Alma Local Backup

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Introduction

What is the Alma Local Backup service?

Alma Local Backup is a new premium service that provides your institution with a copy of your core Alma production data, enabling you to load this data into one of your institution’s local, on-premises Oracle databases. The data included in the Alma Local Backup represents the key data elements managed in Alma. The local backup data is provided securely by Ex Libris on a secure FTP location provided by your institution.

When a subscription for the Alma Local Backup service is purchased:

Up to once a calendar quarter following go-live with Alma, the customer may request (using the Ex Libris customer support portal) to receive a copy of the institution's local backup data.
Within thirty (30) days of receiving such a request, Ex Libris will create a copy of the backup data and transfer the backup data to the customer.
The transfer will be made by secure FTP to a storage location designated by the customer (the customer will need to provide the secure FTP connection details). For data privacy protection, the FTP location should be located in the same country as the customer's principal site.
To avoid doubt, Ex Libris shall have no responsibility for any issues regarding the privacy, loss, or corruption of the copy of the backup data (i) after it has been successfully transferred to the designated storage location or (ii) if, contrary to the stipulation above, the storage location is not in the same country as the customer's principal site.
The customer is responsible for meeting the technical prerequisites of the Alma Local Backup service set forth in this documentation.

Why is Ex Libris offering this premium service?

We are offering this premium service in response to requests from customers over the past few years. While there may be a number of different reasons for this request, the main reason voiced by customers is to have an "insurance policy" as they move to a cloud-based SaaS system.

The Alma Local Backup service is not…

Customers are free to use the data from the Alma Local Backup for different purposes, but as the refresh frequency is up to once a quarter, the Alma Local Backup service is not intended to replace any of Alma’s data export/publishing capabilities. Customers who need to export/publish data to different external systems (national catalogs, resource sharing systems, institutional data warehouses, and so forth) should continue to use the wide variety of export and publishing capabilities that are an integral part of Alma (such as export tools in functional areas, batch publishing/export, Analytics export, and data retrieval using APIs).

Is this an annual subscription, or does the customer need to commit to a number of years?

Similar to the premium sandbox service, the Alma Local Backup service requires an annual subscription. Customers are not required to commit to multiple years of subscription.

Why is this a premium service and not a standard part of each customer's subscription?

As part of the service, our Cloud Operations group must perform an export of a "single tenant's" data from our multi-tenant environment (our backups are "multi-tenant" by nature). This complex process is labor-intensive and creates additional cloud operational costs. As such, it can be provided only as a premium service.

How will customers get a copy of their data?

The local backup data file will be provided securely by Ex Libris at an SFTP drop-point, using credentials provided by the institution.

What is required from the customer in order to use the local backup copy?

The customer must have a local SFTP location (Ex Libris will upload the backup file to this location) and a local/on-premises Oracle database (Enterprise edition, release 19c) so that they can locally load/restore the backup file to the local Oracle database.

What data is included in the Alma Local Backup, and in what format?

The data included in the Alma Local Backup includes all of the institution’s core data and represents the key data elements managed in Alma. Certain data related to transient events and caches, configuration, and encrypted personal data elements are not included in the Alma Local Backup. The data is provided as an Oracle database "dump file" (.dmp file) which is commonly used for data export from Oracle databases. The table below represents a high-level list of the data elements. More detailed information can be found below in the Alma Table/Field Definitions section below.

Area	Data Elements
Resource Management	Bibliographic and inventory: physical, electronic and digital (holdings, items, e-collections, portfolios, digital representations, and file metadata; note that digital files are served from and backed up on, Amazon Web Services)
Acquisitions and ERM	Funds, vendors, orders, invoices, licenses
Fulfillment	Loans, requests and user fines/fees, resource sharing partners, courses and reading lists
General and Usage	Loan and request history, acquisitions history, counter e-usage data, libraries, locations

Preparatory Steps

Perform the following preparatory steps on your local on-premises Oracle database before you load the backup files Ex Libris provides. After your Oracle database is ready and configured, use Oracle’s data pump import commands to load your institution’s local backup data. The instructions for the setup and import of the local backup data, as well as an overview of the data elements included, are provided by Ex Libris.

Prepare a Linux server that will meet the Oracle 19c system requirements, with enough disk storage for running a considerably large database:
- OS level – Linux x64-86 platform, version 7 or 8.
  RHEL9 only supports Oracle Database 19.19 or higher, and ExLibris has not certified Alma Database on RHEL9
- Filesystem disk space
- Memory resource (CPU cores and RAM)
- Please consult with ExLibris CPG for your system requirements
Install Oracle Software and Create Database
- The required database is version 19c, Enterprise edition.
- The database character set and national character set are both in UTF8.
- Tune the DB parameters properly based on the DB size to be imported - check with Exlibris CPG/DBA as needed.

Oracle Standard Edition is not supported as it lacks the features to support the running of the Alma database.

Create the USERS tablespace which will hold imported data

create tablespace USERS

datafile '/exlibris/oradata/alma/data/users_ts_01.dbf' size 10G autoextend on next 100M maxsize unlimited;

Create oracle EXL_ADMIN schema user with proper roles and rights

CREATE USER EXL_ADMIN IDENTIFIED by EXL_ADMIN

DEFAULT TABLESPACE USERS

TEMPORARY TABLESPACE TEMP

ACCOUNT UNLOCK;

ALTER USER EXL_ADMIN DEFAULT ROLE ALL;

ALTER USER EXL_ADMIN QUOTA UNLIMITED ON USERS;

ALTER USER EXL_ADMIN QUOTA UNLIMITED ON SYSTEM;

GRANT CONNECT, RESOURCE, DBA TO EXL_ADMIN;

GRANT DATAPUMP_EXP_FULL_DATABASE TO EXL_ADMIN;

GRANT DATAPUMP_IMP_FULL_DATABASE TO EXL_ADMIN;

Create a mount point or a physical directory named /import_alma_backup on your filesystem where import data files will be placed. For example, /exlibris/import_alma_backup.

mkdir -p /exlibris/import_alma_backup

chown -R oracle:dba /exlibris/import_alma_backup

Create an oracle directory named EXP_DIR which points to the above physical directory

sqlplus / as sysdba

create or replace directory EXP_DIR as '/exlibris/import_alma_backup';

grant read, write on directory EXP_DIR to EXL_ADMIN;

This directory name is defined as EXP_DIR and will be used in the import parfile. EXL_ADMIN user is granted read/write rights on this directory for export/import.

