Migrating Library Systems Migrating Data Dianne Schaefer Social Law Library American Association of Law Libraries Minneapolis, Minnesota July 15, 2001

AALL 2001C-1: Everything Old is New Again 2 Introduction – Why? Out-of-date software Out-of-date hardware Other institutional activity  Result should address the reasons

AALL 2001C-1: Everything Old is New Again 3 Introduction – What? Source –System –Modules –Data Destination –System –Modules –Data

AALL 2001C-1: Everything Old is New Again 4 Introduction – How? Develop a plan of work, including: –Goals –Strategy –Timeline –Participants  Migrating data = crucial part of migrating systems

AALL 2001C-1: Everything Old is New Again 5 Overview Gather background information Select system Implement system Maintain system

AALL 2001C-1: Everything Old is New Again 6 Gather Background Information Institutional statistics, e.g., number of items, serials, patrons, etc. Institutional requirements, e.g., RFP? Funding – estimate 5-7 year cost Functionalities that are required, desired, optional, etc.

AALL 2001C-1: Everything Old is New Again 7 Data Migration Options Direct transfer Authorize Clean Convert Gap tape?

AALL 2001C-1: Everything Old is New Again 8 Select System - Vendors Identify potential vendors Where spend time & resources Request product catalog Demonstrations –At trade shows –In-house

AALL 2001C-1: Everything Old is New Again 9 Select System - Colleagues Contact other institutions –Ask questions –Visit –Electronic discussion lists Contact patrons

AALL 2001C-1: Everything Old is New Again 10 Select System - Decision Request for Proposal (RFP) Document why each vendor eliminated or retained –Identify key factors –Identify who approved or disapproved

AALL 2001C-1: Everything Old is New Again 11 Select System - Contract Negotiate contract Consultant? Future security regarding: –Operating system –Subsequent purchases –Maintenance

AALL 2001C-1: Everything Old is New Again 12 Implement System Staff involvement –Obtain approval for all decisions –Verify system functionality –Verify data Patron involvement –Notify about changes –Opportunity to select options

AALL 2001C-1: Everything Old is New Again 13 Implement & Maintain System - Workflows Evaluate –Still most appropriate? –Still most efficient? Modify as necessary and appropriate

AALL 2001C-1: Everything Old is New Again 14 Maintain System – New Developments Keep abreast of new developments Own vendor Other vendors Related vendors

AALL 2001C-1: Everything Old is New Again 15 Maintain System - Training Staff and patron training On-going reviews Orientation for new staff and patrons How to use new features

AALL 2001C-1: Everything Old is New Again 16 Summary Need support of administration, staff and patrons Ask questions of everyone – staff, patrons, other institutions, vendors, etc. Spend the necessary time

AALL 2001C-1: Everything Old is New Again 17 Additional Information – Literature (selected) Integrated Library System Reports - LibraryHQ.com - Library Journal - Library Technology Reports

AALL 2001C-1: Everything Old is New Again 18 Additional Information – Institutions (selected) Pacific Lutheran University - State University of New York - University of Michigan - Yale University -