System Migration IS 582 Spring 2009 Dr. Dania Bilal

Definition Full switching to a new software system or platform Full switching to a new software system or platform Partial switching to a new software for one or more modules Partial switching to a new software for one or more modules Next-generation OPAC module Next-generation OPAC module

Reasons for Migration An interface is being phased out by the software vendor (e.g., DOS interface) An interface is being phased out by the software vendor (e.g., DOS interface) Existing system does not support desired functions Existing system does not support desired functions Existing system is not expandable Existing system is not expandable Performance of existing system is unsatisfactory. Performance of existing system is unsatisfactory. Existing module (e.g., OPAC) no longer meets user needs Existing module (e.g., OPAC) no longer meets user needs

Process of Migration Assess needs Assess needs Assess weaknesses and strengths of existing system and unresolved problems Assess weaknesses and strengths of existing system and unresolved problems Research existing systems Research existing systems Decide on type of system to have Decide on type of system to have Vendor-supported Vendor-supported Developed in-house Developed in-house Open source Open source Use the SDLC system selection process Use the SDLC system selection process

Process of Migration Key issue with migration is data migration Key issue with migration is data migration Exporting MARC records from existing system and importing them into new system Exporting MARC records from existing system and importing them into new system Get to know the data in existing system Get to know the data in existing system Extract sample data from circulation database Extract sample data from circulation database Extract sample data from Cataloging database (MARC records) Extract sample data from Cataloging database (MARC records) Do the same from other databases (serials, acquisitios, etc.) Do the same from other databases (serials, acquisitios, etc.)

Database Cleanup Clean up circulation records Clean up circulation records Clean up bibliographic records (i.e., MARC) Clean up bibliographic records (i.e., MARC) Clean up other existing records (e.g., acquisitions, serials) Clean up other existing records (e.g., acquisitions, serials)

Inventory & Weeding Inventory the collection Inventory the collection Weed the collection Weed the collection Delete records for which you have no holdings and for which items are lost or missing. Delete records for which you have no holdings and for which items are lost or missing.

Database Record Analysis Evaluate records in various databases (circulation, cataloging, etc) Evaluate records in various databases (circulation, cataloging, etc) No need for shelflist analysis No need for shelflist analysis Examine variation in sample records from each database: which ones may be problematic to map into new system database? Examine variation in sample records from each database: which ones may be problematic to map into new system database? MARC tags and fields, location codes, copy information, call number, holding codes, circulation periods, barcode symbology, etc. MARC tags and fields, location codes, copy information, call number, holding codes, circulation periods, barcode symbology, etc.

Database Record Analysis Learn about the nature of each data record and the database structure of the entire system. Learn about the nature of each data record and the database structure of the entire system. What is the relationship between a bibliographic record and an item record, for example? What is the relationship between a bibliographic record and an item record, for example?

Data Completion Make decisions about items that are not cataloged in the existing system or files that are not established for some items, such as authority files. Make decisions about items that are not cataloged in the existing system or files that are not established for some items, such as authority files. Decision: Will you wait until the new system is in place to complete these activities, or will you perform these activities in the current system? Decision: Will you wait until the new system is in place to complete these activities, or will you perform these activities in the current system?

Data Completion Make sure you stipulate vendor promises in the contract, if the vendor decides to take care of the odds and ends you have in the current system. Make sure you stipulate vendor promises in the contract, if the vendor decides to take care of the odds and ends you have in the current system. If system is developed in-house, you will need to consider the odds and ends If system is developed in-house, you will need to consider the odds and ends

Data Migration Extract data from different modules and send to vendors under consideration to test in the system under consideration Extract data from different modules and send to vendors under consideration to test in the system under consideration Do similar task if software package is developed in-house or if its an open source Do similar task if software package is developed in-house or if its an open source Vendors or you should identify records that do not load and determine the reason for failure to load. Vendors or you should identify records that do not load and determine the reason for failure to load.

Data Migration Implement the new system Implement the new system Back up the old system prior to switching to the new system. Back up the old system prior to switching to the new system. Test data loads in each module available to determine how accurately they map into the new system. Test data loads in each module available to determine how accurately they map into the new system.

Data Migration Develop a checklist of potential problem items to examine during implementation. Develop a checklist of potential problem items to examine during implementation. Load the entire database ( patron records in the circulation database, MARC records in the cataloging database, etc.) after sample data load has been implemented successfully (i.e., mapped correctly into the new system). Load the entire database ( patron records in the circulation database, MARC records in the cataloging database, etc.) after sample data load has been implemented successfully (i.e., mapped correctly into the new system).

Data Migration Run the old and new system in tandem for a while until everything goes to your satisfaction. Run the old and new system in tandem for a while until everything goes to your satisfaction. Do not discontinue the support for the old system too soon, especially before completing the migration of all data from the old into the new system. Do not discontinue the support for the old system too soon, especially before completing the migration of all data from the old into the new system.

Testing Data When testing data, look for: When testing data, look for: Long MARC records with 520 and 505 field tags Long MARC records with 520 and 505 field tags Bibliographic records for multi-volume items Bibliographic records for multi-volume items Bibliographic records for multiple copy items Bibliographic records for multiple copy items

Testing Data Short MARC records Short MARC records Long and/or complex call numbers Long and/or complex call numbers MARC records with attached item records MARC records with attached item records Patron records (fines, overdues, etc.) Patron records (fines, overdues, etc.)

Data Migration Accuracy of data migration depends on adequate preparation, data extraction for testing, testing data, developing a plan to map records from the old system to the new one, and testing the accuracy of data after migration Accuracy of data migration depends on adequate preparation, data extraction for testing, testing data, developing a plan to map records from the old system to the new one, and testing the accuracy of data after migration