Review and tune database redo log sizes for the Alma database

sqlplus / as sysdba

set pause off

col member format a45

set linesize 150

col MB format 9999999999

col status format a10

col blocksize format 999999999

col group# format 999999

col thread# format 9999999

col sequence# format 9999999

col members format 999999

select a.group#, a.member, b.bytes/1024/1024 MB, b.blocksize, b.status

from v$logfile a, v$log b

where a.group# = b.group#;

Ex Libris will deliver a set of useful scripts for local customers when delivering exported datapump files. Please unzip the scripts package and find all scripts in the scripts folder.

Alma database needs to have 5 groups of redo logs, each 512M at minimum
Run the above query to check for redo log files and size, Or run scripts/check_logfile.sql.

For example:
sqlplus / as sysdba
@check_logfile.sql

Read scripts/README.logfile for how to tune redo log files, step-by-step.
If you are unsure about how to tune redo logs, please contact ExLibris DBA.

Review and resize database tablespaces
- Alma database requires considerable tablespace size to run
- To check overall tablespace health, please run scripts/check_tbs.sql
  For example:
  sqlplus / as sysdba
  @check_tbs.sql
- To check SYSTEM, SYSAUX, UNDO tablespaces, please run scripts/check_tbs_dbf.sql
  For example:
  sqlplus / as sysdba
  @check_tbs_dbf.sql SYSTEM
  @check_tbs_dbf.sql SYSAUX
  @check_tbs_dbf.sql UNDOTBS1
- To check TEMP tablespace, please run scripts/check_tbs_TEMP.sql
  For example:
  sqlplus / as sysdba
  @check_tbs_TEMP.sql
  Please read scripts/README.tablespace on how to handle SYSTEM, SYSAUX, UNDO, TEMP tablespaces, step-by-step.
Prepare the USERS tablespace for data import
- ExLibris DBA will provide customer with an estimated tablespace sizing info for the USERS tablespace together with the exported data
- USERS tablespace must be at least 20% larger than required minimum tablespace size
- USERS tablespace can be resized by adding new datafiles
- To check USERS tablespace, run scripts/check_tbs_USERS.sql
  For example:
  sqlplus / as sysdba
  @check_tbs_USERS.sql
- To create or resize USERS tablespace, please reference scripts/create_tbs_USERS.sql. The syntax is included in the commented-out section.
- Also reference scripts/README.tablespace for guidance
Ensure that you have a secure FTP location and credentials at your institution that:
- Is open to the Ex Libris Alma environment in your region. For details on the IPs in your region, refer to Technical Requirements for Alma and Discovery Implementation.
- Has enough space to temporarily hold the transfer of the Alma Local Backup.
Ensure that there is enough disk space to handle the transfer and load of your local backup. Local backup files are provided in a 90% compressed gz files and are expected to be 70G/M bibliographic records on your institution's secure FTP location after they are downloaded to /import_alma_backup.

Some large databases may require far larger disk space on filesystem and database. You shall receive a sizing estimate from ExLibris team.
- Untar the local backup files: ~70G/M bibliographic records on /import_alma_backup
- Load the local backup files to your database: ~70G/M bib records
- Total: ~150G disk/M bib records required for download/import process per Alma institution. Half of the needed storage can be temporarily allocated on the secure FTP and on /import_alma_backup and removed after successfully importing to your local on-premises Oracle database.

As noted previously, when you are ready to request a local backup (up to once/quarter, when purchased), contact Ex Libris using the CRM system, indicating your institution’s name, Alma domain, and your secure FTP access credentials. Allow up to 30 days for provision of local backup data.

Import Local Backup Data

Perform the following steps to import local backup data:

After you receive the Ex Libris notification that the local backup has been completed, download your institution’s local backup files as prepared by ExLibris CPG or DBA, to the /import_alma_backup directory:
- Download alma_localbackup_customer.zip that contains scripts
- Download local_backup_*.tar.gz
  For Oracle Standard Edition users, please download final_local_backup_*.tar.gz
Unzip the downloaded scripts package using the unzip command: unzip alma_localbackup_customer.zip

This will create a scripts folder which contains all supplied scripts and parfile for import
Untar the downloaded gzip files that contain data using this command: cat *local_backup_*.gz* | tar xzvf -

This will create a folder called :CUSTID_INSTID", with all data dump files for a particular CustomerID/InstitutionID.
Move all data dump files from CustID_InstID folder to the /import_alma_backup directory. For example:
mv 3975_3978/* /exlibris/import_alma_backup/.

Review and edit parfile in the scripts folder, and ensure that customerID and institutionID are exactly matching with those data dump files:

View scripts/script_par*
Note: For Oracle Standard Edition Users, please view scripts/final_script_par.

This parfile will be prepared/delivered by Ex Libris CPG or DBA together with data dump files. It does not require any change, except ensuring that dumpfiles are matching.

Sample content of final_script_par.3975_3978:

