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    Talis Alto (ESS) to Alma Data Delivery and Migration Guide

    Migration Overview

    Talis Alto is the Integrated Library System produced by ESS.
    This document serves two purposes:
    • A step-by-step guide to filling out the Talis Alto (ESS) Migration Form.
    • An explanation of the data files expected, the fields in those files, as well as migration rules for Talis Alto to Alma which do not require any customer input.
    The procedure for migrating from the Talis Alto ILS to Ex Libris’ Alma consists of the following steps:

    Data Files:

    1. Extract the relevant data elements from Talis Alto into flat files (customer responsibility).
    2. Validate the extracted flat files using Ex Libris’ Migration File Validation Tool. Depending on the size of the extracts, customers may choose to validate a small sub-set of data to ensure that the data format is valid, including the header and field information, prior to validating the entire extract.
    3. Also using the Migration File Validation Tool, indicate which fields from Talis Alto map to Ex Libris expected fields (customer responsibility).  The files and field names below can be used as a reference during this process.  
    4. Confirm that the number of records in each file, as determined by the Migration File Validation Tool, matches the number of records exported from Alto Talis.
    5. Once the files are validated and the record counts are confirmed, upload the files to Ex Libris’ secure file server, using the Migration File Validation Tool and the customer MFT credentials.
    6. Transform the data elements, based on the Field Mapping as indicated in the Migration File Validation Tool, into an intermediate conversion XML format (Ex Libris responsibility).
    7. Load the transformed data into Alma (Ex Libris responsibility).

    For all files, the maximum file size is 2GB.  Prepare the data files in the exact format as specified in Requested Files from Talis with the naming conventions as described there.

    Migration Form:

    Complete the Talis Alto (ESS) Migration Form.xlsm prior to the actual delivery of the data, using the information in the Talis Alto (ESS) to Alma Migration Guide. The lead time depends on your project schedule. Validate the Migration Form using the online ILS Migration Form Validation Tool, and download the validated Migration Form, which shows the validation report on the Report tab.  Send the validated Migration Form to your Ex Libris Project Manager.

    Ex Libris migrates your acquisitions data only if this service is purchased by your institution and is stipulated in your contract with Ex Libris.

    Recommendations for Using this Guide

    This document is divided into four areas:
    • Inventory
    • Fulfillment
    • Acquisitions
    • Physical to Electronic
    Each area has the following sections:
    • Field Explanations - File delivery requirements and explanations of individual fields where relevant, to be used when filling out the Field Mapping Form.
    • 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.
    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

    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.

    Using the Migration Form Validation Tool

    The Talis Alto (ESS) Migration Form is used by the migration programs to convert your data for use in Alma. Therefore, it is important that the data entered by the customer is valid so that the migration can continue on schedule.
    Your sandbox contains an online validation tool that helps ensure that your data is valid before you submit the form to Ex Libris. Information about this online validation tool can be found at: Support and Maintenance.
    After you have completed the form, visit the link in your sandbox to begin the validation process.

    Requested Files from Talis

    Ex Libris expects a certain set of files to be exported from Talis. We have included the general expected deliveries below. The data elements listed for each are those that Ex Libris expects to use in conversion. Some data elements may exist in Alto Talis but are not necessary to bring to Alma. The requested files are listed below.
    The scope of your specific conversion is agreed upon in your Alma contract.
    Customers are expected to use exports as provided by ESS. 
    All the files are expected to have one record per line and be field delimited (preferably with comma or pipe separators) with the exception of Bibliographic records, which are MARC standard files. For csv records, use the semicolon (;) as the delimiter between multiple values passed in a single field.
    DO NOT OPEN/UPDATE any delimited file extracts you provide to Ex Libris in Excel. This may ruin the appropriate delimiter formatting and text formatting and may result in corrupted data.
    Each time data files are provided to Ex Libris in the formats indicated in Expected File Formats, place them on the secure file drop-point on the Ex Libris MFT server with the access credentials provided by your Ex Libris project manager.
    The following is the default naming convention:
    CustomerName+DataType+sequence+date+[.<file_extension>]
    For example: centralu_bib_01_20120420.mrc, centralu_bib_02_20120420.mrc, centralu_bib_03_20120420.mrc, etc.
    Ex Libris recommends a maximum of 200,000 records per MARC file and 400,000 for other types of records (items, orders, etc). All records in a single file must be homogenous – all of the lines in the file must have the same number of fields, and those fields must contain the same type of data. Additionally, all of the records must be delimited in the same manner.

    Inventory

    Alma uses bibliographic, holding, and item records. Talis has bibliographic and item records, plus summary statement information (‘Library has’) in related serial holding records. Because Talis does not have MARC holding records, they are created during migration, based on information in the Talis item and serial holding records.
    • Bibliographic records – Bibliographic records are expected in MARC format, in UTF-8 or MARC8 encoding.
    • Holdings records – Alma requires MARC Holdings records. These are generated upon conversion from Item and Serial Holdings records provided from Talis (since Talis does not have MARC holdings records). Location and call number information is generated from Item records first, or from serial holdings records if no item records exist for the location for a particular bibliographic record. The Library Has statement from the Serial Holdings extract is used to generate 866 (summary holdings statement) fields.
    • Physical Inventory (item) records – Alma stores physical Inventory records that are generated from Talis Item and Checkin (issue) records. Alma preserves links between Bibliographic records that share a common item (boundwiths) on conversion.
    • Electronic Resources (E-Resources) – Most non-Alma ILS systems store records for both physical and electronic items in the same format, which is a physical format. Alma has different record formats for electronic and physical items. Provide a list of bibliographic records that represent electronic materials so they can be converted to electronic format after migration to Alma. The possible types of electronic resources are packages, databases, and portfolios.

    Bibliographic Records

    Bibliographic records are expected in MARC format. Standard MARC is preferred, but files in MARCXML format are also acceptable. The character encoding expected from Talis is UTF-8. If your library prefers to export in a different character encoding, inform your Ex Libris project manager. Deliver all files with the same character encoding.
    Bibliographic records are generally migrated as is but each bibliographic record may be modified in the following way during migration:
    • Australian customers will have ALL Bibs marked for Libraries of Australia Publish, in case relevant.
    • OCLC records (records with an 035 |a with an OCLC-official prefix) will be marked for OCLC publish, in case relevant.
    • The LDR position 9 (Character coding scheme) is set to a indicating Unicode.
    If you use standard 7XX fields for linking between Bibliographic records, this is leveraged during migration. If the relationships are based on your Bib system numbers, provide which field contains these system numbers in the migration form so that they may be changed to use the Alma bib system number (MMSID). 
    If you have loaded SFX MARCIt or other link resolver marked records into Talis, it is recommended that they not be included in the Bib export to avoid unnecessary duplication with records loaded directly from the link resolver system. If the link resolver system records in Talis have physical items or open orders on them, we recommend that they be included (if order records are in scope and need to be reflected in Alma, as well). In that case, ensure that a 035 |a field with a consistent label in the field content is provided so that they can be identified, and provide that label in the Questionnaire tab of the Talis Migration Form.

    Suppressed Records

    Provide a text file that contains the Bib keys, one key per line, for Bibliographic records that are suppressed. If you want to include suppressed records in Alma, be sure that they are also included in the bibliographic export itself.

