2020-06-25 Ex Libris Special Meeting: Electronic Data Migration

Date

Jun 25, 2020 10-12

Attendees

  • @Tom Bustos , co-chair

  • @Carlo Medina (Unlicensed) , co-chair

  • @Ramon Barcia

  • @Susan Boone

  • @Greg Ferguson

  • @Lynne E. Grigsby

  • @Robin Gustafson

  • @Jeremy Hobbs

  • @Gillian Keleher

  • @Sarah Lindsey

  • @Caitlin Nelson

  • @Alison Ray (CDL)

  • Lakshmi Arunachalam (UCI backup)

  • @Lena Zentall (Unlicensed) , PM

  • Marci Degnan, Ex Libris Project manager

  • Laurie Welling, Ex Libris, Migration consultant lead

  • Leah Bokar, Ex Libris, Lead of migration consultants

  • Ping Gao, Ex Libris

  • Svetlana Smirnov, Ex Libris

  • Marina Spivakov, Ex Libris, Project sponsor

  • Le Tran, Ex Libris

Guests:

  1. Adekajlo

  2. Adriana Moran

  3. Carla Arbagey

  4. Catherine Busselen

  5. Cathleen Lu

  6. Chris Coad

  7. Cynthia Spadoni

  8. Dave Rez

  9. Eileen Pinto

  10. Ellen Augustiniak

  11. Erika Quintana

  12. Hermine Vermeij

  13. Holly Eggleston

  14. Imad

  15. Jane Rosario

  16. Jared Campbell

  17. Jason Dezember

  18. Jean Dickinson

  19. Jennifer Friedman

  20. Jharina Pascual

  21. Jim Clark

  22. Jim Dooley

  23. Jim L

  24. Judy Keys

  25. Julie Musson

  26. Katie Keyser

  27. Kevin Balster

  28. Kate Garvey-Clasby

  29. Lisa Spagnolo

  30. Lisa wong

  31. Liz Miraglia

  32. Maricel Cruz

  33. Mark Hemhauser

  34. Martha McTear

  35. Melissa Beck

  36. Michael/UCB

  37. Michelle Polchow

  38. Paromita Biswas

  39. Ryan Finnerty

  40. Sarah Sheets

  41. Sharon Shafer

  42. Sherry Lochhaas

  43. Shi Deng

  44. Stacy McKenna

  45. Stacy Nelson

  46. TJ Kao

  47. Xiaoli Li

Not attending

  • @Alison Elizabeth Regan (Unlicensed)

Discussion items

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

Item

Desired Outcome

Time

Who

Notes

Decisions

Actions

1

Electronic Data Migration presentation

Understand

Basecamp notes: https://3.basecamp.com/3765443/buckets/15553579/documents/2768849713

120

ExLibris: Laurie, Marina

P2E

  • Terminology

    • Portfolio = title (ejournal, ebook)

    • Collection = group of portfolios on the same platform

    • Service: set proxy and linking parameters for the portfolios within the collection (inherited by everything within the collection)

  • Manage eresources in your IZ

  • Heads icon indicates a link to the CZ

  • CZ contains knowledgebase; also contains authority records, shared bibs, CDI records

  • P2E converts records representing eresources into electronic records in Alma (and converts the corresponding order from print to electronic)

  • See Laurie’s slides for 3 P2E workflows for when physical items are migrated or not

SFX Migration (Marina)

  • SFX topology is the same as Alma: SFX - local instance linked to Central instance); Alma - Alma IZ linked to Alma NZ.

  • SFX local = Central instance. All data that can be extracted will be extracted from Central instance and loaded to the NZ.

  • UCB will load the default (UCB) institute and the LBL institute

  • Only default institute will be extracted for the other 4 vanguard campuses

  • Existing Alma campuses will not have SFX data migrated.$

  • From Alison, corrections to the slides: LBL is 'Lawrence Berkeley laboratory', not UCB law
. UCLA's sfx instance is sfx_ucla, not sfx_ucls

  • See Slide for SFX to Alma terminology mapping.

  • Alma migration scope:

    • Migration will activate the full text resources currently managed in SFX

      • Target > Collection

      • Target Services > Service

      • Object Portfolio > Portfolios

      • Objects > Bib Records

    • Not in scope: everything else! (abstracts, TOC, multiple proxies per institution, local target parsers, etc.)

  • Data extraction will be done by Ex Libris since our SFX is hosted by ExL.

SCP Data Migration

  • Electronic data migration to NZ will come from 2 sources: CDL SFX instance + SCP data. Substantial duplication between these 2 sources. UC will need to do cleanup in Alma post-migration.

  • Not sure whether SCP data will be migrated from IZ (existing Alma campuses cannot delete ebook data before they switch to Alma consortium environment)

  • SCP data migration goals:

    • minimize duplication, if possible (understand available tools for cleanup)

    • reflect access restrictions in Alma

    • Reflect only the links which will function after SFX is decommissioned, or define cleanup scope

  • SCP data migration open questions (see slide, 5 questions) - these will be posted to Basecamp so Alison and others can respond.

    • What are the matching points between SFX and SCP records. Possible solution: overlay SFX bib records with SCP bib records

    • Do links embedded in SCP records go beyond data managed in SFX?

