Data migration questionnaire
Data Migration Questionnaire for LMS/KeyNOTIS Sites
This questionnaire describes the generic functionality of our LMS/KeyNOTIS extract and Voyager load programs. Additionally, it allows you to describe the practices you have followed in your LMS/KeyNOTIS system. It should only be completed if your institution is migrating data from an LMS or KeyNOTIS site to Voyager. Please take a few minutes to complete this form and return it by fax or mail to the attention of your Project Manager.
Please provide the following information:
Institution: Yale University Library
Contact Person: Audrey Novak or Kalee Sprague
Telephone Number: (203) 432-2365 or (203) 432-7845
Fax Number: (203) 432-7231
E-Mail Address: or
Date Returned: 08/13/2001
Endeavor Information Systems
2200 E. Devon, Ste. 382
Des Plaines, IL 60018
(847) 296-2200 FAX (847) 296-5636
For Endeavor Use Only:
Date Received: By:
PRE-EXTRACT CONSIDERATIONS AND GENERAL INFORMATION
1. Please note that the extract program will log but not extract the following:
· Logically deleted bibliographic, holdings, and authority records (Status Code of ‘D’)
As per #11 in Appendix B-3 of our contract, please extract and load deleted bibliographic and holdings records with attached orders or items. These records will load as suppressed.
· Bibliographic records attached to copy holdings records with a Catalog Status code of ‘x’
Except as described above
· Bibliographic records attached only to copy holdings records with a Catalog Status of "a" and Classification Type Code of "A" with no order record attached.
As per #4 in Appendix B-3 of our contract, please extract Catalog Status ‘a’, Classification type ‘A’ records with call numbers, and/or attached order, item or MHLD records.
· Copy statements with a Catalog Status of "a" and Classification Type Code of "A" with no order record attached.
As in above, Copy statements with a Catalog Status of ‘a’ and Classification type of ‘A’ with call numbers, items, or MHLD records should also be extracted and loaded.
· Copy statements with a Classification Type Code of ‘Z’
As per #6 in Appendix B-3 of our contract, extract copy holdings statements with Classification Type Code ‘Z’ if they have call numbers and/or attached order, item, or MHLD records.
- Extracted Classification Type Code ‘Z’ copy statements should load with 852 1st indicator ‘8’, and 852 2nd indicator ‘0’.
- As per #7, when multiple holdings records are generated for a bib, holdings records migrated from ‘Z’ copy statements should sort last, after records created from active copy statements.
· Item records with a Status Code of ‘D’ or ‘W’
As per #14 in Appendix B-3 of our contract, please extract item records with Status Code ‘W’. Do not extract items with Status Code ‘O’ or ‘D’.
· Unlinked item records without a permanent location and/or title
To minimize the size of log files generated by Endeavor’s extract programs, we recommend that you complete the following:
· Run LMS item, holdings and bibliographic record purge programs
· Run LMS authority record purge program
2. Prior to migrating your LMS/KeyNOTIS data to Voyager, you may also want to complete any database “clean-up” projects, such as linking unlinked item records.
Mainframe Connection Information
The extract programs require that Endeavor staff have access to your mainframe. Please supply the following:
1. Specify the type of connection available to your mainframe:
__X___ TN3270
Host name (e.g., ksu.ksuvm.edu) _mvsorbis.library.yale.edu____
_____ IBM Global network using Advantis PASSPORT
Account ID: ______
Userid: ______
Password: ______
_____ Modem Connection
Phone number: ______
Baud Rate: ______
Parity: ______
Data bits: ______
Stop bits: ______
_____ Other connection (please give full detail)
______
______
2. Indicate a User ID and Password for your CICS production system (View only access required.):
User ID: ______
Password: ______
3. Indicate a User ID and Password for your CICS test system (View and Update Access Required.):
User ID: Would you give us a more information about what this will be used for?
Password: ______
4. For each date type that Endeavor is extracting for you, please indicate the test and production file names:
Test File Production File
Bibliographic: ______ORBIS.PROD.BIBL.$IAM.KSDS
Authority: ______ORBIS.PROD.AUTHITY.KSDS
Holdings: ______ORBIS.PROD.HOLDINGS.KSDS
Item: ______ORBIS.PROD.ITEM.KSDS
Order: ______ORBIS.PROD.ORDER.KSDS
LCRFILE: ______ORBIS.PROD.LCRFILE.KSDS
Vendor: ______ORBIS.PROD.VENDOR.KSDS
5. What release level are you at? _____7.1______
6. What is the Institution Group code of your test files? ____CY______
7. What is the Institution Group Code of your production files? _____CY______
8. Approximately how many bibliographic records are in your production files? 5.1 million ______
9. If you have contracted with Endeavor to extract your authority records, approximately how many records are in your production authority file? 1.88 million ______
10. Please supply a job account number for batch jobs. XXX5009 (for this or for any other JCL questions, please feel free to call Gail Barnett (203 432-6695) or Bob Rice (203 432-6603) )
11. Please supply a volume number for output files (disk or tape) Tape volumes L00172 and L00234 (these are 3590 cartridges in our tape library – please call for some sample JCL) / Disk volume ORB308 (a 3390 m3)
12. Do you have any restrictions on file sizes? Not really , but in practical terms, we found that extracting
1M records at a time (as we did for the recent certification test extract) worked well for us. We extracted BIB records 1M at a time, writing the extracted flat files to tape; these actually ran just a bit faster than when we wrote the extracted flat files to disk. Then we read one set at a time from tape to disk, just before FTP’ing them to the test server. We also plan to investigate the TCPIP option (‘auto tape mount’) that would allow FTP’ing directly from tape.