    Boundwiths (Bound Volumes)

    Items that are shared by multiple bibliographic records are called boundwith items. Alma supports boundwiths by using standard Bib relationships defined by Marc 21 linking fields. The migration process associates this shared item with a parent bibliographic record and creates links to the secondary bibliographic records via the standard 774 linking field.
    On migration to Alma, the MASTER_WORK_ID gets new 774 tags that link to all of the CHILD_WORK_IDs provided in the exported boundwith file. The bibliographic records associated with the CHILD_WORK_IDs are not modified on migration.
    Talis requires that the CHILD_WORK_ID bibliographic records have dummy item records attached to them, listed in CHILD_ITEM_BARCODE in the exported boundwith file. These dummy item records have a status of “BOUN” in the exported item file and are not migrated to Alma.
    Finally, if there are two or more items in the item file that are all linked to the same MASTER_WORK_ID – that is, one group of bibliographic records together share a number of item records – all of the items are simply attached to the master (host) bibliographic record in Alma on migration.
    Supply a file of WORK_IDs (bib record IDs) and their associated CHILD_WORK_IDS which represent boundwith records. It is expected that the item that is associated with the MASTER_WORK_ID has the MASTER_WORK_ID bib key in the exported record.
    Boundwiths (Bound Volumes)
    Field Name Notes

    MASTER_WORK_ID

    bib record ID

    CHILD_WORK_IDS

    repeatable, separated by semicolons

    MASTER_CTL_NUM, MASTER_ITEM_ID, and CHILD_ITEM_BARCODE fields, specifically, are not needed by Ex Libris in order to properly implement boundwiths in Alma should the two column file above be provided.

    Holdings

    Supply an optional file of serial holding records in csv format with an ID key reference to Bib. Information from this file will be used to generate an 866 field in a holding record in Alma.
    Ex Libris will generate MARC Holdings records based on Item and Serial Holding records.
    Holdings
    Field Name Notes

    HOLDINGS_ID

    mandatory, not repeatable.  The unique key for the holding record.

    LOCATION_ID

    mandatory, not repeatable. Use in Alma Location tab of Migration Form, first level of location (like the Alma Library)

    WORK_ID

    mandatory, not repeatable.  This is the Bib key. Should match 001 of related bib record.

    SEQUENCE_ID

    not repeatable.  Use in Alma Location tab of Migration Form, second level of location (like the Alma Location)

    SIZE_ID

    not repeatable.  Used with CLASS_NUMBER and SUFFIX to generate the call number in the 852 of the new holding record: $k SIZE_ID $h CLASS_NUMBER $i SUFFIX

    CLASS_NUMBER

    not repeatable.  See SIZE_ID

    SUFFIX

    not repeatable.  See SIZE_ID

    CLASS_TYPE

    not repeatable. Use in Shelving Scheme tab of Migration Form

    HOLDINGS_NOTE

    repeatable

    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
    Note Names
    Note Name Example Local Field

    PUBLIC_NOTE (for 852 $z in holdings record)

    GENERAL_NOTE

    PUBLIC_NOTE

    DESCRIPTIVE_NOTE

    PUBLIC_NOTE

    WANTS_NOTE

    NON_PUBLIC_NOTE (for 852 $x in holdings record)

     

    Holdings From a Bib Tag (Summary Holdings Statements)

    If there is information in a field embedded in the bibliographic record, the migration programs can generate a holding record from it. Fill in the values of the following fields in Holdings section of the Migration File Validation Tool.
    If the SUMM_LIB_CODE and SUMM_LOC_CODE match an existing holding record on the same bibliographic record, even a holdings record that was generated from items attached to the same holdings record, then the summary holding statement will be attached to that holding record, regardless of the call number. In other words, the summary holdings record will be placed on the holdings record with the same library and location, even if 852_SUBFIELDS_FOR_HOL contains call number subfields for matching like bchi. If there is no existing holdings record on the bibliographic record with the same location, then a new holdings record is generated.
    Holdings From a Bib Tag
    Expected Field Name Value Notes

    SUMM_TAG

     

    Five characters; tag+2 indicators.  May use # as wildcard, for example, 866## or 86#3#.  Wildcard allowed for third digit and indicators but not first two digits.  To indicate a space character, use b, for example 866b1.

    SUMM_SUBFIELDS

     

    Multiple subfields allowed, e.g. abz. May use # to indicate all subfields.

    SUMM_CALLNO

     

    Textual call number to be used in all newly generated holdings records if desired.

    SUMM_LIB_SUBF

     

    Subfield which contains the library code in Talis format; typically found in LOCATION_ID. Include only a subfield code. This should be a subfield of the SUMM_TAG. Do not include a different tag (such as the item tag).

    SUMM_LOC_SUBF

     

    Subfield that contains the location code in Talis format; typically found in SEQUENCE_ID. Include only a subfield code. This should be a subfield of the SUMM_TAG. Do not include a different tag (such as the item tag).

    SUMM_LIB_CODE

     

    If SUMM_LIB_SUBF not provided or not found, the Alma Library Code that will be used instead. This code must be present in Column A of the Alma Library tab of the migration form.

    SUMM_LOC_CODE

     

    If SUMM_LOC_SUBF is not provided or not found, the Alma library code is used instead. This code must be present in Column D of the Alma Location tab of the migration form.

    SUMM_PUBLIC_NOTE_SUBF

     

    Public note, will be placed in 852 $z of the generated holding record

    SUMM_NON_PUBLIC_NOTE_SUBF

     

    Non-public note, will be placed in 852 $x of the generated holding record

    Items

    Provide item records in csv format with ID key reference to Bib. Items which do not have a Bib key are not migrated.
    The following table lists the expected fields for item migration. If your item fields have different names, indicate the field mapping in the Items section of the Migration File Validation Tool.
    Items
    Expected Field Name Notes

    ITEM_ID

    mandatory.  Unique numeric key for item records.

    BARCODE

    unique, but can be left blank.

    TYPE

    not repeatable; e.g. normal loan.  Use in Item Type map in Migration form

    STATUS

    not repeatable; e.g. on order or missing.  Use in Item Base Status map in Migration form

    WORK_ID

    mandatory; This is the related bib key; matches 001 in bib

    SITE_ID

    mandatory; use Alma Location map of the Migration form, as the first level of location (similar to Alma Library)

    DESC_NOTE

    alphanumeric; placed in the Description field in the item.  Usually looks like 'Vol 1 No 1 (Jan 2022)'

    SIZE_ID

    Used with CLASS_NUMBER and SUFFIX to generate the call number in the 852 of the new holding record: $k SIZE_ID $h CLASS_NUMBER $i SUFFIX

    SEQUENCE_ID

    mandatory; use Alma Location map of the Migration form, as the second level of location (similar to Alma Location)

    CLASS_NUM

    part of call number, see SIZE_ID

    SUFFIX

    part of call number, see SIZE_ID

    CLASS_TYPE

    use in Shelving scheme map of Migration Form

    CREATE_DATE

    date

    CREATE_OP

    alphanumeric; staff user who created the item

    UPDATE_DATE

    date

    UPDATE_OP

    alphanumeric; staff user who last updated the item

    DATE_LAST_RETURN

    Date of last loan return for the item (YYYYMMDD).  To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'.

    NO_LOANS

    Total number of completed loans for the item.  To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'.

    Alma increments the loan count for items currently on loan, so it is recommended that you send (loans - 1) for currently loaned items.
    RECEIVE_NUMBER In order to use the Receiving Number in Alma, you must configure an item sequence of type Receiving Number (Config menu -> Resources -> General -> Item Sequences).  See Configuring Physical Item Sequences.
    INVENTORY_PRICE

    Both fields may be filled with a single ‘price’ field from Talis Alto if desired.  The REPLACEMENT_COST will be used to assess fines if the item is lost.