dumpfile=final_local_backup_3975_3978_%U.dmp

LOGFILE=import_3975_3978.log

REMAP_SCHEMA=LOCAL_URM:EXL_ADMIN

REMAP_TABLESPACE=LOCAL_URM_TS:USERS

Review and update customer_local_backup.conf as needed.
- cd scripts and vi customer_local_backup.conf
- Update EMAIL_RECIPENT with your email address
- Verify that CUSTID_INSTID are matching
- Make sure that SCHEMA_OWNER=EXL_ADMIN
- Make sure that SCHEMA_PASSWD=EXL_ADMIN. or update as needed
- Make sure that PARFILE_LOC=/exlibris/import_alma_backup, or update as needed
- Set the permission to 750 on the script: chmod 750 RUN_IMPORT.sh
Run the RUN_IMPORT.sh script in screen and bash mode, as this process might be time consuming, depending on the dump file size:
- screen -R oraImport
- bash –login
- ./RUN_IMPORT.sh
  - If you catch 4 errors in the beginning regarding EXL_ADMIN user rights, they can be ignored. This is because the EXL_ADMIN in the source database has more rights than in the targeted database. See Sample Output of import.log below.
  - Depending on data size, the import process can run from 30 minutes to 15 hours.
  - When the process finishes, you can exit from screen by typing “exit”. If you lose screen session or connection lost, you can re-attach to the screen session by checking “screen -list” and then “screen -dr <screen_session_name>”.
  - You can run scripts/check_longop.sql to monitor the import process and see the progress percentage.
    For example:
    sqlplus / as sysdba
    @check_longop.sql
- Use scripts/check_tbs.sql to monitor the USERS tablespace usage while the import process is running. Should the USERS tablespace get over 85% full, please add new datafiles to the USERS tablespace.
Post-Import checking:
- Run POST_IMPORT.sh bash script
  This script will be included in the scripts folder delivered to the customer and will perform all needed work after import:
  - Verify total of tables imported
  - Rename table
  - Disable security group policy
  - Check and recompile invalid constraints
  - Check and recompile invalid indexes
  - Check and ensure no partitions
  - Check for any invalid objects
  - Email check results

If you are a consortium and have more than one institution in your Alma local backup environment, repeat steps 1 and 2 for each Alma institution.
Please consider creating different schema user and/or tablespace for each subsequent unique Alma institution. For example, USERS2 tablespace with EXL_ADMIN_2, USERS3 tablespace and EXL_ADMIN_3 user.
If you have questions, please reach out to ExLibris for consultation.

Your local backup of your Alma institution’s database is now ready for use. For more information on the Alma table data in your Alma local backup database, see Alma Table/Field Definitions (High-Level).

Sample Output of Import.log

Import done in AL32UTF8 character set and UTF8 NCHAR character set

export done in UTF8 character set and UTF8 NCHAR character set

Starting "EXL_ADMIN"."SYS_IMPORT_FULL_01": EXL_ADMIN/******** directory=EXP_DIR parfile=/data/databases/Alma53/import_alma_backup/instmig/scripts/final_script_par.3975_3978

Processing object type SCHEMA_EXPORT/USER

ORA-39083: Object type USER:"EXL_ADMIN" failed to create with error:

ORA-02380: profile EXL_PROFILE does not exist

Failing sql is:

CREATE USER "EXL_ADMIN" IDENTIFIED BY VALUES 'S:93E742BC38EED452BF8CB13A367BFD93E2CFC07D3A17146D1089EBC2E6A4;T:E38F39F5AFA93171D8B499855A7583E1E090B7DF23673AA390D31E4D8B3F02E76F915134FB6A2EA3AAA4874449BE72959C17985661071BFE313F8839DB6474CCEB52D03C6F7CFCAC84FFD9E0FE62BE12;3AB126F23340770F' DEFAULT TABLESPACE "USERS" TEMPORARY TABLESPACE "TEMP" PROFILE "EXL_PROFILE"

Processing object type SCHEMA_EXPORT/SYSTEM_GRANT

Processing object type SCHEMA_EXPORT/ROLE_GRANT

ORA-39083: Object type ROLE_GRANT failed to create with error:

ORA-01919: role 'EXL_SCHEMA' does not exist

Failing sql is:

GRANT "EXL_SCHEMA" TO "EXL_ADMIN"

ORA-39083: Object type ROLE_GRANT failed to create with error:

ORA-01919: role 'URM_SCHEMA' does not exist

Failing sql is:

GRANT "URM_SCHEMA" TO "EXL_ADMIN"

ORA-39083: Object type ROLE_GRANT failed to create with error:

ORA-01919: role 'PLUSTRACE' does not exist

Failing sql is:

GRANT "PLUSTRACE" TO "EXL_ADMIN"

...

Processing object type SCHEMA_EXPORT/TABLE/INDEX/INDEX

Processing object type SCHEMA_EXPORT/TABLE/CONSTRAINT/CONSTRAINT

Processing object type SCHEMA_EXPORT/TABLE/STATISTICS/TABLE_STATISTICS

Job "EXL_ADMIN"."SYS_IMPORT_FULL_01" completed with 4 error(s) at Fri Oct 9 02:10:05 2020 elapsed 0 00:03:55

Alma Table/Field Definitions (High-Level)

The majority of data elements in the Alma exit data include the following base set of 12 fields which give each table entry its relevant primary unique internal ID, ownership and editor history (for example, which user modified the record and when). All data provided is specific to the single institution exiting, even if the institution is part of a consortium.

Field	Description
ID	Primary Key
APPLICATION	Internal use
CREATOR	User Name of the record Creator
MODIFIED_BY	User Name the record was Modified By
MODIFIED_BY_JOB	The Job ID for records batch updated by a job
CREATE_DATE	Date Created (UTC)
MODIFICATION_DATE	Date Modified (UTC)
MODIFICATION_HISTORY	Internal session tracking of record modifications
CUSTOMERID	ORGANIZATION_UNIT.ID
INSTITUTIONID	ORGANIZATION_UNIT.ID
LIBRARYID	ORGANIZATION_UNIT.ID
LIBRARYUNITID	Not In Use

Certain data related to transient events and caches, configuration, and encrypted personal data elements are not included in the Alma local backup as they can be exported securely from Alma using standard export or analytics routines.

General
Field	Description
ORGANIZATION_UNIT	This table manages institution and library definitions. Key Fields with Set Enumeration: STATUS ACTIVE, DELETED ORG_TYPE CUSTOMER, INSTITUTION, LIBRARY Primary Associated Table/s: All other tables reference ORGANIZATION_UNIT. ORGANIZATION_ID via their CUSTOMERID, INSTITUTIONID and LIBRARYID.
ATTACHMENT	All binary attachments of all areas of the system are stored here. Key Fields with Set Enumeration: ATTACHED_TO_TYPE - the data area type of each attachment – e.g. com.exlibris.repository.model.HLicense = License com.exlibris.core.infra.model.HFrUser = User Primary Associated Table/s: ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_TYPE (e.g. LICENSE.ID, HFRUSER.ID, PO_LINE.ID, etc.)
NOTE	All area’s notes (except inventory notes stored in HDEMETADATA.VALUE and user notes stored in USER_NOTES). Key Fields with Set Enumeration: ATTACHED_TO_ENTITY_TYPE- the data area type of notes – e.g. com.exlibris.urm.acquisition.model.po.POLine = PO line Primary Associated Table/s: ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g. PO_LINE.ID, LICENSE.ID, etc.)

