Libero to Alma Migration Guide
- A step-by-step guide to filling out the Libero Migration Form.
- An explanation of the migration rules for Libero to Alma that do not require any customer input.
- This document is intended to complement the Libero 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 Libero key concepts and architecture and the requirements listed in Getting Ready for Alma and Discovery Implementation.
- The format and structure of the data exported from Libero is detailed in the corresponding document Libero to Alma Data Delivery Specification. The data structure is validated with the Excel-based validation tool, also described in this document.
- 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.
Recommendations for Using this Guide
- Physical to Electronic
- Questionnaire Tab – Instructions for individual questions asked on the Questionnaire tab of the Migration Form.
- Individual Tabs – Instructions for how to fill out the individual tabs on the migration form. (Examples: Alma Library Tab, User Group Tab, PO Line Type Tab).
- Further Explanation – Explanations of migration processes that need more explanation and/or do not need customer input.
The Libero item records are not linked to any existing MARC holding record, so the migration programs will generate a MARC holding record based on information in the item. No attempt will be made to link items to existing holding records, because items have location information and the BSZ holding records do not.
Institution Code, Customer Code, Institution Name, Customer Name, Time Zone
List Prefix for bibs from SFX or other management system
MARC Organizational Code
Do you use internal system numbers in $w of Linked Entry fields?
Internal record designation for Linked Entry fields $w
Indicate which 852 subfields to use to determine unique holding records
Limit exported records by location
Bib Key Prefix
Move 001/003 to 035 or 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)
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
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
Alma Location Tab
|Libero Location code||Libero Locn Desc||Alma Library||Alma Location Code||Alma Location Desc||Alma External Loc Desc||etc|
|ALMA_ME_ VALUE_NOT _FOUND||MAIN||UNASSIGNED||Problem location from Migration||Problem: See Library Staff|
Alma Location Name and Alma External Location Name
|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|
|Library||Alma Location Code||Alma Location Name||Alma External Location Name|
- The Alma library is placed in the 852‡b field.
- The Alma location is placed in the 852‡c field.
|Libero Location Code||Alma Library||Alma Location Code||Alma Location Name||Alma External Loc Name||Suppress from Externalization||Electronic Location|
Item Base Status Tab
Item Type Tab
Material Type Tab
Further Explanation – Inventory
- 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) are marked for OCLC publish, if relevant.
- The LDR position 9 (character coding scheme) is set to a indicating Unicode.
MARC Holding Records
- The Alma library is placed in the 852‡b field.
- The Alma location is placed in the 852‡c field.>/li>
Determining Groups for Holding Record Creation/Matching
- Item 1, 2 in Location A
- Item 3, 4 in Location B
- Item 5 in Location C
Changing the Holding Record Grouping/Matching
Call Numbers from Secondary File
Call Number Type
- First item barcode encountered – migrate as is.
- Second and subsequent item barcodes encountered – migrate as
- <item barcode>-<item id>.
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.
Customers may provide a material type in the item extract from Libero if desired. 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 resource type is determined, see the Resource Type Field description.
Areas/Fields Not In Scope
Which identifier should be used as the patron's Primary Identifier?
Enter a two-letter code for the default conversational language for your users (for example en or de)
Currency for patron fines
Request default destination library
Merge Patron Prefix
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 and FUND_PREFIX
User Group Tab
- Which identifier should be used as the patron's Primary Identifier?
User Block Tab
Fine Fee Type Tab
Further Explanation – Fulfillment
Enter a default language of conversation with vendors
Central Order Library
Default Order Library
What is your currency?
Fiscal Period Cycle Pattern
Which year do you use to name the fiscal year?
- Second – if the fiscal period runs July 1 2014 through June 30 2015, then the fiscal year is named 2015.
- First – if the fiscal period runs July 1 2014 through June 30 2015, then the fiscal year is named 2014.
Current Fiscal Year
- 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 examp le, 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.
- 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.