    To provide this value in the Migration Validation Tool twice, click the plus sign (+) to the left of the incoming field.  This will allow you to assign the value to two different expected fields.

    REPLACEMENT_COST
     
    Item Messages
    Note Name information

    MessageText

    text which will be placed in an item note field

    MessageType Use the migration file validation tool to map incoming Alto Talis message type codes to an Alma item note type
    ItemId used to link this note file to the items
    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
    Note Name - Default Local Field
    Note Name Example Local Field

    PUBLIC_NOTE

     

    FULFILMENT_NOTE

    This is a pop-up note which displays during circulation transactions

    NON_PUBLIC_NOTE_1

     

    NON_PUBLIC_NOTE_1

     

    NON_PUBLIC_NOTE_2

     

    NON_PUBLIC_NOTE_3

     

    STAT_NOTE_1

     

    STAT_NOTE_2

     

    STAT_NOTE_3

     

    Item Statistics Notes (STAT_NOTE_*) can use controlled vocabulary when statistics_note_controlled is set to true. For more information, see Configuring Item Statistics Notes

    Item Barcodes
    While Talis allows item barcodes to be duplicated, Alma does not. The item barcode must be unique in Alma – though it may be left empty.
    The item barcode is migrated according to the following rules:
    • If the barcode is empty, leave it as is.
    • 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>.

    Secondary Item File

    You may want to provide item descriptive information in a secondary file. For example, you have a description in the format Vol. 12 No. 2 (2015 January), but Alma recommends that enumeration and chronology information are without labels and are in separate fields. You can provide your description in a secondary item file.
    With the exception of the item_key and barcode, all other fields will force blank if an empty field is provided.  In other words, if you have an item description in Alma, and you provide a blank description in this file, the incoming blank will be 'written' to Alma, meaning the Alma description will be deleted.

    We recommend that EnumX and ChronX fields contain only numbers, for example '12' instead of 'Vol. 12' and '2' instead of 'Feb'.  However, it is programmatically time-consuming to distinguish between an invalid use (Vol. 12) and a valid use (12A), so in the interest of processing quickly, we allow any string in EnumX and ChronX fields.  Do not provide a full date in a single field.  Split any dates into three, for example 4 Feburary 2020 is ChronI=2020, ChronJ=2, ChronK=4.   

    Even though it is not recommended, if for any reason you need to provide a full date in a single field, put a tick (') before the date in the Excel cell so that it is treated like text (instead of the Excel date format). 

    Provide the secondary item file in xls or xlsx format, with the following fields:
    Secondary Item File
    Expected Field Name Notes

    item_key

    Provide either item_key or barcode, but not both. If both are provided, item_key is preferred. If providing barcode, then leave this field blank.

    barcode

    Provide either item_key or barcode, but not both. If both are provided, item_key is preferred.  If providing item_key, then leave this field blank. Example:

    clipboard_e52bd691088349e2200aaa86f500c0566.png

    description

    Provide in a format such as: Vol. 12, No. 6 (February 2015).

    enumA

    For example, “12”.

    enumB

    For example, "6".

    enumC

     

    enumD

     

    enumE

     

    enumF

     

    enumG

     

    enumH

     

    chronI

    For example, "2015".

    chronJ

    For example, "2".

    chronK

     

    chronL

     

    chronM

     

    Checkins/Issues

    Additionally, you may provide optional serial checkin records in csv format, with an ID key reference to Bib. Checkins in Talis are issues that have been received but for which there is no item record. These are converted to items in Alma.
    The following table lists the expected fields for checkin/issue migration. If your checkin fields have different names, indicate the field mapping in the Checkins section of the Migration File Validation Tool.
    Checkins/Issues
    Expected Field Name Notes

    CHECK_IN_ID

    mandatory; unique identifier for the checkin record

    DELIVERY_SITE

    use in Delivery Site map (holding code) to get a location

    YEAR

    alphanumeric; mapped to Chron I

    VOLUME

    alphanumeric; mapped to Enum A

    ISSUE

    alphanumeric; mapped to Enum B

    NUM

    alphanumeric mapped to Enum C

    DESCRIPTION

    alphanumeric; mapped to Description field.  Use this field if the data is like 'Vol. 1 No 12 (2021 December)'. 

    Use the four fields above (Year, Volume, Issue, Num) if the data is more like YEAR = 2021 VOLUME = 1 NUM = 12 ISSUE = 12.

    QtyExpected

    numeric.  QtyExpected + QtyReceived = PIECES in the item record created here

    QtyReceived numeric.  QtyExpected + QtyReceived = PIECES in the item record created here

    DATE

    date checked in

    WORK_ID

    links to bib record

    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
     
    Note Name Default Local Field

    PUBLIC_NOTE

     

    FULFILMENT_NOTE

    This is a pop-up note which displays during circulation transactions

    NON_PUBLIC_NOTE_1

     

    NON_PUBLIC_NOTE_2

     

    NON_PUBLIC_NOTE_3

     

    STAT_NOTE_1

     

    STAT_NOTE_2

     

    STAT_NOTE_3

     

    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
    INST_NAME and CUST_NAME: fill these fields in with your institution’s name and your customer name (this is only different from the institution name 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 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 001 field (Talis bibliographic system number) to the 035 $a field:
    (MOC)<talis 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)12345-01abc_inst
    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.  Multiple strings are allowed, use a semicolon to separate: (SFX);WaSeSS;EBC
    Further Information: If your Talis 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 Talis 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 Linked Entry fields? 

    Indicate if you use internal system numbers in linking fields.  Internal system numbers from your legacy system are not continued in Alma, and therefore should be changed to MMSID (the Alma internal system number). 

    MARC fields: $w subfield for tags 76x-78x, 80x, 81x, and/or 83x 

    Unimarc fields: $1 subfield with prefix 001 for fields 423, 461, 462, 463, 464 [example: bib key 99999 in tag 461 = 461 $100199999]

    Code: LINKED_ENTRY_W

    Default: No

    Options: If you answered Yes to this question, the internal system numbers in the subfield w of the specified tags (or $1001 for Unimarc) are converted from the former system number to the Alma system number.

    Internal record designation for Linked Entry fields $w 

    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 or $1001 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, your previous ILS may store the information in bibliographic fields 76x-78x, 80x, 81x, and 83x $w for MARC, and 423, 461, 462, 463, 464 for Unicode.  If the number in the $w or $1001 of the linking tags is the internal legacy ILS 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 linking field 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.  For more information on configuring related records, see Configuring Related Records for Physical Inventory.

    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 library and 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 section 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. 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 hypen in the number (e.g. PQ-12345), then include it in the string. If you are not merging institutions, leave this question blank.
    See also the similar FUND_PREFIX question in Acquisitions and MERGE_PATRON_PREFIX in Fulfillment.
    Move 001/003 to 035 or 935

    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

    Ex Libris marks the moved 035 or 935 with $9 ExL to indicate that the migration programs generated this field.

    Further information: If an 035 exists in the record already with the identifier that was in the 001, then a second (duplicate) tag is NOT made.  Also, when checking if the identifier already exists, the migration programs compare to the $a only.  Meaning, if an existing tag contains

    001 12345

    003 OCoLC

    035 $a(OCoLC)12345 $z (OCoLC)54321

    then the existing 035 $a is considered a duplicate and a second tag is not created. 