Acquisitions and ERM
Table	Description
CONVERSATION	Conversation chains opened per vendor typically based on a POL claim are managed here. Primary Associated Table/s: ENTITY_ID = VENDOR.ID RELATED_ENTITY_ID = PO_LINE.ID Key Fields with Set Enumeration: RELATED_ENTITY_TYPE com.exlibris.urm.acquisition.model.po.POLine
CONVERSATION_MESSAGE	Each message of each conversation chain with a vendor triggered by a POL claim is managed here. Primary Associated Table/s: CONVERSATION_ID = CONVERSATION.ID
FUND_LEDGER	All ledgers, summary funds and allocated funds are defined here for all Fiscal years. Key Fields with Set Enumeration: STATUS DRAFT, ACTIVE, INACTIVE ENTITY_TYPE LEDGER, SUMMARY, ALLOCATED Primary Associated Table/s: POLICY_ID = FUND_POLICY.ID
FUND_LEDGER_SERVED_UNITS	Each ledger, summary fund and allocated fund’s available organization levels served (e.g. which libraries within the institution may expend and encumber the fund) are managed here. When any library is allowed to use the fund in the institution, the SERVED_UNIT_ID = INSTITUTIONID and the INCLUDE_SUB_UNIT = 1 – meaning all of the institution’s libraries may use the fund. Key Fields with Set Enumeration: INCLUDE_SUB_UNIT 0/1 Primary Associated Table/s: SERVED_UNIT_ID = ORGANIZATION_UNIT.ID FUND_ID = FUND_LEDGER.ID
FUND_POLICY	Specific rules or behaviors defined for any given fund. For instance, overencmbrance % or overexpenditure allowance. Typically policies are shared and defined at the ledger level.
FUND_TRANSACTION	All fund transactions associated with allocated funds and their related orders or invoices, where relevant, are defined here. Key Fields with Set Enumeration: TRANSACTION_ITEM_TYPE ALLOCATION, ENCUMBRANCE, DISENCUMBRANCE, EXPENDITURE, TRANSFER Primary Associated Table/s: FUND_ID = FUND_LEDGER.ID PO_LINE_ID = PO_LINE.ID INVOICE_LINE_ID = INVOICE_LINE.ID
FUND_TRANSACTION_HISTORY	Like FUND_TRANSACTION, but contains past historical fund transactions.
INVOICE	All invoices are managed here. Key Fields with Set Enumeration: PAYMENT_METHOD CREDITCARD, ACCOUNTINGDEPARTMENT STATUS ACTIVE, CLOSED TASK_NAME Ready to be Paid, InApproval, InReview, Waiting to be Sent, CLOSED PAYMENT_STATUS NOT_PAID, PAID APPROVAL_STATUS CREDITCARD, ACCOUNTINGDEPARTMENT Primary Associated Table/s: VENDOR_ID= VENDOR.ID VENDOR_ACCOUNT_ID= VENDOR_ACCOUNT.ID
INVOICE_EXPLICIT_RATE	Holds any explicit rate invoice currency details – where a specific currency rate defined should override the actual date’s rate of exchange. Primary Associated Table/s: INVOICE_ID=INVOICE.ID
INVOICE_LINE	All invoices’ lines are managed here. Key Fields with Set Enumeration: INVOICE_LINE_TYPE REGULAR, DISCOUNT, ADJUSTMENT, SHIPMENT, OVERHEAD, INSURANCE Primary Associated Table/s: INVOICE_ID=INVOICE.ID
LICENSE	Holds all core license information other than license terms. Key Fields with Set Enumeration: REVIEW_STATUS INREVIEW, PENDING, ACCEPTED TYPE ADDENDUM, LICENSE STATUS DELETED, DRAFT, ACTIVE, EXPIRED, RETIRED LICENSE_STORAGE_LOCATION Code table LicenseStorageLocation Primary Associated Table/s: LICENSOR_ID=VENDOR.ID
LICENSE_HISTORY	Same as License, but stores historical information about past license changes and updates.
LICENSE_INVENTORY	Indicates which e-inventory records are associated with which license. Primary Associated Table/s: LICENSE_ID=LICENSE.ID PACKAGE_ID=HDEMETADATA.ID
LICENSE_NEGOTIATION	For Network Zones only. Used to negotiate license terms for member institutions. Primary Associated Table/s: LICENSE_ID.LICENSE.ID MEMBER_CODE=ORGANIZATION_UNIT.CODE MEMBER_NAME=ORGANIZATION_UNIT.NAME
LICENSE_NEGOTIATION_HISTORY	Same as License Negotiation, but historical negotiations and activity are stored here.
LICENSE_TERM	Stores all the license terms of each license. Key Fields with Set Enumeration: LICENSE_TERM_CODE and LICENSE_TERM_VALUE are determined by DLF-ERMI standard values. Primary Associated Table/s: LICENCE_ID=LICENSE.ID
LICENSE_TERM_HISTORY	Same as License term, but stores historical license terms and activity previously stored on licenses.
PDA	Patron Driven Acquisition vendor profile information managed here. Key Fields with Set Enumeration: STATUS ACTIVE, CANCELLED, DRAFT, PAUSED Primary Associated Table/s: REPOSITORY_PROFILE_ID=MD import repository-level profile id ORDER_PROFILE_ID=MD import order-level profile id VENDOR_ID=VENDOR.ID LICENSE_ID=LICENSE.ID
PO	Stores and manages all purchase orders. Key Fields with Set Enumeration: STATUS ACTIVE, CLOSED, CANCELLED TASK_NAME NEW, INREVIEW, WAITING_FOR_SENDING_APPROVAL, WAITING_FOR_READY_LINES, INAPPROVAL,SENT Primary Associated Table/s: VENDOR_ID=VENDOR.ID VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID
PO_LINE	Stores and manages all PO lines. Key Fields with Set Enumeration: PO_LINE_TYPE All Physical, Electronic and Services POL types both continuous, one-time and standing. STATUS ACTIVE, CLOSED, CANCELLED TASK_NAME TRIAL, INREVIEW, WAITING_FOR_MANUAL_RENEWAL, RENEWAL_TRIAL, WAITING_FOR_INVOICE, AUTO_PACKAGING, MANUAL_PACKAGING, SENT, READY, CYCLIC_RENEWAL, TASK_NAME, DEFERRED CLAIMED 0/1 MANUAL_RENEWAL 0/1 INVOICE_STATUS PARTIALLY_INVOICED, FULLY_INVOICED, NO_INVOICE RECEIVING_STATUS 0/1 REVIEW_STATUS NEED_REVIEW, NO_REVIEW, UNCHECKED_REVIEW ACQUISITION_METHOD TECHNICAL, DEPOSITORY, EXCHANGE, APPROVAL, PURCHASE, VENDOR_SYSTEM, GIFT, OTHER, LEGAL_DEPOSIT INVENTORY_MATERIAL_TYPE Any value in Physical or Electronic material type. Only used to initially populate the material type of the inventory the POL creates Primary Associated Table/s: PO_ID=PO.ID VENDOR_ID=VENDOR.ID VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.IDPDA_ID=PDA.ID LICENSE_ID=LICENSE.ID (Only used for populating LICENSE_INVENTORY when initially creating PO_LINE)
PO_LINE_HISTORY	Like PO_LINE, but historical changes to PO_LINES are stored here.
POLINE_STAKE_HOLDERS	Indicates all interested users for each PO line and their preference for being notified once the material is received/activated. Primary Associated Table/s: USER_ID=HFRUSER.ID PO_LINE_ID=PO_LINE.ID
TRIAL	Manages the PO line trials for specific e-inventory. Key Fields with Set Enumeration: STATUS ACTIVE, DRAFT, ANALYSIS, SENT, CLOSED TRIAL_STATUS RECOMMENDED, NOT_RECOMMENDED, NO_DESICION, RECOMMENDED_RESERVATION Primary Associated Table/s: ACQ_ITEM_ID=PO_LINE.ID
TRIAL_PARTICIPANT	Indicates which users are participating in each trial. Primary Associated Table/s: USER_ID=HFRUSER.ID TRIAL_ID=TRIAL.ID
TRIAL_QUESTION	Indicates the staff-determined questions used by each trial participant for each trial. Primary Associated Table/s: TRIAL_ID=TRIAL.ID
FEEDBACK	Trial feedback for each trial question from each trial participant. Primary Associated Table/s: TRIAL_ID=TRIAL.ID TRIAL_PARTICIPANT_ID=HFRUSER.ID TRIAL_QUESTION_ID=TRIAL_QUESTION.ID
SURVEY_FORM	Surveys created for running evaluations and trials in Alma. Contains a form name and code based on the survey created by staff.
SURVEY_QUESTION	The questions and order of questions included in each survey. Primary Associated Table/s: SURVEY_ID= SURVEY_FORM.ID
USAGE_DATA_LOCAL	Electronic usage / Counter data is harvested here and used by Analytics e-usage and e-usage/cost reports.
VENDOR	Core vendor data information. Key Fields with Set Enumeration: STATUS 1=Active, 0=Inactive, 2=Deleted Primary Associated Table/s: USERID=HFRUSER.ID (Every vendor has a non-viewable user record in order to allow association of contact info with the vendor)
VENDOR_ACCOUNT	Core vendor account data information Key Fields with Set Enumeration: STATUS 1=Active, 0=Inactive, 2=Deleted Primary Associated Table/s: VENDOR_ID=VENDOR.ID
VENDOR_ACCOUNT_PAY_METHODS	Includes all the payment methods supported by each specific vendor account. This ties together with invoicing preferences when invoicing on a specific vendor and vendor account. Key Fields with Set Enumeration: PAYMENT_METHOD_STR ACCOUNTINGDEPARTMENT, ATTACHMENT, INVOICE, CASH, BANKTRANSFERS, DEPOSITACCOUNT, PREPAYMENT, CREDITCARD Primary Associated Table/s: VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID
VENDOR_ACCOUNT_SERVED_UNITS	Each vendor or vendor account’s available organization levels served (which libraries may manage/own a PO/PO line) are managed here. When any library is allowed in the institution, the SERVED_UNIT_ID = INSTITUTIONID and the INCLUDE_SUB_UNIT = 1 – meaning all of the institution’s libraries may use the vendor/vendor account. Key Fields with Set Enumeration: INCLUDE_SUB_UNIT 0/1 Primary Associated Table/s: SERVED_UNIT_ID = ORGANIZATION_UNIT.ID VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID VENDOR_ID=VENDOR.ID
VENDOR_AND_ACCOUNT_PERSON	Contact users who associate with vendor/vendor account records. Primary Associated Table/s: VENDOR_ACCOUNT_ID= VENDOR_ACCOUNT.ID VENDOR_ID= VENDOR.ID USER_ID=HFRUSER.ID (contact user associated with vendor/account)
VENDOR_INTERFACE	Vendor electronic interface records associated with vendors. Key Fields with Set Enumeration: Various fields based on fixed values for interface field definition consistent with UI options. Primary Associated Table/s: VENDOR_ID=VENDOR.ID
VENDOR_SUSHI_ACCOUNT	A vendor’s specific SUSHI accounts used for Counter data loading connection details.

