- A step-by-step guide to filling out the Spydus Migration Form.
- An explanation of the migration rules for Spydus to Alma that do not require any customer input.
- This document is intended to complement the Spydus 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 Spydus 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 Spydus is detailed in the corresponding document Spydus 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 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.
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
|Location Code||Loan Desc||Alma Library||Alma Location Code||Alma Location Desc||Alma External Loc Desc||Suppress from Externalization|
|ALMA_ME_ VALUE_NOT _FOUND||MAIN||UNASSIGNED||Problem location from Migration||Problem: See Library Staff||Yes|
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.
Item Base Status Tab
Item Type Tab
Further Explanation – Inventory
- Australian customers have ALL Bibs 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.
Determining Groups of Holding Records
- Item 1, 2 in Location A
- Item 3, 4 in Location B
- Item 5 in Location C
Changing the Holding Record Grouping
Suppressing Bibliographic Records in the OPAC
- If the incoming barcode is empty, the barcode is left as empty.
- 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> .
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 fr)
Currency for patron fines
Use a map for the CAMPUS_CODE to campus code migration?
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
Campus Code Tab
User Stat Categories Tab
Central Order Library
Default Order Library
What is your currency?
Fiscal Period Cycle Pattern
- 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
Renewal Date for Serials Subscriptions
PO Reporting Code Tab
PO Entry Point Tab
- 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 be NEW for just 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.
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
Transactions of Amount 0.00
PO Invoice Status
Physical to Electronic (P2E) Processing
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.
- 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.