    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 Explanation: The Talis SITE_ID, which is the higher level of location, and is comparable to the Alma library. Use the Alma Libraries tab in the Talis Alto (Capita) Migration Form to indicate your list of Alma libraries. The actual mapping from the Talis SITE_ID to the Alma library is done in conjunction with the Talis SEQUENCE_ID 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 Talis SITE_IDs and SEQUENCE_IDs 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.
    Talis SITE_ID: Value from the SITE_ID field in the item extract from Talis. The ALMAME_VAL_NOT_FOUND line is required to catch any location codes you may have missed.
    Talis SEQUENCE_ID: Value from the SEQUENCE_ID field in the item extract from Talis.
    Alma Library Code: The library that contains this library/location combination in Alma. You can use the same library codes that you used in Talis, 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 Talis, but this is not required. You may also use this form to collapse locations if desired, for example refa and refb in Talis 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 used for 852 first indicators. (http://www.loc.gov/marc/holdings/hd852.html). If we cannot determine the call number type from the item record itself using the CLASS_TYPE, 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 Talis code to an easily identifiable code such as XXX or unused just in case any stray items are still in your Talis 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.
    Alma Location Tab
    Talis SITE_ID< Talis SEQUENCE_ID 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:
    Alma Location Name and Alma External Location Name - 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:
    Alma Location Name and Alma External Location Name - 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 Talis 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 Talis code to an easily identifiable code such as XXX if any stray items are still in your Talis database.
    If you collapse location codes, you may have lines in the table such as the following:
    Collapsing Locations
    Talis 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

    Holding Code Tab (DELIVERY_SITE)

    Use this tab to map the Talis DELIVERY_SITE to Talis Library and Home Location values.
    DELIVERY_SITE: The Talis delivery site found in the issue, subscription, and order records
    Description: Description of the Talis Delivery Site, not used in the migration programs
    Talis Library code: Used as input to the Alma Location Tab
    Talis Home Location code: Used as input to the Alma Location Tab
    Further information: The DELIVERY_SITE in Talis is used in the subscription to indicate the eventual physical location of an order/subscription. When item records are made in Alma from the Talis checkin/issue record, the DELIVERY_SITE is used to assign the library and location in the Alma item record. Additionally, the holding (destination) library and location for the order record is assigned using this map.
    The input to this map is the Talis DELIVERY_SITE. The output from this map is Talis Library and Home location, which is used as input to the Alma Location tab. DO NOT use Alma codes as the output for this map.

    Shelving Scheme Tab

    Alma will generate a first indicator for the newly-created 852 based on the Shelving Scheme tab.
    CLASS_NUM_TYPE: The values in the Shelving Scheme tab as delivered in the extract from Talis. 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 include 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 Talis Alto (Capita) Migration Form.

    Item Type Tab

    Use this tab to migrate the Talis 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.
    Talis Item Type (TYPE_ID): The value in the item type field of the Talis item. The item type is used to differentiate between items when determining how items circulate.
    Talis Description: The description of the Talis 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 status in Talis to an item status in Alma.
    Talis Item Status (STATUS_ID): The item status in Talis.
    Description: A short description of the item status in Talis, 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: Talis has a field for item status that indicates what is happening to the item. For example, an item may be in binding, in repair, or internally being handled by a specific library department. As stated in the Boundwith section below, items with status BOUN are not migrated to Alma.
    Include in column A 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.
    Alma also 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 Talis are given the process type of TECHNICAL.  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.
    Post migration, customers can then 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 GetIt services screens from discovery systems. See Appendix A – Post-Migration Process Statuses for more information.

    Further Explanation – Inventory

    MARC Holding Records

    Alma requires a MARC holding record for all items. On migration, items are grouped by library, location, and possibly call number and a single holding record is created for each group of items. During the migration process, the MARC Organization Code, Alma library, and Alma location are put in the following places in the exported MARC holding record:
    • The MARC Organization Code is placed in the 852 $a field (if desired/provided).
    • The Alma library is placed in the 852‡b field.
    • The Alma location is placed in the 852‡c field.
    Call numbers in Alma are stored at the holding record level, in subfields h, i and k of the 852 tag. The call number is determined from Talis as follows:
    $k SIZE_ID $h CLASS_NUMBER $i SUFFIX

    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 Talis, described in the Library, Location and Call Number sections above, are: $b SITE_ID $c SEQUENCE_ID $k SIZE_ID $h CLASS_NUMBER $i SUFFIX. By default, the migration programs compare $b and $c, but you may decide to change this based on items and serial holdings records 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 $i, three holding records are created:
    Holding record $b main $c stacks $h PN 567 $i .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 Talis Alto (Capita) Migration Form, “Indicate which 852 subfields to use to determine unique holding records”.

    Serial Records

    Serial holdings records are included in the same holding record groups as item records, described above. Using the example in the Determining Groups of Holding Records section above, if there is a serial holdings record on the same bibliographic record as the four items above, and the generated call number for the serial record is $b main $c stacks $h PN 567 $i .M457, then serial information from that record is placed on the shared holding record. Additionally, if there are multiple serial holdings records with the same location, a single holdings record is created for the location and all notes from all serial holdings records are added to the single holdings record in Alma.
    The Talis HOLDINGS_NOTE migrates to the 866 tag in the holding record, and the GENERAL_NOTE, DESCRIPTIVE_NOTE, and the WANTS_NOTE can be migrated either to the 852 $x (public note) or the 852 $z (non-public note) depending on how you fill out the Serial Holdings tab of the Talis Alto (ESS) Delivered Files List.

    Checkins (Issues)

    Talis checkin records are individual serial issues that have been received but for which there is no item. These migrate to item records in Alma. Checkin records in Talis do not have a call number, so the only information that can be used to determine holding record groupings is the library/location combination (852 $b and $c). If only the $b and $c are used to determine holding record groupings, then the checkin records inherit the call number of the holding record that was created from items with the same library/location ($b/$c) on migration. If more subfields are used to determine the call number grouping (for example $b $c $h $i), then because the checkins do not have a call number they will always be their own group in determining holding record groupings – and the resulting holding record will not have a call number at all. See the section Determining Groups of Holding Records above for more information on making that decision.
    The item record in Alma that is created from the Talis checkin/issue record does not have an item type defined. Item types can be assigned to sets of item records in bulk using standard Alma item modification tools.

    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.
    Talis 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 resource type is determined, see the Resource Type Field description.

    Fulfillment/Patrons

    Patrons

    Extract all patrons.
    Provide the patron files in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Patrons section of the Migration File Validation Tool.
    Patrons
    Field Name Notes

    BORROWER_ID

    mandatory; unique identifier of the patron record.

    BARCODE

    alphanumeric, repeatable.  Use in User identifier section below

    SURNAME

    alphanumeric

    FIRST_NAMES

    alphanumeric

    TYPE

    e.g. undergrad or staff.  Use in User Group tab of migration form

    STATUS

    active or inactive

    STYLE

    alphanumeric; placed in user's Title (e.g. Mr., Ms. etc)

    REGISTRATION_NUMBER

    use in User Identifier section below

    EXPIRY_DATE

    date; may be left empty

    CREATE_OP

    alphanumeric; staff user who created this record

    CREATE_DATE

    date

    UPDATE_OP

    alphanumeric; staff user who last updated this record

    UPDATE_DATE

    date

    GROUPING_IDS

    alphanumeric; these are placed in the User Stat Categories for the patron record; use in UserStatCategories map of Migration Form.  See User Stat Categories section below

    INTERNAL_EXTERNAL

    INTERNAL or EXTERNAL patron record.   If this field is not present in the patron extract, use the Internal? question on the User Group tab of the migration form.