Resource Management
Field	Description
MMS_RECORD	All Bib, Holding and local Authority metadata is managed here – the core metadata is managed in the VALUE field as standard metadata xml (MARC, UNIMARC, KORMARC, Dublin Core). Management fields, such as suppressed records, are stored as table fields. Key Fields with Set Enumeration: OBJECTTYPE BIB_MMS, HOLDING, AUTHORITY_MMS REGISTRY_ID 3 = Marc21, 8=Unimarc, 7=Kormarc, 9=CnMarc LIFE_CYCLE 0=Active, 3=Deleted TAG_SUPPRESSED TAG_SYNC_EXTERNAL_CATALOG TAG_BRIEF TAG_SYNC_NATIONAL_CATALOG 0, 1 CATALOGER_LEVEL 00-99 Primary Associated Table/s: LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ for network zone members)
MMS_RECORD_VERSION	Same as MMS_RECORD but stores all history of metadata updates.
HDEMETADATA	All inventory (P, E and D) and levels are managed here – the primary metadata for non-MARC/UNIMARC/KORMARC based metadata used by everything other than Holdings is managed in the VALUE field as xml. VALUE stores all inventory attributes such as BARCODE and ENUM/CHRON for items and proxy and linking information for electronic inventory. Holding record primary xml (managed as MARC/UNIMARC/KORMARC) is stored in MMS_RECORD whereby HDEMETADATA.MID=MMS_RECORD.MMS_ID when OBJECTTYPE=’HOLDING’. Key Fields with Set Enumeration: OBJECTTYPE IEP, HOLDING, ITEM IEP is for physical inventory. It aggregates all physical holdings and items for a particular title. PARENT_ID links items to holdings and holdings to IEP. IEE, TPS, PORTFOLIO IEE is for electronic portfolio title inventory. It aggregates all e-portfolios for a particular title in a specific package’s service. PARENT_ID links PORTFOLIO to TPS and TPS to IEE. IEPA, PPS IEPA is for e-packages. PPS associates specific package services for specific e-titles. PPS links to IEPA via PARENT_ID. IED, REPRESENTATION, REMOTE_REPRESENTATION, FILE IED is for digital inventory. It aggregates all digital inventory for a particular title. REPRESENTATIONS have files and are managed by Alma. REMOTE_REPRESENTATIONS do not have files and are linked to an external repository. PARENT_ID links REPRESENTATION and REMOTE_REPRESENTATION to IED and FILES to REPRESENTATION IE_MMS – used when a Bib title has no inventory for Primo publishing purposes. COLLECTION – for collection entity used to aggregate records into groups. LIFECYCLE IN_PERMANENT_REPOSITORY, DELETED PROCESS_TYPE ILL, HOLDSHELF, LOAN, CLAIM_RETURNED_LOAN, LOST_LOAN, TRANSIT, WORK_ORDER_DEPARTMENT, ACQ, TECHNICAL BASE_STATUS (available/not available) 0, 1 – for Physical 10,11 – for Electronic Primary Associated Table/s: MMSID=MMS_RECORD.ID (IE-title level points to BIB, Holdings points to metadata Holding stored in MMS_RECORD) LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ for network zone members) PROCESS_ID (goes with PROCESS_TYPE for physical ITEMs): -HOLDSHELF, TRANSIT, WORK_ORDER_DEPARTMENT, ILL: PROCESS_ID = FUL_REQ_WORKFLOW_ENTITY.ID -LOAN, CLAIM_RETURNED_LOAN, LOST_LOAN PROCESS_ID=ITEM_LOAN.ID -ACQ PROCESS_ID=PO_LINE.ID -TECHNICAL No PROCESS_ID – this is used for migrated not on shelf item statuses PO_LINE_ID=PO_LINE.PO_LINE_REFERENCE
INVENTORY_AF_MANAGEMENT	Electronic inventory which has ‘available for’ group settings (for multi-campus and central network zone e-inventory management) are managed here; indicating which e-inventory records are available for which group. Primary Associated Table/s: PID=HDEMETADATA.MID GROUP_ID=Mapping table InventoryAFManagementGroup Group ID
GROUP_PARAMETERS	Electronic inventory local attributes when ‘available for’ group settings are in use. For instance, group-level local proxy settings or notes. When available for groups are not in use, the local settings are stored in HDEMETADATA.VALUE. Primary Associated Table/s: PID=HDEMETADATA.MID GROUP_ID=Mapping table InventoryAFManagementGroup Group ID
HDESTREAMREF	Local digital management stores digital-related metadata and storage pointers for HDEMETADATA.OBJECTTYPE=FILE here.
COLLECTION_MEMBERS	Contains the individual Bib and inventory records included in a Collection. Primary Associated Table/s: COLLECTION_PID=HDEMETADATA.MID MMS_ID=MMS_RECORD.ID