Default claiming period
PO Line Type Tab
- PRINT_OT – printed book one time. This is used for one time or infrequent orders of specific items, for example, a printed book, E book, or a musical score, that is not published repetitively. The order is at the item level. If the only physical items that you order are books, this type is essentially the same as Print Book - One Time.
- PRINTED_BOOK_OT: Print Book One Time
- PRINT_CO – journal/continuation. This is used for orders that are repeated on a regular basis. An example is monthly subscriptions to physical or electronic material such as journals. The order is at the holding level, and items in the holding record are received periodically.
- PRINTED_JOURNAL_CO: Print Journal - Subscription
- PRINT_SO – standing order monograph. This is used for orders that are not repeated on a frequent or regular basis. For example, this type of PO line is used for purchasing all the printed books by a particular author when they are published or where a series of books are being published, but not necessarily on a regular basis. The receipt of new material involves a new bibliographic, holdings, and item record. If the only physical items that you order are books, this type is essentially the same as Print Book - Standing Order.
- PRINTED_BOOK_SO: Print Book – Standing Order
- PRINT_SO_NONMON - Standing Order Non-Monograph – Similar to continuous orders.
- OTHER_SERVICES_OT - Other Services One Time – Various non-inventory orders for services purchased from a vendor. Both one-time behavior and repetitive behavior are available. This should only be applied to orders without inventory. For electronic resources, see Line Types and Electronic Orders.
- OTHER_SERVICES_CO: Other Services Subscription. This should only be applied to orders without inventory. For electronic resources, see Line Types and Electronic Orders.
Line Types and Electronic Orders
PO Acq Method Tab
- PURCHASE – normal workflow
- GIFT – not sent to vendor and no invoicing or payment
- EXCHANGE – not sent to vendor and no invoicing or payment
- APPROVAL – pre-established delivery plan - normal workflow except not sent to vendor
- VENDOR_SYSTEM – the order is placed at the vendor site so that sending it to the vendor is not required. The normal workflow is followed except that the order is not sent to the vendor.
- DEPOSITORY – usually from the government. The order is not sent to vendor and there is no invoicing or payment.
- TECHNICAL – no fund or amount required
- LEGAL_DEPOSIT – does not require fund or price, and uses a special version of the PO Line order letter
PO Entry Point
- NEW – The order has been created but not sent to the vendor yet. Orders can have status NEW for years while librarians are reviewing what to order, or they can have status NEW for a short while if the acquisitions staff created the order to send to the vendor immediately.
- SENT – The order has been sent to the vendor and funds have been encumbered/committed. The item has not been received yet for one-item orders, or the item has been received for continuous orders. Continuous orders that continue to be invoiced/received remain with SENT status (which can be considered as a sub-status of waiting for renewal within Alma) until they are closed.
- WAITING_FOR_INVOICE – Use only for one-time orders. The item has been received, but not the invoice. Invoice status must not be FULLY_INVOICED.
- CLOSED – The order has been received and invoiced. Nothing else will be received on this order. (Do not use for open continuous orders that you are still receiving.)
- CANCELLED – Cancelled order.
For the migration from Libero, first the migration program checks if Bezahldatum = Payment date has value and it is a One-Time (OT) order. If so, the PO is set to CLOSED. Then, the program checks the PO Entry Point map.Libero Order Status (Bestellstatus): The value of the Order Status field in Libero.poLineType: The mapped PO Line Type (mapped in the PO Line TYpe tab)Alma PO Entry Point: select an entry point for this order in Alma. Possible values are described above and can be selected from the dropdown.
Further Explanation – Acquisitions
POL Copies/Inventory HandlingAlma has a very tight inventory to POL connection. Not all ILS source systems have the same requirement that inventory be linked to orders. Due to this, the migration process cannot always link inventory to orders. The following describes various cases:
- One Time Orders
Less common case instead of 2a. in case the item was pre-created before receipt, open the item editor and link to the relevant POL, then proceed to step 2b.
- One time orders generally do not link to any specific item in source ILS systems. Only with a specific item id in hand can the location/copy information on such POLs be created.