    BIRTH_DATE date

    Borrower Analysis

    Field Name Notes

    Identifier

    mandatory; used to link this file to the main borrower file.

    Code Statistical code; usually placed in UserStatCategory

    User Addresses, Emails, Phones

    There can be up to three addresses, emails, and phone numbers in the Talis patron record. The fields that are available for migration into Alma are listed in the left column. The values in the left column cannot be changed. The field names from your Talis extract are in the middle column.
    Decide which address is preferred (only one can be selected) and in the right column, indicate the type of address. For example, you may decide that the address should be classified as mailing, home, or work.
    User Addresses
    Alma Address Field Symphony Field Name Preference and Type selection

    Preferred Address Selection

    Select preferred:

    Address 1

    USER_ADDR1

    Select type:

    select an address type for all address 1 lines here

    ADDRESS_NAME

     

     

    LINE1 , etc

     

     

    Emails: Select type for each

    Select Preferred email:

    Which is the preferred email out of all emails?

    EMAIL_NO

     

    For this particular email, which type should it be?

    Phones: Select type for each

    Select Preferred phone:

    Which is the preferred phone out of all phones?

    TELEPHONE_NO

     

    For this particular phone, which type should it be?

    User Identifiers

    There can be a number of fields in the patron record that are user identifiers. The types of identifiers that are available for migration into Alma are listed in the left column. The typical expected field names from Talis are in the right column. Change the field names and/or order of the right column to suit your library’s extract. The values in the left column cannot be changed. Use the values in the left column to select the appropriate primary identifier in the Questionnaire tab of the Talis Alto (ESS) Migration Form. If there is a field in Talis that contains a note specific to the identifier, place that field in the far right column.
    User Identifiers
    Alma Identifier Type Talis Field Name Talis Field Name for Note

    UNIV_ID

    REGISTRATION_NUMBER

    REGISTRATION_DATE

    BAR

    BARCODE

     

    ADDL_ID_1

     

     

    ADDL_ID_2

     

     

    ADDL_ID_3

     

     

    ADDL_ID_4

     

     

    User Statistical Categories

    There may be a number of fields in the patron record that function as a statistical category only, for example, a student’s department or major. The way the student borrows can be determined by the P TYPE, but you may want to track the department, so that you can get more detailed statistics on how Law students borrow, for example. Since Talis has a large number of fields that are customizable, we provide you the option to map the data from any field to the User Statistical Categories in Alma.
    User Statistical Categories
    Eser Statistical Category Local Field Name Field Label

    USER_STAT_CATEGORY

    HOME INST

    INST:

    USER_STAT_CATEGORY

    DEPT

    DEPT:

    USER_STAT_CATEGORY

    SCHOOL

    SCHOOL:

    You can add more lines as necessary, up to a maximum of 10 lines. To map the values, use the UserStatCategories map in the Talis Alto (ESS) Migration Form. If a value is not found in the map, it is migrated as is. If you use a label, the userStatCategory map tries to map the field including the label. The first column in the userStatCategory map in the Migration Form would be: LABEL: value, for example: SCHOOL: Law.  The validation tool does not provide a colon, so if you want the colon be sure to include it , e.g. 'DEPT:', but the tool does add a space between the label and the value.
    In the Migration File validation tool, provide labels to the right of the field:
    clipboard_ee3466bbe0175903258d1691930de1983.png
    Then, in the migration form, use that label as a prefix to the values in the field.  Be sure to put a space between the label and the code:
    clipboard_e05c1bc84e8c6add0f665c0882acc3c50.png
    In the case above, you can see that if there were no prefix to the fields, it would not be possible to distinguish between 'b' from PC1 and 'b' in PC2.

    Borrower Messages

    Note Name information

    MessageText

    text which will be placed in a patron note field

    MessageType Use the migration file validation tool to map incoming Alto Talis message type codes to an Alma patron note type
    BorrowerId used to link this note file to the borrower

    Notes

    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
    Notes
    Note Name Information

    LIBRARY_NOTE

     

    BARCODE_NOTE

     

    ADDRESS_NOTE

     

    CIRC_NOTE CIRC_NOTE is marked by the migration programs as a popup note. This is the only user note which migration marks as a popup note.

    OTHER_NOTE

    OTHER_NOTE is marked as userViewable by the migration programs.  This is the only note which migration marks as user viewable.

    Active Loans

    Extract only current circulation transactions.
    Provide the loan files in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Loans section of the Migration File Validation Tool.
    Active Loans
    Field Name Notes

    LOAN_ID

    Loan_ID; unique identifier of the loan

    ITEM_ID

    mandatory; links to item record

    BORROWER_ID

    mandatory; links to user record

    DUE_DATE

    date

    CREATE_DATE

    date

    CREATE_LOCATION

    alphanumeric

    CREATE_OP

    alphanumeric

    NO_RENEWALS this is used to check the status (if > 0) only.  If you want to retain the actual number of renewals, then also place this field in a note
    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
     
    Note Name Default Local Field

    NON_PUBLIC_NOTE

    LOAN_TYPE

    Active Requests

    Extract only requests that have been trapped and are sitting on the hold shelf waiting for patron pickup. Provide the requested file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Requests section of the Migration File Validation Tool.
    Active Requests
    Field Name Notes

    Site for collection

     

    Borrower Barcode

    Either Borrower Barcode or Borrower ID is required.  Due to limitations in the Migration File Validation Tool, we only require Borrower Barcode.  If you have Borrower ID but not Borrower Barcode, fill Borrower Barcode with some non-used field, which will later be ignored.

    Borrower ID Either Borrower Barcode or Borrower ID is required.

    Item barcode

    Use this field if the incoming field contains only item barcode

    Reserved Stock Use this field if the incoming field contains bib and item together

    Placed_date

    Date request was placed. If no value, conversion uses 30 days prior to conversion date

    Sat_date

    Date placed on hold shelf. If no value, conversion uses conversion date

    Expiry_date

    Date request expires. If no value, conversion uses 7 days after conversion date

    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
     
    Note Name Default Local Field

    NON_PUBLIC_NOTE

    Borrower name

    NON_PUBLIC_NOTE

    Registration number

    NON_PUBLIC_NOTE

    Control number

    NON_PUBLIC_NOTE

    Bibliographic description

    Fines and Fees

    Extract only current fines and fees – fines and fees which have an outstanding balance owed by the patron. Provide the fine/fee files in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Fines and Fees section of the Migration File Validation Tool.
    Fines and Fees
    Field Name Notes

    File: charge_incurred (CHARGES)

    CHARGE_INCURRED_ID

    unique key for fine reocrd

    TRANSACTION_TYPE

    Use "fine fee type" map in migration form

    AMOUNT

    amount owed; can be positive or negative but cannot be 0.00

    In order to get the final amount owed in Alma, migration calculates in one of two ways

    If Credit file present:

    FF_SUM = CHARGE.AMOUNT minus (sum of all related CREDIT.AMOUNT entries)

    If Credit file not present: 

    FF_SUM = CHARGE.AMOUNT minus (TotalPaid + TotalWaived)

    TotalPaid  
    TotalWaived  

    BORROWER_ID

    Matches BORROWER_ID in patrons

    CREATE_DATE

     

    CREATE_LOCATION

     

    CREATE_OPERATOR

     

    File: credit_vs_incurred (CREDITS)

    INCURRED_ID

    Links to CHARGE_INCURRED_ID above

    AMOUNT

    amount owed; can be positive or negative but cannot be 0.00
    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
     
    Note Name Default Local Field

    NON_PUBLIC_NOTE

    NOTE

    Customer Input

    Questionnaire Tab

    Complete the following in the Questionnaire tab of the Migration Form:
    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 used as the patron's Primary Identifier?
    Code: PATRON_PRIMARYID
    Default: UNIV ID
    Options: Using the Migration File Validation Tool, map the identifiers exported from Talis to the following list: UNIV ID, BARCODE, ADDL ID 1, ADDL ID 2, ADDL ID 3. Then here, select the identifier to be used as primary for all patrons.
    See also: Identification Numbers and the Internal? question on the User Group tab.
    How should we handle duplicate identifiers in the same patron?

