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The Integration of two large Aleph Library Systems

The Integration of two large Aleph Library Systems. Andreas Kirstein Head Media and IT Services ETH- Bibliothek Head NEBIS Network. 19’000 hours …. …to integrate the technical library systems ,.

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The Integration of two large Aleph Library Systems

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  1. The Integration of two large Aleph Library Systems Andreas Kirstein Head Media and IT Services ETH-Bibliothek Head NEBIS Network

  2. 19’000 hours…

  3. …to integrate the technical library systems, librarydataand, where relevant, the associated organization and processes of IDS Zurich University into the NEBIS network.

  4. NEBIS IDS UZH

  5. NEBIS networkoffice

  6. NEBIS networkoffice

  7. Integration of the library system of the University of Zurich INUIT Integration oflibrarydataand Reference systemsofthe IDS UZH librariesandthe NEBIS librariesaswellas Comprehensivetechnicalandorganizationaloutsourcingof IT infrastructure (librarysystems) and Transfer ofskillsandresources.

  8. Organizationalkeytopics Subproject 1 • Quality criteriaandrulesforcataloguingandmanagementdata • New managementorganizationfortheNetwork of Libraries and Information Centers in Switzerland (NEBIS) • New contractsandagreements • Lendingnetworkfeasibilitystudy in total: 31 workpackages

  9. Standardizationof… • processes • cataloguingrules • administrationdata • qualitycriteria • trainingcourses • contracts / agreements • servicesforthemembersofthelibrarynetwork • … Twonetworksbecameone

  10. NEBIS Management Organization Steeringcommittee NVZ ETH ZB P HBZ attendance P NEBIS network members M NVZ M NEBIS LNV coordination member commission M M M M M vote Director ETH-BIB Organization ETH-Bibliothek • Head • Library • Network recommendation NEBIS Network Office IMB MBD ITServices P: President membercommission NVZ: Head NEBIS Network Office LNV: Head Library Network

  11. Challenges andPitfalls – Subproject 1 • cultureclash • informationtriage • stakeholderanalysis • communication plan • usercenteredinformationconcept • newtechnologies (ticketing-system) • don’tforgetthesmalllibraries!

  12. Data-specifickeytopics Subproject 2 • Establishcriteriaformatching& merging • Clearing updata • Beforeand after migration • Test management • Beforeand after migration in total: 19 workpackages

  13. Comparisonofmonographsbyratingselectedfields Excerpt: 0 points → monographsmatch 50 points → criterionforexclusion

  14. August/September 2012: • 1. testmigration • November 2012: • 2. testmigration • February 2013: • final rehearsal • Easter 2013: • 4 time slotsfortestingsduringmigration • dataconversion • match & merge • upgrade V20/V21 • acceptancetest Tests considered • userdata/SUF • indexing • periodicalsadministration • circulation • acquisition • OPAC/GUI • ADM-specificfunctions

  15. Challenges andPitfalls – Subproject 2 • designationofthetargetrecord • deduping (manyduplicates) • postprocessing • automaticpostprocessingwith softer criteria • manualinspectionofthegeneratedlists • selectionofthemismatchedrecords • automaticmerge • manualdeduping • adjustconfigurationand links

  16. Technical keytopics Subproject 3 • Analysis andconfigurationofthetechnicalinfrastructure • Data andsystemmigration • Primo configuration • Aleph upgrade V20/V21 in total: 34 workpackages

  17. INUIT Server Aleph V. 21 Aleph V. 20 Aleph Migration 1 Aleph Upgrade UZH Prod. 4 2 Oracle DB Oracle DB 3 Oracle Upgrade NEBIS Prod.

  18. The migrationmanualincludes • all necessarycontacts • preparatoryoperations • meetings • time slotsfortesting • fall-back scenarios • communication • … • andeverysinglestepofthemigrationprocesswithstart time andduration

  19. Challenges andPitfalls – Subproject 3 • only 6 days! • performance • Manage migrationand Version update atalmost same time • Change to a newserverarchitecture (productionnew on 2 app-servers)

  20. LessonsLearned

  21. - wellprepared & detailedmigration plan • - buffer time • - backups! • - prepared press communiqué • - performanceproblems • - unfavorabletestcaused additional subjectindexing

  22. last but not least: communication Blogs (internal/external) Newsletter / Newspaper Personal conversations Websites Meetings Mails etc.

  23. Wemadeit!

  24. …withthegreathelpof Ex Libris Hamburg… Ex Libris Project team

  25. Library users • bigger data amount at his fingertips • only one user account • only one library card • Cataloguer • bigger data amount for easier cataloging • improved quality due to integrated, coordinated data management and standardised cataloguing • Library • administrator • decrease of costs and reducing workload • close collaboration between the university libraries of Zurich • IT administrator • reducing costs for technical infrastructure • technical infrastructure will be streamlined and redundancy reduced

  26. ?

  27. Thanks a lot. ETH-Bibliothek Zürich Andreas Kirstein Head Media and IT Services/DeputyDirector Head NEBIS Network Rämistrasse 101 CH-8092 Zürich Tel: +41 44 632 26 74 Mail: kirstein@library.ethz.ch URL: www.library.ethz.ch

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