Migrating Library Systems Migrating Data

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

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 • Out-of-date software • Out-of-date hardware • Other institutional activity  Result should address the reasons C-1: Everything Old is New Again

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

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

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

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

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

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

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

17. Additional Information – Literature (selected) • Integrated Library System Reports -www.ilsr.com • LibraryHQ.com - http://www.libraryhq.com/automation.html • Library Journal - www.libraryjournal.com • Library Technology Reports C-1: Everything Old is New Again

18. Additional Information – Institutions (selected) • Pacific Lutheran University - http://www.plu.edu/~libr/migration/home.html • State University of New York - http://olis.sysadm.suny.edu/sunyconnect2/lms.htm • University of Michigan - http://www.lib.umich.edu/libhome/staff/committee/lms • Yale University - http://www.library.yale.edu/orbis2/public/orbis2.htm C-1: Everything Old is New Again