    Code: DUP_ID_SAME_PATRON

    Default: DISCARD

    Options: Alma does not allow duplicate identifiers anywhere, even in the same patron.  If the patron has the same number in two or more different identifier types, we can either not migrate the second one, or disambiguate it with -1, -2 etc.

    DISCARD: do not migrate the second and subsequent identifiers
    ADD_SUFFIX: add -1, -2, etc

    Default: DISCARD

    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.
    Request Default Destination Library
    Code: REQUEST_LIBRARY
    Default: None
    Options: If the requests file does not contain a destination library/location, the library you enter for this question is used as the default for where patrons will usually pick up requests from the hold shelf.
    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 in Inventory and FUND_PREFIX in Acquisitions

    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.
    Talis Patron Type: The Talis patron type code, found in the TYPE field of the patron extract.
    Talis Description: A description of the Talis patron type 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 Talis, or you can use different codes. You can also collapse groups if desired, for example, having Freshman and Sophomore from Talis 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 and authenticated 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 minority cases where community borrowers or alumni use library services. When Y, all of the patrons in the Alma userGroup are categorized as internal. When N, all of the patrons in the Alma userGroup are categorized as external. External users are fully external (except patron notes), including all user identifiers, authentication, and address information.
    Notes/Comments: Add any notes or comments for the Talis User Profile. 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 by as the patron's Primary Identifier?
    See also the section on internal/external patrons.

    User Stat Categories Tab

    This tab is used to migrate the statistical categories in your patron records (if you have them) to Alma. In Talis, it is possible to have multiple fields that contain statistical codes, usually named GROUP or DEPARTMENT.

    Before filling in this tab, specify in the Patrons tab of the Generic to Alma Field Mapping form which fields from your legacy ILS 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. 

    The migration engine adds a space between the label you specified in the Field Mapping form and the value.  So if you included a label 'CAT:' in the field mapping, then use 'CAT: a' here (if 'a' is an incoming value).

    Talis original value: List all of the values from all of the fields that you want to put into the statistical category mapping. For example, if you both fields of GROUP and DEPARTMENT in the list, list all of the values from those fields in Talis. 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. Talis has two different user category fields and Alma has only one.

    Fine Fee Type Tab

    Talis TRANSACTION_TYPE: List all of the values from the TRANSACTION_TYPE field in the Talis extract.
    Talis Description: A description of the TRANSACTION_TYPE, for assistance in filling out this form. This column is not used in the mapping routine.
    Alma Fine Types: Possible values in Alma are listed in the drop-down list.
    Further Information: Outstanding patron bills from are migrated to Alma Fines and Fees. Only the currently owed amount is migrated. If any partial payments have been made before conversion, they are not reflected on migration to Alma.

    Further Explanation – Fulfillment/Patrons

    Internal/External Patrons

    Alma categorizes users as either external or internal. External patrons are managed and authenticated 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 would be minority cases where community borrowers or alumni use library services. Ex Libris expects to find a field INTERNAL_EXTERNAL in the Talis patron extract which specifies whether or not a patron is internal or external.
    External users will be fully external (except patron notes), including all user identifiers, authentication and address information.

    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 for the patron.  You may map multiple identifiers from your previous ILS.  You may also consider mapping email address, a common matchpoint in authentication systems, to an additional ID field.
    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. 
    Identifiers may not be duplicated, even within the same patron record. See the questionnaire question DUP_ID_SAME_PATRON for options.
    If the identifier chosen for the primary ID is not present, the migration program creates an identifier for the patron based on the patron original identifier, prefixed with ID. The migration programs do not use a non-selected identifier as the primary ID.
    Select BARCODE, UNIV_ID (Registration Number) or ADDL ID 1, 2, 3, or 4 as the primary ID type for all patrons in the Questionnaire tab of the Talis Alto (Capita) Migration Form.

    Acquisitions

    Acquisitions are migrated if included in the scope of the contract (Premium migration).

    • Vendors – migrated from the vendor extract.
    • Purchase Orders (Continuous) – generated from the openOrders + openOrderSubscription file. 
    • Purchase Orders (Monographic) - Monographic orders are generated from the AcqOrders + AcqItems file. Usually, all of these orders are SENT (on order).
    • Fund transactions – encumbrances are generated for open (SENT) orders for the current fiscal year only.
    • Funds – generated for the current fiscal year based on a single list of fund.

    Vendors

    Provide this file in csv format.
    Provide the vendor file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Vendors section of the Migration File Validation Tool.
    Vendors
    Field Name Notes

    SUPPLIER_ID

    used for linking to order; not used in the actual vendor record.

    SUPPLIER_CODE

    mandatory; vendor code

    SUPPLIER_NAME

    mandatory; vendor name

    VAT_REG_NO

    alphanumeric; national tax id

    CREATE_OP

    alphanumeric; staff member who created the record

    CREATE_DATE

    date

    UPDATE_OP

    alphanumeric; staff member who most recently updated the record

    UPDATE_DATE

    date

    ADDRESS_LINE1

    alphanumeric

    ADDRESS_LINE2 A
    ADDRESS_LINE3  
    ADDRESS_LINE4  
    ADDRESS_LINE5  

    POSTCODE

    alphanumeric

    TELEPHONE_NO

    alphanumeric

    FAX_NO

    alphanumeric

    SAN

    alphanumeric; placed in EDI code field of vendor

    ACCOUNT_NO

    alphanumeric; vendor account code.  

    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
     
    Note Name Default Local Field

    VENDOR_NOTE (will be sent with the order)

    NOTE

    VENDOR_NOTE

    ORDER_METHOD

    VENDOR_NOTE

    SUPPLIER_LEVEL

    Orders - Continuous

    Continuous orders are generated from the OpenOrders and Subscription files.  

    On the ESS request form, these two files are called "Open Order - Main" and "OpenOrder - Subscription". 

