Alma requires bibliographic, holdings, and item records.
Alephino supports both MAB and MARC21 bibliographic formats. Bibliographic records in MAB format are converted to MARC21 format during the migration to Alma. If holding records already exist in Alephino, they will be migrated, but if items exist that do not have holding records, they will be generated. See
Determining Groups of Holding Records below.
Throughout this guide, all referred bibliographic tag names are in MARC21 format, for example the 852 and the LDR.
Customer Input
Questionnaire Tab
Institution Code, Customer Code, Institution Name, Customer Name, INST_ID
Codes: INST_CODE, CUST_CODE –fill in with values provided by Ex Libris.
INST_NAME, CUST_NAME – fill in these fields with your institution’s name and your customer name (this is only different from the institution name if you are part of a consortium). This is for informational purposes only and is not used in Alma.
INST_ID – fill in this field with ID value provided Ex Libris.
Default: N/A
Options: This question is mandatory.
Alephino DB name to migrate
Code: ALEPHINO_DB
Default: N/A
Options: This question is mandatory. Limit to one DB name. This is the name of your database on your Voyager server, for example, yyydb.
Time Zone
Code: TIMEZONE
Default: N/A
Options: This question is mandatory. If your time zone is not listed in the drop-down list, contact your Ex Libris project manager.
List the prefix for SFX or other link resolver system record numbers
Code: SFX_PREFIX
Default: (SFX)
Options: List the string that indicates bibliographic records from an electronic link resolver system. If not indicating a link resolver, leave blank.
Further Information: In order to allow online journal subscriptions to be discoverable in the OPAC, some Alephino customers imported bibliographic records from SFX or another electronic link resolver system into Alephino, with the link resolver system’s unique number denoted in the 035 field. When the link resolver system is SFX, the unique number is prefixed by "(SFX)". Other link resolver systems may have a different prefix.
If the migration also harvests online subscription information from the link resolver system, this may result in duplicate bibliographic records in Alma. That is, you may have bibliographic records in Alma that came directly from your electronic link resolver system like SFX, and also the same bibliographic records in Alma that came by way of Alephino.
The migration programs check for the string listed in the 035 $a field of the bibliographic record. If the bibliographic record has the exact string listed, then:
- If the bibliographic record has no orders attached or it has only items in an electronic location, the bibliographic record is not migrated.
- If a purchase order is associated with the bibliographic record, the bibliographic record is still migrated, but is automatically suppressed to avoid end-user discovery duplication.
- If a non-electronic (physical) item is attached to the bibliographic record, the bibliographic record is migrated as not suppressed. Non-electronic items are items that have a location that is specified as No in the Electronic Location? column in the Locations tab of the Alma Migration Form.
MARC Organizational Code
Code: MARC_OC
Default: N/A
Options: This question is not mandatory and can be left blank.
Further Information: Fill in your MARC organization code for inclusion in the former system number as it is migrated to Alma.
http://www.loc.gov/marc/organizations/. Institutions that have more than a single MARC Organization code should choose one for use in conversion. Typically, there is one that represents the institution as a whole. Any institution that does not have a MARC organization code can apply for one. Ex Libris strongly recommends that all customers use their MARC Organization Code when migrating to Alma, as it helps identify the owner of the record. If you do not have a code or do not want to use one, fill in the word Alephino.
The migration program moves the value in the exported record’s 001 (The Alephino record ID) to the 035:
035 __ $a (MOC)<Alephino record id>-<Alephino library code>
Where:
- <MOC> is the MARC Organization code.
- <Alephino record ID> is the system number of the Alephino bibliographic record, stored in the 001 on export from the database.
- <Alephino library code> is the database code.
Do you use internal system numbers in $w of Linked Entry fields?
Code: LINKED_ENTRY_W
Default: No
Options: Yes/No. Optional
Further Information: Indicate if you use the local system number in $w of the 76x-78x, 800, 810, 811, or 830 linking fields.