      • links in SCP records that are not in SFX will not be migrated

    • SCP records contain access restrictions in $$z. Are these free text notes?

      • Provide the list of values to Ex Libris if this is not free text.

    • SCP records contain links to SFX. This will require cleanup.

      • SCP records are currently resolving to SFX. Will the links be changed (PIDs, openurl)?

    • SCP data in source ILSes and live Alma institutions. How to prevent this data from being contributed to NZ?

      • need a plan for excluding this data since it will inevitably get contributed to the NZ.

  • 360/Intota ERM Migration: CDL and UCLA

  • Millennium ERM Migration: use generic ERM migration (UCSD)

    • licenses are mandatory to migrate (via XML file - one per license)

    • e-inventory fields and linking are optional but recommended

    • interfaces (optional) - Laurie doesn’t know of any customers who have done this (Laurie can provide a list of what’s in Alma)

    • inventory linking file: spreadsheet example from another customer

  • Duplication

    • If you have duplicate titles in 360 or SFX you can use a prefix to skip it provided no orders are attached to it (only one prefix is allowed unless you are on Voyager)

    • export bibs and delete them in source ILS (not an option for all campuses)

    • unwanted links - if you have 5 856 fields, 5 electronic resources will be created, so delete any of the 856 you don’t need (LOC, etc.)

    • unwanted P2E records (see slide)

    • Add/remove proxy prefix (In Alma, proxy is managed in configuration so you can remove it before migrating) batch job

    • Link P2E portfolios to a local electronic collection (HIGHLY recommended for Gov Docs management); can then link P2E portfolios to CZ Collection (takes care of LR/P2E duplication!)

 

Exlibris to post (5) SCP/SFX data migration open questions to Basecamp
2

Questions from Basecamp on ERM data migration

 

 

 

  • What’s the plan for loading non-system (not ILS, not SFX, not 360RM) stored data? This is out of scope for migration and must be done post-migration.

  • Data loading is limited to the tools available in Alma (including APIs) to load data. See the developer network to test in the sandbox.

  • Shared Acquisitions payment data is in external spreadsheets so it falls into the “out of scope for migration”

  • Historical invoices? not migrated from Millennium, but payment data is.

  • Cost data from 360/Intota? yes, option to migrate; it’s added to a note field.

  • All vanguard data will be wiped out before the test load! Between test load and cutover, some elements are retained. Once you have your test environment, you can experiment with loading data and it will be retained.

  • Check out APIs (see links in the Basecamp response)

  • Contact information for resource liaisons? No, only vendor data is migrated.

  • Manual ingest will be required to load data to IZs (credentials, data sets)

  • Legacy usage statistics (counter reports for all campuses) - CDL is not sure if this data will be migrated. Might be able to use SUSHI to import COUNTER reports.

  • PDF licenses - how to get into Alma? For ERM generic migration, you can include a tab for licenses. For CDL, you can manually load PDFs or include a link to a PDF stored outside Alma.

  • CDL does activate in 360 Link (databases, vendors, titles): It’s possible to migrate this data. It will create duplicates with SFX and Laurie doesn’t think we can dedupe it. She is asking Migration team about it.

  • No way to reconcile 360 with SFX collections other than manually searching the collections.

  • Can we get a list/report of what activated as part of 360 Link load? Yes, 360 Link migration report will show what titles linked to CZ. Doesn’t exist for SFX since it’s assumed there will be a match since it’s the same KB for both SFX and CZ.

  • 360RM/LINK/Millennium - must be migrated in the Test load in order to be done at cutover.

 

 

3

Walk through Alma to search collections

 

 

 

  • Note: Sandbox user interface is identical to your Alma instance.

 

 

4

Chat questions

 

 

 

  • Is the Community Zone the same thing as a KB? It contains the KB, global authority records, CDI records, and community catalog of bib records.

  • Are e-resource bibs created when an 856 42 (Related resource) is the only 856 present? Yes.

  • Also, if a bib has more than one 856 (40, 41), will an e-resource bib be created for each 856, or will they be consolidated into one bib? A: Separate eresource created for each bib.

  • For database records (A-Z listings with full text availability), should they be migrated as a portfolio? Like Academic Search complete, etc. A: Migrate it as a package if it’s a collection. Package is the terminology in P2E process. Database is non-full text. Packages have fulltext.

  • In SFX, is getSelectedFullTxt migrated? Yes, SFX getSelectedFullTXT WILL be migrated

  • (Stacy Nelson) UCSD has a portion of SFX targets that are activated, and the target service is full text but NOT activated, will those get migrated (we don't want them migrated)? Take offline. (get answer to Stacy Nelson)

  • (Judy Keys, UCSD) we have “resource records in our millennium ERM, can we not migrate those too? which seem analogous to alma vendors. Take offline. (get answer to Judy Keys)

  • Jharina, UCI: SCP records - each campus has their own link. Created a bib and a collection for each link. Is this true? If multiple collections are on a single bib, will they be migrated under a single bib? Yes, Laurie thinks so. She will verify. (get answer to Jharina Pascual)

 

 

5

Other / Homework

 

 

 

 

 

 

6

 

TOTAL

120 / 120

 

 

 

 

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