Alma Primo VE Pre-migration Maintenance Priorities, Email from 5/13/2019

This page's content is from an email Ted Schwitzner sent to the Alma/Primo Contacts email lists on 5/13/2019.

Please share with technical services staff at your libraries.

As announced by Kristine Hammerstrand on May 8, we are about ready to move from the Vanguard Phase to the Test Migration phase. This phase will involve all 91 libraries and there will be tasks for each library to perform between the end of May and the end of August.

In observance of this change in activity, we have revised the priority list for the Pre-Migration Database Maintenance list. Several projects have been downgraded in importance when compared with other projects on the list and upcoming tasks. In general, library staff should prioritize migration tasks above any of the maintenance projects that are not "Critical." CARLI staff may also identify additional projects that may coincide with decisions you may make.

Remember, our hope for this project list is that you’re able to make progress on as many projects as you can, but we’re not expecting everything will be perfect either. Do what you can, and that will be good enough for our time on Voyager and the migration to Alma. It is just as important to identify the records that match the criteria for the different maintenance projects. Even if you don’t get to any of these projects, identifying the records in advance of migration will save you headaches later. From everything we’ve read so far, Alma will migrate most MARC record data as is, while some MARC data and non-MARC data will be transformed from Voyager formats into Alma’s formats. That typically means that records that were problems in Voyager will probably still be a problem in Alma. By identifying the problem records in advance, you’ll know to watch for what happens to them in Alma, and you’ll know that the migration didn’t create a problem that didn’t exist previously.

We know that a number of libraries have already made progress on the priorities. If you’re just getting started, and you have the chance to address any of the pre-migration priorities, here are some tips for working through the various issues.

• Look for low-hanging fruit. Within each project, find the groups of records that can be easily analyzed and corrected.
• For projects with large numbers of problem records, break the work up into smaller sets to make it manageable and feel the progress.
• Occasionally take a break from projects with large numbers of problems by focusing on projects with only a few records that can be analyzed and corrected quickly.
• Perform the same kinds of work at the same time. For instance, when you need to use the safe replacement strategies to update records, do the suppressions at the same time.
• Keep good notes about what has been done and what might need to be done. Expect that you’ll be interrupted, so you want to keep track of where you left off.

Most of all, remember that there are often multiple options for correcting many issues, and that the first option suggested with the maintenance priority description may not be the best for some aspects. Each tool has its advantages and disadvantages. If you’re unsure, feel free to ask CARLI at support@carli.illinois.edu.

• Pick & Scan: Easily accessible for circulation and cataloging users, and is good for changing item record data, changing record suppression, and deleting records. Requires item records to be present.
• Macro Express: Requires more skill and attention than pick & scan, but is capable of changing both MARC data and non-MARC data.
• MarcEdit: Optimal for changing MARC records in bulk, and can be used on bibs, holdings, and authorities. Typically requires an export of data from Voyager; bulk exports can be requested via WRO.
• CARLI data services: For extremely large batches of records, and for some (not all) scenarios, CARLI staff can extract MARC data, make modifications, and reload records based on specifications you identify. If requesting different data for individual records in a set, library may need to provide spreadsheets or other sources of data to add.
• OCLC services: In many cases, the easiest resolution to correcting bib record problems may be to get the latest version of a WorldCat record, and replace your local copy. Lists of records can be searched in both Connexion and Collection Manager. Libraries may file WROs for batches of records being replaced, provided safe replacement procedures are followed and suitable bulk import rules are in place.

Remember, 1) pay attention to migration tasks and their deadlines; 2) complete any maintenance projects that you can based on their priority first (not based on the number of problems); 3) identify the records that have problems even if you will not have time to correct them; 4) be patient with yourself and the process—we will get through the migration together!

If you’re wondering about how any of the priorities fit within the overall migration process, we encourage you to become familiar with the “Voyager to Alma Migration Guide.” Most of this document is intended to help libraries when they are preparing their migration forms—which CARLI will assist libraries with when each phase of migration begins. It also helps identify how data will be migrated, and some cases where data will not be migrated at all.

Thanks!
Ted Schwitzner

Ted Schwitzner
Senior Library Services Coordinator
Consortium of Academic and Research Libraries in Illinois (CARLI)
100 Trade Centre Drive Suite 303
Champaign, Illinois  61820
Phone: 217-300-7335

Learn more about CARLI at https://www.carli.illinois.edu