When bibliographic records are related to each other, such as a journal title that is superseded by a second journal title, Alephino stores the information in bibliographic tags and relies on tag indexing to create a link between the records. Some Alephino customers use the Alephino system number in $w to make a direct link between the two records, while others rely on more general identifiers specified in other subfields such as ISBN ($z) or ISSN ($x).
The linking tags, 760 – 787, 800, 810, 811, and 830, are migrated from Alephino to Alma as they currently exist, but if you answer Yes to this question, $w are converted from the Alephino system number to the Alma system number.
In Alma, the system numbers in $w (along with $z and $x) are used to link two related bibliographic records together using the related records process.
Internal record designation for Linked Entry fields $w
Code: LINKED_ENTRY_PREFIX
Default: N/A
Options: optional
Further Information: If you answered Yes to the previous question and the internal system numbers have a prefix, enter the value to which we will match to identify the local system number. If the internal system numbers do not have a prefix (or you answered No to the previous question), leave this question blank.
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 library and location only, select bc here. If you have many items in the same bibliographic record in the same llibrary/ocation but different call numbers WITHIN that library/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 Determining Groups of Holding Records and Changing the Holding Record Grouping.
Do you want to use a call number in the generated holdings records?
Code: CALL_NO_IN_HOL
Default: Yes
Options: Yes or No
Further Information: You may choose to generate holding records without any call number, so that the 852 contains only $b (library) and $c (location). Values in the incoming Item Call Number field are placed in the Alma Item Call Number, and AltCallNo is not used when this is set to Yes. Further, customers should only use ‘bc’ for the 852_CALL_NO_FOR_HOL question when this is No.
Limit data exported by location: Unless instructed otherwise by your Ex Libris project manager, leave this as No.
Code: LIMIT_BY_LOCATIONS
Default: No
Options: If your export contains all of the data from a shared database, and you want to only migrate a part of that export to Alma, 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.
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 bibliographic records for system number 12345 and you want to be able to search for the specific bibliographic record from your own institution after go-live. The prefix does not include a hyphen, so if you want a hyphen in the number (for example, PQ-12345), then include it in the string. If you are not merging institutions, leave this question blank.
Add institution suffix to Bib ID
Code: BIBID_INST_SUFFIX
Default: No
Options: When moving the legacy bibliographic identifier to the 035 or 935, you can choose to add the institution code to the end of the string, like 12345-34ABC where 12345 is the legacy bib ID and 34ABC is the institution code. This may be used in conjunction with other bib identifier options, such as BIB_KEY_PREFIX and MARC_OC.
Yes = include suffix
No = do not include suffix
Item Price field as Replacement Cost
Code: REPLACEMENT_COST
Default: No
Options: Yes/No
Further Information: If the price in the item record is an actual replacement cost that will be used to assess a fine for a lost item, answer Yes here. The cost is used in the calculation of fines if the item is lost by a patron. Otherwise, if the item price should not be used in the fine replacement cost and is only kept for historical acquisition purposes, leave this as No.
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.
Alma Library name: Maximum 255 characters. Visible to the public. This must be unique. For example, you cannot have two libraries with code LIBA and LIBB and have them both called 'Library'. They must have different names.
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 Explanation: The higher level of location in Alephino is the sublibrary, and is comparable to the Alma library. Use the Alma Libraries tab in the Alephino Migration Form to indicate your list of Alma libraries. The actual mapping from the Alephino sublibrary to the Alma library is done in conjunction with the location 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 on the Library Tab.
Alma Location Tab
Use this tab to map your Alephino sublibraries and 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.
Alephino Sublibrary Code: Value from the sublibrary field in Alephino. The ALMAME_VAL_NOT_FOUND line is required to catch any sublibrary codes you may have missed.
Alephino Collection: Value from Location field in the item extract in Alephino.