Fulfillment
Field	Description
FUL_REQ_APPROVAL	Fulfillment requests which require approval such as copyright clearance requests. Key Fields with Set Enumeration: APPROVAL_STATUS Approved, Rejected, WaitingForCC, Primary Associated Table/s: MMS_ID=MMS_ID.ID REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID APPROVER_ID=HFRUSER.ID
FUL_REQ_DESTINATION	Fulfillment requests which are routed to a different library, desk, department or institution. Key Fields with Set Enumeration: DESTINATION_TYPE CIRCULATION_DESK, SERVICE_UNIT, LIBRARY, USER_WORK_ADDRESS, USER_HOME_ADDRESS, OUT_OF_INSTITUTION Primary Associated Table/s: REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID DESTINATION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID (for other Libraries or Institutions) DESTINATION_INST_CODE= ORGANIZATION_UNIT.CODE
FUL_REQ_ITEM	Item-level requests item and priority tracking. Key Fields with Set Enumeration: PRIORITY A numeric value from lowest priority to highest priority Primary Associated Table/s: ITEM_ID=HDEMETADATA.MID REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
FUL_REQ_TOU	Tracks the terms of use applied at the time of specific requests. Primary Associated Table/s: REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID TOU_ID=The Terms of Use defined for the particular request
FUL_REQ_WORKFLOW_ENTITY	The co-primary request tracking table which tracks all requests’ workflow. Key Fields with Set Enumeration: PRIORITY A numeric value from lowest priority to highest priority STATUS – Can be any status defined in various departments and workflows of the institution. STEP_TYPE PICKUP_FROM_SHELF, DEPOSIT, HOLD_SHELF_PROCESSING, WAITING_FOR_REMOTE_STORAGE, DIGITIZATION, WORK_ORDER, COMM_WITH_REMOTE_STORAGE, OUT_OF_LIBRARY, IN_LIBRARY, ON_HOLD_SHELF, STEP_TYPE, DOCUMENT_DELIVERY NEXT_STEP DEPOSIT, OUT_OF_LIBRARY, IN_LIBRARY, ON_HOLD_SHELF DESTINATION_TYPE CIRCULATION_DESK, SERVICE_UNIT, LIBRARY TASK_NAME DocumentDelivery, PlaceOnHoldShelf, PickupFromShelf, DepositItem, WorkOrderDepartment, WaitingForRemoteStorage, TransitItem, DigitizeItem, CommunicatingWithRemoteStorage, HoldShelfProcessing Primary Associated Table/s: ITEM_LOCATION_CODE = LOCATION_CODE ITEM_LOCATION_LIB_ID=ORGANIZATION_UNIT.ORGANIZATION_ID DESTINATION_ID=ORGANIZATION_UNIT.ORGANIZATION_ID DESTINATION_INST_CODE= ORGANIZATION_UNIT.CODE LOCATION = Target LOCATION LOCATION_CODE USER_ID= HFRUSER.ID ASSIGN_TO = HFRUSER.ID
FUL_REQUEST	The co-primary request tracking table which tracks all requests. Key Fields with Set Enumeration: REQUEST_STATUS FAILED, REJECTED, ACTIVE, READY SEARCH_TYPE PHYSICAL_TITLE, PHYSICAL_ITEM, ELECTRONIC_TITLE SEL_INVENTORY_TYPE ITEM, VIRTUAL_HOLDING, HOLDING, IEE Primary Associated Table/s: SEL_MMS_ID= MMS_RECORD.ID SEL_INVENTORY_ID=HDEMETADATA.MID SUP_INSTITUTION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID REQUESTER_ID=HFRUSER.ID MOVE_LIBRARY_ID= ORGANIZATION_UNIT.ORGANIZATION_ID MOVE_LOC_CODE=LOCATION_CODE WORK_FLOW_ID= FUL_REQ_WORKFLOW_ENTITY.ID RECALLED_ITEM_LOAN_PID= HDEMETADATA.MID READING_LIST_CITATION_ID= READING_LIST_CITATION.ID RS_REQUEST_ID= IN_RES_SHR_REQUEST.ID or OUT_RES_SHR_REQUEST.ID
FUL_REQUEST_HISTORY	Same as FUL_REQUEST for older fulfilled requests
IN_RES_SHR_REQUEST	Manages incoming (lending) requests for resource sharing. Key Fields with Set Enumeration: FORMAT DIGITAL, PHYSICAL, PHYSICAL_NON_RETURNABLE LOCATE_STATUS ResourceLocated, NoResourcesLocated CITATION_TYPE BK (Book), CR (Course Reserve) IN_RES_REQUEST_STATUS RETURNED_BY_PARTNER, RECEIVED_BY_PARTNER, SHIPPED_PHYSICALLY, CANCELLED, REJECTED, DELETED, SHIPPED_DIGITALLY, RENEW_REQUESTED, LOCATE_FAILED, BEING_PROCESSED, EXPIRED, WILL_SUPPLY, OVERDUE_ITEM, REQUEST_COMPLETED, REQUEST_CREATED_LEND LEVEL_OF_SERVICE WHEN_CONVINIENT, RUSH_LOCAL, EXPRESS_LOCAL, NORMAL_LOCAL, NORMAL_FULL Primary Associated Table/s: MMS_ID=MMS_RECORD.ID IE_ID=HDEMETADATA.MID ASSIGN_TO=HFRUSER.ID EXTERNAL_PROFILE_ID=RS Profile ID PARTNER_ID= RES_SHR_PARTNER.ID ITEM_BARCODE=Item’s Barcode ITEM_ID=HDEMETADATA.MID
IN_RES_SHR_REQUEST_HISTORY	Same as IN_RES_SHR_REQUEST, but for historical fulfilled incoming (lending) resource sharing requests
ITEM_LOAN	Manages all active loans. Key Fields with Set Enumeration: LOAN_STATUS 0 (Active), 1 (Renewed/Recalled), 2 (Completed) Primary Associated Table/s: ITEM_ID=HDEMETADATA.ID USER_ID=HFRUSER.ID MMS_ID=MMS_RECORD.ID LOAN_CIRC_DESK_ID=Circulation Desk ID
ITEM_LOAN_CHANGE	Manages all activities within each loan such as Renewals and recalls. Key Fields with Set Enumeration: LOAN_STATUS 0 (Active), 2 (Completed) LOAN_STATUS_CHANGE LOAN UNDO_RETURN, WB_CHANGE_BACKWARD, CLAIMED_RETURN, LOST, AUTO_RENEW, OVERDUE_CLAIMED_RETURN, BULK_CHANGE_FORWARD, BULK_CHANGE_BACKWARD, OVERDUE_NOTIFICATION, RECALL, NORMAL, OVERDUE_LOST, WB_CHANGE_FORWARD, RENEW Primary Associated Table/s: ITEM_LOAN_ID=ITEM_LOAN.ID CIRC_DESK_ID=Circulation desk ID
OUT_RES_SHR_REQUEST	Manages outgoing (borrowing) requests for resource sharing. Key Fields with Set Enumeration: FORMAT DIGITAL, PHYSICAL, PHYSICAL_NON_RETURNABLE LOCATE_STATUS ResourceLocated, NoResourcesLocated CITATION_TYPE BK (Book), CR (Course Reserve) Primary Associated Table/s: MMS_ID =MMS_RECORD.ID ITEM_LOAN_ID=ITEM_LOAN.ID REQUESTER_ID=HFRUSER.ID STUB_ITEM_PID=HDEMETADATA.MID FUL_REQUEST_ID= FUL_REQUEST.ID
OUT_RES_SHR_REQUEST_HISTORY	Same as OUT_RES_SHR_REQUEST, but for completed historical outgoing (borrowing) resource sharing requests.
RES_SHR_GENERAL_MESSAGE	Resource sharing messages sent to/from RS partners. Key Fields with Set Enumeration: STATUS DISMISSED, ACTIVE TYPE RECEIVED, SENT Primary Associated Table/s: REQUEST_ID= FUL_REQUEST.ID
RES_SHR_PARTNER	Resource sharing partners are managed here. Key Fields with Set Enumeration: PROFILE_TYPE EMAIL, ART_EMAIL, ISO, NCIP Primary Associated Table/s: LOCATE_PROFILE_ID=Resource sharing locate profile ID config
RES_SHR_PARTNER_RECORD	Specific resource sharing partner request-related details Key Fields with Set Enumeration: OUT_RES_REQUEST_STATUS REQUEST_CREATED_BOR, CANCEL_NOT_ACCEPTED, READY_TO_SEND, REPORT_LOST, CANCELLED_BY_PATRON, REJECTED, LOANED, RECEIVED_DIGITALLY, CANCELLED, CANCEL_REPLY, RETURNED_BY_PATRON, RETURNED_TO_PARTNER, CANCEL_REQUESTED, LOCATE_FAILED, REQUEST_SENT, REQUEST_ACCEPTED, RECEIVED_PHYSICALLY, REQUEST_COMPLETED, RENEWED, RECEIVED_NOT_FOR_LOAN RECORD_STATUS Active, NonActive, Expired, Cancelled, Rejected Primary Associated Table/s: OUT_RES_SHR_REQUEST_ID= OUT_RES_SHR_REQUEST.ID PARTNER_ID= RES_SHR_PARTNER.ID
RES_SHR_PARTNER_REC_PARAM	Specific parameters used by a resource sharing partner record. Primary Associated Table/s: RS_PARTNER_REC_ID= RES_SHR_PARTNER_RECORD.ID