    Provide these files in csv format.  If a subscription record is present, information from the subscription is added to the serial order. Subscriptions cannot be used to make orders on their own. Provide the order file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Orders section of the Migration File Validation Tool.
    Orders
    Field Name Notes

    OpenOrderId

    links to subscription record

    Status

    alphanumeric; use in PO Entry Point map in Migration Form

    OrderNumber

    order number that is sent to vendor; must be unique in Alma

    BibId

    links to bib 001 field; this is the related bib record

    Supplier

    links to vendor record

    SubType

    type of subscription; use in PO Line Type map of migration form

    Type

    alphanumeric; use in PO Acq Method map of migration form

    VERIFIED

    T or F; used to indicate if an order is approved (T = approved, F = not approved yet)

    OrderDate

    date

    SubStartDate

    subscription start date

    SubEndDate

    subscription renewal date

    FORMAT

    alphanumeric; use in PO Reporting Code map of Migration Form

    IssuePrice cost of order
    Currency currency; use in Currency Code map of migration form
    ServiceCharge VAT in local currency
    Discount  
    FundCategory Fund code

    INSTRUCTION

    note for supplier

    ORDER_GENERATION_DATE

    date

    CREATE_DATE

    date

    CREATE_OP

    alphanumeric; staff member who created this record

    UPDATE_OP

    alphanumeric; staff member who most recently updated this record

    UPDATE_DATE

    date
    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, add them on the right as needed. The vendor reference number, the additional number, and the receiving note may only be listed once, but you may make as many duplicate lines for PO_NOTE and POL_NOTE as necessary.
     
    Note Name Default Local Field

    PO_NOTE (note on the purchase order header)

    NOTE

    PO_NOTE

    SOURCE

    PO_NOTE

    CREATE_LOC

    POL_NOTE

    INSTRUCTION

    POL_NOTE

    VERDE_ID

    POL_RECEIVING_NOTE

    This line cannot be duplicated; place only one local field name here.

    POL_VEND_REF_NO

    This line cannot be duplicated; place only one local field name here.  Usually this is the SUPPLIER_REFERENCE field

    POL_ADDL_NO

    This line cannot be duplicated; place only one local field name here.

    Subscriptions

    Provide this file in csv format. The only thing that is needed in the Subscription file is the Delivery Site.
    Subscriptions
    Field Name Notes

    OPEN_ORDER_ID

    links to order

    DELIVERY_SITE

    is a SITE_ID; use Holding Code map in Migration Form

    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
     
    Note Name Local default Field

    POL_NOTE (note on the purchase order header)

    NOTE

    POL_NOTE

    SUPPLIER_ID

    Orders - Monographic

    Monographic Orders are generated from two files from Talis: AcqOrders and AcqItems. 

    On the ESS request form, these are: "Order - Main" and "Order - Items". The migration programs do not have a need for Order - Reports.

    Provide this file in csv format.   Provide the order file in standard comma delimited format, as a standard Talis extract. The fields in the following table are expected. Indicate the local field names for the expected fields in the Orders section of the Migration File Validation Tool.

    Orders
    Field Name Notes
    ORDER_ID Order Line number (which is sent to the vendor)
    ITEM_ID link to the item record
    ORDER_STATUS use in PO Entry Point map of migration form
    ORDER_NUMBER PO Header number
    WORK_ID links to bib record 001; this is the link to the bib
    SUPPLIER_ID links to the vendor record
    ORDER_TYPE_ID used in two maps: POAcqMethod and POLineType
    ORDER_DATE PO Send date
    PRICE_PER_ITEM line amount in local
    PRICE_PER_ITEM_CURR currency of the order
    COMMITMENT also known as encumbrance; the amount which is 'spoken for'
    FORMAT use in PO Reporting Code map
    INSTRUCTION placed in POL_NOTE_TO_VENDOR
    ORDER_GENERATION_DATE PO create date
    CREATE_LOC PO Library ID; this is sent through the Holding Code in Migration form
    CREATE_OP  
    UPDATE_OP  
    EDIT_DATE  
    FUND_CODE links to the fund file
    Lines (Item) file  
    LINES.ITEM_ID links to ordered item
    LINES.LOCATION intended location for item
    LINES.FUND_CODE fund code

    Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration but are not expected by Ex Libris, add them on the right as needed. The vendor reference number, the additional number, and the receiving note may only be listed once, but you may make as many duplicate lines for PO_NOTE and POL_NOTE as necessary.

    Note Name Default Local Field

    PO_NOTE (note on the purchase order header)

    NOTE

    PO_NOTE

    SOURCE

    PO_NOTE

    CREATE_LOC

    POL_NOTE

    INSTRUCTION

    POL_NOTE

    VERDE_ID

    POL_RECEIVING_NOTE

    This line cannot be duplicated; place only one local field name here.

    POL_VEND_REF_NO

    This line cannot be duplicated; place only one local field name here.

    POL_ADDL_NO

    This line cannot be duplicated; place only one local field name here.

    Funds

    Fund records are collected into an Excel migration form, then exported to CSV and loaded into Alma. Funds are not extracted from Talis directly. All funds must be listed on a single tab (the first tab on the spreadsheet) before exporting to CSV. You can submit separate CSV files, but they must be physically separate files and not multiple tabs on the same sheet. Each csv file must contain a header line with the field names, as described below.
    In the fund file, LEDGER CODE, LEDGER NAME, FUND CODE, and FUND NAME are mandatory. Ledgers are mandatory and if your institution does not have ledgers in the current ILS, define one general ledger for use in Alma.
    Note that fund codes and ledger codes are unique across the entire fiscal period, not just within specific hierarchies – so in the spreadsheet submitted, there should be no fund code or ledger code duplication since all of the funds go into a single active fiscal period.  Ledger codes are included in the unique constraint; ledger codes cannot be the same as any fund code.
    Funds are grouped under summary funds, and summary funds/funds are grouped under ledgers. Only one level of summary fund is allowed in the extract; however, it is a simple task in Alma to create a new summary fund after migration and drag other summary funds underneath it.
    The funds in the input file are only created for the current fiscal year.  Initial allocations for the migrated funds are created from the Allocation field of the Fund Input file.
    The fund code in this file must match the fund codes used by Talis order records to make an encumbrance transaction in Alma that links the order to the fund.
    Funds
    Field Name Notes

    LEDGER CODE

    May be repeated across lines to group funds under a single ledger

    LEDGER NAME

    May be repeated across lines to group funds under a single ledger

    SUMMARY FUND CODE

    Not mandatory, may be repeated across lines

    SUMMARY FUND NAME

    Not mandatory, may be repeated across lines

    FUND CODE

    Alphanumeric, not repeatable (This is the fund code that links to the fund code in the extracted order record.) Must be unique, even across Ledgers.

    FUND NAME

    Alphanumeric, repeatable

    LIBRARY

    leave blank; currently all funds are set at the institution level

    EXT ID

    External ID for linking to an external source, if one exists.

    ALLOCATION

    Allocation, in dollars, of the current fiscal year’s funds.