Alma Library Code: The library that contains this library/location combination in Alma. You can use the same sublibrary codes that you used in Alephino, 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 collection in Alma. It can be a maximum of 10 characters. You can use the same location codes in Alma that you used as collections in Alephino, but this is not required. You may also use this form to collapse collections if desired, for example refa and refb in Alephino 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 Alephino code to an easily identifiable code such as XXX or unused just in case any stray items are still in your Alephino 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.
Alephino SubLibrary code |
Alephino Collection Code |
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 since archstk and archref both map to the same Alma Location Name:
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 III 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 III code to an easily identifiable code such as XXX if any stray items are still in your III database.
If you collapse location codes, you may have lines in the table such as the following:
Alephino 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.
Shelving Scheme Tab
Alma will generate a first indicator for the 852 based on the Shelving Scheme tab.
SHELVING_SCHEME: The values in the Shelving Scheme tab as defined in Alephino. The commonly used values are included in the tab, but you can make additions or changes as necessary.
852 1st Indicator: List the value that should be used in the 852 first indicator field when generating a holding record from the item. For a list of possible values and their description, see
http://www.loc.gov/marc/holdings/hd852.html. Note that 7 is not supported on migration. Mandatory.
Description: A description or note for this shelving scheme value, if you need to make a note while deciding the first indicator value. This column is not used in migration.
Further Information: Do not use an ALMAME_VAL_NOT_FOUND line here, because if an item has a shelving scheme that is not listed or does not have a shelving scheme value, the shelving scheme is taken from the Call Number Type column on the Location tab of the
Alephino Migration Form.
Item Type Tab
Use this tab to migrate the Alephino 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.
Alephino Item Type: The value in the item type field of the Alephino item. The item type is used to differentiate between items when determining how items circulate.
Alephino Description: The description of the Alephino 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 Base Status Tab
Use this tab to map your Item Base Status in Alephino to an item status in Alma.
Alephino Item Process Status: The code for the item process status in Alephino.
Description: A short description of the item process status in Alephino 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: Alma has a process type that indicates the status of an item depending on the Alma workflow (item is on loan, item is sent to the bindery, etc.), but the process type is dependent on the corresponding Alma workflow. For migration, all item statuses that are indicated as not on the shelf (0) from Alephino are given the process type of TECHNICAL and the item status from the Description column of the migration form is written to an Alma item note. This is placed in internal note 1. 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 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.
Post migration, you can search for and re-route items with values in the internal note 1 to the appropriate handling or department in Alma. This process can also be used as a configurable criterion for suppressing items from display in the Get It services screens from discovery systems. See
Appendix A – Post-Migration Process Statuses for more information.
Material Type Tab
Use this tab to migrate the Alephino Material type to the Alma Material type.
Alephino material type: The value in the material type field of the item coming from Alephino.
Material type Description: The description of the Alephino 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 map is not used, Alma migration assigns the item material type based on the fixed fields in the bib as described in section Material Type from Bib Fixed Fields below.
Further Explanation – Inventory
Alephino has Bibliographic, Holdings, and Item records, and so does Alma. Alma requires a holding record for every item, so if there are item records in Alephino without a holding record, one will be generated based on location and call number information in the item and/or serial subscription record.
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, described in the Library, Location and Call Number sections above, are: $b Library $c 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 Generic Migration Form, “Indicate which 852 subfields to use to determine unique holding records”.
Material Type Mapping
Material type in Alma is a description of the type of material of which the item consists, such as book, map, issue, DVD, compact disc, and so forth. It is controlled by the physical resource material type code table in Alma. Each item in Alma must have a material type specified even though the functionality behind it is minimal.
If the Material type tab above is not used, then this chart below is used, which is based on Bibliographic LDR and 007 fields, either in the original MARC21 record, or if the customer is coming from the MAB format, from the converted record in MARC21.
There is no customer input required for getting the material type from the bib record. To see a description of how the material type is determined, see the
Resource Type Field description.