the default vendor language for your vendors. Use the two-letter codes as defined in ISO 639-1. Consult the codes from https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes.
Fiscal Period Cycle Pattern
Code: FISCAL_PERIOD
Default: 01-07-1 (fiscal period starts on July 1 (01-07) and lasts for one year (-1).
Options: To have functioning ledgers, fiscal periods are required. Specify your fiscal period as DD-MM-C (Day-Month-Cycle). For example, a one year fiscal period starting on January 1 is indicated by: 01-01-1. A one year fiscal period starting on July 1 is indicated by: 01-07-1.
Alma currently supports one-year fiscal period cycles.
Which year do you use to name the fiscal year?
Code: FISCAL_PERIOD_NAME
Default: second
Options: Specify if the fiscal period is named with the first year or the second year.
- second – if fiscal period runs July 1 2014 through June 30 2015, then the fiscal year is named 2015.
- first – if fiscal period runs July 1 2014 through June 30 2015, then the fiscal year is named 2014.
If your fiscal period runs from January 1 through December 31, this question is not necessary.
Current Fiscal Year
Code: CURRENT_FISCAL_PERIOD
Default: determine by date of conversion
Options: This question is important around the fiscal period close, depending on whether or not you have run fiscal period close in your legacy ILS, or if you will run it in Alma after migration. If you do not know how to answer this, select determine by date of conversion. The options are:
- Determine by date of conversion – The conversion program uses the fiscal period that includes the date of conversion.
- 2013-2014 – Select this option if the date of conversion is later than the fiscal period to which you want your orders to migrate. For example, if the migration date is July 3, 2014, and the previous fiscal period ended on June 30, 2014, select this to put all of your orders in the fiscal period that ended on June 30, 2014. Select this option if you want to run fiscal period close in Alma instead of in your old system.
- 2014-2015 – If the date of conversion is earlier than the start date of the desired fiscal period, select this option. For example, if the migration date is June 15, 2014, and the next fiscal period begins on July 1, 2014, select this option to put all of your orders in the next fiscal period. Select this option if you want to perform the fiscal period rollover in your legacy ILS prior to conversion.
Accrual Accounting
Code: ACCRUAL_ACC_FY
Default: No, do not make an additional fiscal year
Options: If your library uses accrual accounting, you can instruct Ex Libris to make an additional fiscal year. When an additional fiscal year is created, it will be after the current fiscal year. For example, if the current active fiscal year is 2016, then the additional year, also active, will be 2017. The options are the following:
- No, do not make an additional fiscal year.
- Yes-No Funds ¬ make an additional fiscal year but leave it empty. The library will then need to create funds for this fiscal year after go-live.
- Yes-duplicate funds – make an additional fiscal year and also fill it with funds that are the same codes as the funds in the current fiscal year. No allocations are made.
Physical to Electronic (P2E) Processing
This section describes the process of correctly categorizing resources as electronic in Alma. In AbsysNET, all resources are stored as physical in the database, even if the record represents an electronic item. During migration, all records are initially converted to Alma as physical. A second process converts records that you identify as electronic to the electronic format. It is up to you to provide a list of records that are identified as electronic, in the following format:
123475,portfolio
12345,package
12346,db
The words portfolio, package, and db are not case-sensitive; therefore, both portfolio and Portfolio are acceptable.
If you provide a bibliographic record in the P2E file, the migration programs will generate an electronic resource for the bib, even if there is no valid URL. An example of an invalid URL might be an 856 tag with an indicator which does not match the specific indicator in the question P2E_LINK, below. For example, if you say that we use 85641u for the P2E_LINK, and you provide a bib record *without* a 85641u but that bib record is in the p2e file, then we will generate a local e-resource without any link at all (an empty resource). Be careful which bibs are placed in the bib file.
Further, the P2E process attempts to identify an order related to the identified inventory for conversion to electronic. Similarly to items and holdings, orders are initially migrated as print and are transformed to electronic through the p2e process. See the guide https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides/Electronic_System_Migrations/Electronic_Resource_Handling_in_Alma_Migration for more information.
Customer Input
Questionnaire Tab
For each of the following three questions (P2E_LINK, P2E_NOTE, and P2E_PROVIDER), indicators may be used in the following manner:
Specific indicators: 85641u
Only tags with indicators 41 will be chosen
No indicator – meaning, the # is used for a blank character: 8564#u
Only tags with indicators 4 will be chosen
All possible indicators: 8564*u
Any tag with first indicator 4 will be chosen, regardless of what the second indicator is
The space character operates the same way (8564*u == 8564 u)
Special Request: If you need to specify multiple specific indicators, for example 85641 and 85642, it cannot be coded in the migration form but your ExL representative can make a special request to the migration team.
Which Holding or Bib field stores electronic link information
Code: P2E_LINK
Options: Provide a 3 digit Marc field code + subfield: 856u. Only one field/subfield is allowed.
Recommendation: 856 u
Default: If this is left empty, no tag is used.
Which Holding or Bib field stores electronic link public note
Code: P2E_NOTE
Options: Provide a 3 digit Marc field code + subfield: 856z. Only one field/subfield is allowed.
Recommendation: 856 z
Default: If this is left empty, no tag is used.
Which Holding or Bib field stores electronic provider name information
Code: P2E_PROVIDER
Options: Provide a 3 digit Marc field code + subfield: 856m. Only one field/subfield is allowed.
Recommendation: 856 m
Default: If this is left empty, no tag is used.
For the questions on the Questionnaire tab, only one field/subfield is allowed per question.
Alma Location Tab
Electronic Location Column
Identify which locations indicate an electronic holding or item record. A single bibliographic record may contain holdings for multiple locations, but only the holdings/items for electronic locations need to be identified. Identify the locations in the in the Electronic Location? column in the Alma Location tab of the AbsysNET Migration Form.
Further Explanation – P2E
If you have multiple 856 links in a single bibliographic record identified as electronic, a different inventory link for that bibliographic record is created for each URL found in the record. In addition, if you have two item records with different electronic locations attached to the same bibliographic record, a different inventory link is created for each location, as well.
For more information on the electronic migration approach to Alma, refer to Electronic Resource Handling in Alma Migration.
Appendix A – Post-Migration Process Statuses
The process statuses (codes) from the local system are mapped to the indexed internal note 3 field of the Alma item. These items are considered not available after migration when process = Technical – Migration.
These fields are currently indexed in the item keyword and advanced searches.
When searching for physical items, a staff user can search by item process status code with the general keyword search and then by facet if before searching, Process type = Technical – Migration and with the advanced search filter when Process type = Technical – Migration.
In order to give items real Alma statuses or remove the Technical – Migration status, scan the barcode of the item to various configured departments (via receiving, for example), request a move to various departments/temp locations, or just scan the item for return, which removes the status from the item. You may also use the ‘Scan In’ API, described here: https://developers.exlibrisgroup.com...le-of-barcodes.
Additionally, it is also possible to configure the GetIt (Primo) services to display or not display items with this process status in the GetIt Item list.