- Since there is generally no such connection, we pass only the intended library/location and quantity in the POL receiving note, which most source systems do provide. This information allows the receiving/purchase operator upon receipt to:
- Open the POL and add the relevant copy which is being received - presuming the item wasn't created prior to the receipt.
- At this point, the item can be received normally.
- Ongoing Continuous/Subscriptions/Non-monographic Standing Orders. These order types often link to a specific holding record in source ILS systems. If they do, receiving occurs in Alma as usual. This is why a location/copy for continuous orders (which means an actual holdings record ID association was made to the order) are related to such orders.
If there is no holding reference for any of the reasons described above, the operator still has full capabilities to receive, if one of the following steps are implemented:
- Alma supports only one order line per holding, while source systems may allow more than one order per holding. Therefore, in migration processing, the most recent open order is chosen for holdings that has more than one order line reference.
- Older orders will not have copy information and will also not undergo P2E.
- Some orders do not have any holding relationship in the source system.
- If the holding to receive upon exists – From the holding editor, link the holding to a specific order (taking into account that it is limited to one order from that holding).
- If the holding to receive upon does not yet exist – From the PO line edit page, select Add holding/copies to create and link a new holding to the order. This allows the receiving of new items.
EncumbrancesTransactions from active purchase orders are created as encumbrances in Alma when the orders fund reference is valid and exists. An active purchase order is defined as one in which the mapped PO entry point is NEW, SENT, or WAITING_FOR_INVOICE and is in the current fiscal year.
Transactions of Amount 0.00Libero allows for transactions to be of value 0.00 for all purchase orders (encumbrances). In Alma, fund transactions can be of amount 0.00 only when it is an encumbrance and when the associated PO is of type GIFT, DEPOSITORY, EXCHANGE, or TECHNICAL.All other encumbrances of amount 0.00 are changed to 1.00.
Physical to Electronic (P2E) ProcessingIn Libero, all resources are categorized as physical in the database, even if the record represents an electronic item. All records are converted to Alma as physical initially. A second process converts records identified as electronic to the electronic format. Provide a list of records that are identified as being electronic, as part of the data delivery, in the following format:l123475,portfolio12345,package12346,DBThe 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.
Questionnaire TabFor each of the following three questions (P2E_LINK, P2E_NOTE, and P2E_PROVIDER), you can use indicators in the following manner:
- Specific indicators: 85641u – only tags with 41 as the indicator is used.
- No indicator (# is used for a blank character, for example: 8564#u) – only tags with 4<blank> as an indicator are used.
- All possible indicators: 8564*u – tags with 4 as the first indicator are used. The second indicator is not taken into account.
The space character operates the same way as an asterisk (*), for example: 8564 u is the same as 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 informationCode: P2E_LINKOptions: Provide a 3 digit Marc field code + subfield: 856u. Only one subfield is allowed.Recommendation: 856 uDefault: If this is left empty, no tag is used.
Which Holding or Bib field stores electronic link public noteCode: P2E_NOTEOptions: Provide a 3 digit Marc field code + subfield: 856z. Only one subfield is allowed.Recommendation: 856 zDefault: If this is left empty, no tag is used.
Which Holding or Bib field stores electronic provider name informationCode: P2E_PROVIDEROptions: Provide a 3 digit Marc field code + subfield: 856m. Only one subfield is allowed.Recommendation: 856 mDefault: If this is left empty, no tag is used.
Alma Location Tab
Electronic Location ColumnIdentify 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 Libero Migration Form.
PO Line Type Tab
Line Types and Electronic OrdersThe PO line types are all descriptions based on a print order. All orders are stored in Libero as print, and so are migrated to Alma initially as print using the above line types. The physical to electronic (P2E) process identifies orders attached to electronic bibliographic records and transforms the order to electronic. In other words, if an order migrates as PRINT_SO, is attached to a bibliographic record that you identify as electronic and is in an electronic location, it is changed to the corresponding electronic standing order line type by the P2E process.
Further InformationIf 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.
Post-Migration Process StatusesThe process statuses (codes) from Libero 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.