    FY

    Fiscal Year YYYY

    NOTE

    optional note for the fund

    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.
    Default claiming period
    Code: ORDER_CLAIM
    Default: 90
    Options: Default claim used for vendors and orders (if applicable), in days
    Central Order Library
    Code: CENTRAL_ORDER_LIB
    Default: None
    Options: See explanation below in Default Order Library
    Default Order Library
    Code: DEFAULT_ORDER_LIB
    Default: First library found on the Alma Library list
    Options for Central and Default Order Library: The DELIVERY_SITE field specifies the order location for orders in Talis. The migration attempts to map the DELIVERY_SITE field to the corresponding Alma Library. If you want to override this DELIVERY_SITE field and instead assign an order library to all orders migrated, fill in a value for the Central Order Library question. Otherwise, if you want to use the DELIVERY_SITE field to determine the order library, leave the Central Order Library blank and fill in a value in the Default Order Library question. In this case, the migration attempts to determine a library based on the DELIVERY_SITE field and only when a library is not specified or a mapping is not found does it use the Default Order Library as a second choice.
    Renewal Date for Serials Subscriptions
    Code: RENEWAL_DATE
    Default: none
    Options: Default renewal date for subscriptions. If your subscriptions are generally ordered on the same cycle and you don’t provide that renewal date in the order data itself, place that date here. The first choice of populating this mandatory field for ongoing orders will be based on explicit renewal date information in the order, second will be to populate based on an answer to this question (if populated) and finally the fallback would be set the renewal date = migration + 1 Year. The fallback will only occur if no renewal date is provided in the orders and no answer is provided in the migration form questionnaire.
    Fund Prefix
    Code: FUND_PREFIX
    Default: none/blank
    Options: If you are combining data from two or more separate databases into a single combined institution in Alma, indicate a prefix here that will be used to distinguish the former fund codes in Alma after migration. Provide a string to be used to prefix all fund codes in the database. A hyphen is NOT provided. For example, if your fund code is SCIENCE-MONO and you put UWS- here, the final fund code is UWS-SCIENCE-MONO. Leave this question blank to leave the fund code as is.
    See also the similar BIB_KEY_PREFIX in Inventory and MERGE_PATRON_PREFIX in Fulfillment

    PO Entry Point Tab

    Use this tab to map values from the Talis ORDER_STATUS field to the Alma PO Entry Point field. This tab is required.
    The entry point value is used to determine where the PO falls in the Acquisitions workflow in Alma. The PO entry point is mandatory in Alma, so the ALMAME_VALUE_NOT_FOUND line is required to catch any ORDER_STATUS values that may not have been found in the map.
    Talis ORDER_STATUS: The value of the Talis order status, found in the ORDER_STATUS field of the Talis order extract.
    Order Status Description: A description of the ORDER_STATUS field, for information only. This field is not used in the mapping.
    Alma PO Entry Point: The desired order status in Alma. Select from one of the values in the drop-down list. The following options are available:
    • NEW – The order has been created, but has not been sent to the vendor. 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 – The order is cancelled.

    PO Line Type Tab

    This tab is mandatory if you are migrating orders. Include a line for ALMAME_VAL_NOT_FOUND since this field is mandatory in Alma.
    SUBSCRIPTION_TYPE: Value of the subscription type field in Talis, found in the SUBSCRIPTION_TYPE field in your order extract.
    Subscription Type Description: A description of the SUBSCRIPTION_TYPE field, for information only. This field is not used in the mapping to Alma.
    poLineType: The Alma line type value. Select one of the following line types from the drop-down list:
    • 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 the ‘Line Types and electronic orders’ section below.
    • OTHER_SERVICES_CO: Other Services Subscription.  This should only be applied to orders without inventory. For electronic resources, see the ‘Line Types and electronic orders’ section below.
    Further Information: Use this tab to define the line type of the migrated order. The PO may move through Alma workflows differently according to what type of item is on order. For example, a monographic order is opened, sent to the vendor, received, invoiced, and closed. However, a serial order may be received and invoiced many times and may remain open indefinitely. Alma does have other PO Line types but they are not available for use in migration.
    Line Types and Electronic Orders
    The above line types are all descriptions based on a print order. All orders are stored in Talis 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 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. See the section on Physical to Electronic Processing below for more information on the overall P2E process.

    PO Acq Method Tab

    Use this tab to determine the Acquisition Method of an order in Alma. The acquisition method is an indication of how the order is acquired.
    ORDER_TYPE_ID: The value of the ORDER_TYPE_ID field in Talis, found in your order extract.
    ORDER_TYPE_ID description: A description of the Order Type in Talis, for information purposes only. This field is not used in the mapping to Alma.
    poLineAcqMethod: The Acquisition method in Alma. AcqMethod is mandatory in Alma. If not found, then use PURCHASE. Select one of the following values from the drop-down list:
    • 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
    Comment: Add any comments about ORDR_TYPE for use while filling out this form. This field is not used by the migration programs.
    Further Information: The PO Acq Method is mandatory in Alma, so the ALMAME_VALUE_NOT_FOUND line is required to catch any values that may not have been found in the map.

    PO Reporting Code Tab

    Use this tab if you wish to map values from the Talis FORMAT field to the Alma Reporting Code field. This tab is not required.
    When an encumbrance transaction is created in Alma, the acquisitions staff can classify the transaction with a reporting code. Later, reports can be used to retrieve transactions with the same reporting code. Reporting codes are often (but not always) used to classify a purchase as serial, monograph, or electronic, for state or nation-wide reporting purposes.
    Talis Format: The value of the Talis order format, found in the FORMAT field in the order extract.
    Format Description: A description of the FORMAT field, for information only. This field is not used in the mapping.
    Alma Reporting Code: The desired code value for the reporting code in Alma. You may choose to collapse FORMAT values if desired.
    Alma Reporting Code Description: The name for the reporting codes in Alma. This field is used to create a code table that is loaded into Alma. This value can be easily changed after migration.

    Further Explanation – Acquisitions

    PO Entry Point

    The entry point value is used to determine where PO falls in the workflow in Alma. Possible values for poEntryPoint are: NEW, SENT, WAITING_FOR_INVOICE, CLOSED, and CANCELLED.
    The migration from Alma uses the following map from ORDER_STATUS to determine the PO entry point:
    ACT = SENT
    PEND = NEW
    PART = SENT

    "In Review"

    The migration programs fill out the following elements based on incoming data: 

    • PO Line type
    • PO Entry Point
    • PO Invoice Status
    • Send date
    • Expected receiving interval/date 

    Alma can have a further status of 'In Review'.   Migration does not set the 'In Review' status, but rather the 'In Review' status is set by a series of rules using the elements above and possibly other elements.   The initial set of rules used to determine these further statuses is not controlled by the customer; it is controlled by Alma Development. Customers are often frustrated by the statuses set for NEW orders: 

    • when NEW and OT (one time), the status is set to 'In Review'
    • when NEW and CO or SO (continuous), the status is set to 'Waiting for Renewal'

    You can find out more about the PO Review Rules, and how to turn rules on or off, by consulting the page Configuring Purchasing Review Rules.  

    Transactions of Amount 0.00

    Talis Alto allows for transactions to be of value 0.00 for all purchase orders (encumbrances). In Alma, encumbrances or open orders of amount 0.00 are changed to 1.00.  The following types of orders (Acq method) can be open with amount 0 on the order, but with with no transaction/link to fund: GIFT, DEPOSITORY, EXCHANGE, TECHNICAL, and orders with the 'no charge' flag set to Y.

    Electronic Identification (P2E)

    Provide a list of Talis Bibliographic system numbers that represent electronic resources and an indication if these electronic resources are portfolios, packages, or database resources. The list should be a comma separated text file containing lines that represent each e-resource. Structure each line as follows: <bibnumber>,<resource type
    For example:
    000000001,Portfolio
    000000002,DB
    000000003,Package
    The words portfolio, package, and db are not case sensitive; therefore, both portfolio and Portfolio are acceptable.
    This section describes the process of correctly categorizing resources as electronic in Alma. In Talis, 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), 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 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 Talis Alto (Capita) Migration Form.

    PO Line Type Tab

    Line Types and Electronic Orders
    The PO line types are all descriptions based on a print order. All orders are stored in Talis 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, then it is changed to the corresponding electronic standing order line type by the P2E process.

    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/blog/Performing-the-Alma-scan-in-API-on-a-file-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.
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