User Management
Field	Description
HFRUSER	This table manages users of the system. The information and user identifying information are not stored here and are not provided in the Alma local backup. This table is provided with an ID and USER_NAME to enable interpretation user-related activity such as loans and requests.
HFRUSERROLES	All users’ roles are managed here. Key Fields with Set Enumeration: ROLE_TYPE Each role in the system has a numeric value. Primary Associated Table/s: USER_ID=HFRUSER.ID
HFRUSERROLESPARAMETERS	Some specific roles have special parameters, for instance circulation desk operators define circulation desks in which their role is relevant. Primary Associated Table/s: USERROLE_ID= HFRUSERROLES.ID
USER_BLOCK	Manages all cases where a user of the system has been blocked from any fulfillment service. Key Fields with Set Enumeration: TYPE A numeric value for each block type Primary Associated Table/s: USER_ID=HFRUSER.ID BLOCK_DEFINITION_ID= A specific block configuration definition for the user’s specific block.
USER_DEMERIT	When demerits are in use, all users’ demerits are managed here. Primary Associated Table/s: LOAN_ID=ITEM_LOAN.ID USER_ID=HFRUSER.ID
USER_FINES_FEES	The sum of the outstanding users fines/fees are managed here. Key Fields with Set Enumeration: FINE_FEE_TYPE = Any of the supported fine fee types in your institution. FINE_FEE_STATUS = ACTIVE, INDISPUTE, CLOSED Primary Associated Table/s: ITEM_ID=HDEMETADATA.MID ITEM_LOAN_ID=ITEM_LOAN.ID USER_ID=HFRUSER.ID
USER_FINE_FEE_TRANSACTION	Each individual fine/fee a user accrues and/or pays partially or fully to reduce is tracked here. Key Fields with Set Enumeration: FINE_FEE_TRANSACTION_TYPE PAYMENT, WAIVE, EXPORTED_AND_PAID, REFUND TRANSACTION_METHOD ONLINE, CASH, DEBIT_CARD, VISA, CREDIT_CARD, CHECK Primary Associated Table/s: FINE_FEE_ID=USER_FINES_FEES.ID
USER_NOTE	Users’ notes are tracked in this specific user note table. Key Fields with Set Enumeration: TYPE Each type is a numeric value USERVIEWABLE 0, 1 Primary Associated Table/s: USER_ID=HFRUSER.ID
USER_PROXY	Some users may have a proxy user defined for them. The link between users and their proxy users is set here. Primary Associated Table/s: PROXY_FOR_ID=HFRUSER.ID USER_ID=HFRUSER.ID
USER_STATISTICS	Users may optionally have statistical categories tagged for use in analytics reports. The user association with those category tags are managed here. Key Fields with Set Enumeration: STATISTICAL_CATEGORY A supported statistical category defined in the institution’s configuration. Primary Associated Table/s: USER_ID=HFRUSER.ID

Course Management
Field	Description
COURSE	All courses are managed here. Key Fields with Set Enumeration: STATUS 0 (Inactive), 1 (Active)
COURSE_INSTRUCTOR	Links between courses and their instructors, defined as users in Alma. Primary Associated Table/s: USER_ID=HFRUSER.ID COURSE_ID=COURSE.ID
COURSE_TERM	Courses with multiple terms are defined here. Primary Associated Table/s: COURSE_ID= COURSE.ID
READING_LIST	Courses typically have reading lists; a grouping of a set of resources to be used in a course. Key Fields with Set Enumeration: READING_LIST_STATUS ReadyForProcessing, BeingProcessed, Inactive, Complete, BeingPrepared STATUS DRAFT, PUBLISHED VISIBILITY OPEN_TO_WORLD, PUBLIC, RESTRICTED Primary Associated Table/s: COURSE_ID=COURSE.ID ASSIGN_TO=HFRUSER.ID
READING_LIST_CITATION	The specific Bibliographic resources grouped in a reading list. Key Fields with Set Enumeration: LOCATE_STATUS MultipleResourcesLocated, ResourceLocated, NoResourcesLocated CITATION_STATUS A status for citations configured in your institution CITATION_TYPE E_BK (E-Book), BK (Book), E_CR (E-course reserve), CR (Course reserve) Primary Associated Table/s: MMS_ID= MMS_RECORD.ID
READING_LIST_COLLECTION	Relevant only for Leganto subscribers, for managing reading lists and their related citations.
READING_LIST_SECTIONS	Relevant only for Leganto subscribers, for managing reading lists and their citations.
READING_LIST_SUGGESTION	Relevant only for Leganto subscribers, for managing reading lists and their citations.
OWNER	Used to set ownership of courses and reading lists. Key Fields with Set Enumeration: ATTACHED_TO_ENTITY_TYPE com.exlibris.urm.fulfillment.model.course.HCourse, com.exlibris.urm.fulfillment.model.course.HReadingList Primary Associated Table/s: ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g. COURSE.ID, READING_LIST.ID) USER_ID=HFRUSER.ID