13. Do you have any restrictions on run times for batch jobs? Not for elapsed time; Yes CPU time_
If yes, what is the restriction? If a job uses more than 60 min. of CPU time, it will be terminated by the system, unless we put an override parameter in the JOB statement.
14. Name of library containing current version of DFLCT100? ORBIS.PROD.N710.LOADLIB
15. Name of macro libraries (local and distribution)? ORBIS.PROD.N710.MACLIB and ORBIS.DIST.N710.MACLIB
16. Password and sign-on for TSO, ICCS or VSE? __2 userid’s for TSO:
voyage1 (password is Mei’s full name)
voyage2 (password is Tom’s full name).
Again, please call Gail or Bob if there are any problems logging in to TSO.
17. What editor is in use at your site? (Check one)
__X__ TSO/ISPF
_____ VOLLIE
_____ Other
If ‘Other,’ please provide detailed instructions with this questionnaire.
EXTRACT OF LMS DATABASE
I. Bibliographic Records
1. Please check only one of the following modes of extract for bibliographic and holdings records:
__X___ Include all records
_____ Exclude records that match a list of record keys. User will supply the list of record keys to be skipped during the extract This is called an *exclude file.
_____ Include only those records that match a list of record keys. User will supply a list of record keys to be included for the extract. This is called an *include file.
* Please note that any include and exclude files must be fixed format with a record length of 80 and must contain the record key in position 1-7.
2. Your current NOTIS record key will be extracted and loaded into the Voyager bibliographic record as an 035 field with the LMS/KeyNOTIS key in subfield 9. It is indexed and searchable. The Processing Unit Code will also be included with the record number (e.g., AAA1234PU).
3. The entire MARC bibliographic record will be extracted and loaded intact except in the case of provisional records. LMS/KeyNOTIS defined 9xx fields in Provisional records are retagged to their USMARC equivalents unless there are also fields in the record between 010 and 899. (Please note that if the system finds an 035 field in the provisional record, all 9XX fields are dropped.) The provisional record encoding level of ‘9’ is changed to an encoding level of ‘5’ in the output record.
Have you used Provisional Records in your database?
__X___ Yes
_____ No
Please note the following for bibliographic records extracted from LMS/KeyNOTIS:
· Bibliographic record coded in LMS/KeyNOTIS for OPAC suppression(D/S fixed field set to 'S') will also be suppressed from the Voyager OPAC.
· Title level note from the copy holdings record will be mapped to a 948 field in the bibliographic record.
· 949 fields from the LMS/KeyNOTIS bibliographic record are not extracted.
**In addition, please drop the following bibliographic 9xx fields: 927, 928, 940, 950,955,998.
II. HOLDINGS RECORDS
General
The extract programs create one output USMARC Holdings record for every LMS/KeyNOTIS copy statement except as noted above. In Voyager, the MARC Holdings record contains data merged from both the LMS/KeyNOTIS Copy Holdings Record and, if present, MARC Holdings, lser and O/P/R Records. The table below describes the data elements extracted from LMS/KeyNOTIS and their target field in the output holdings record.
Voyager MARC Holdings Record / LMS/KeyNOTIS Source DataLeader / Copied from NOTIS MARC Holdings Record, if it exists. Else, default as described in Appendix A.
008 Field / Copied from NOTIS MARC Holdings Record, if it exists. Else, default as described in Appendix A.
014 Field / NOTIS Copy Holdings Key (e.g., AAA1234001)
852 |b (Location) / Mapped from |a of LMS/KeyNOTIS Copy Holdings Statement
852 |t (Copy Number) / Copied from any value following ‘/’ in |a of the LMS/KeyNOTIS statement
852 |k / Copied from |k of LMS/KeyNOTIS Copy Holdings Statement
852 |h (Class part of call number) / Copied from |b of LMS/KeyNOTIS Copy Holdings Statement, if any
852 |i (Cutter/Book part of call number) / Copied from |c of LMS/KeyNOTIS Copy Holdings Statement, if any
852 |x (Non-public note) / Copied from any existing LMS/KeyNOTIS Copy Statement note that is not preceded by um= and does not have an lsys definition. Also copied from any MHLD 852 |x.
852 |z (Public note) / Copied from any existing LMS/KeyNOTIS Copy Statement Note preceded by um= or with an lsys definition. Lsys defined notes are exploded to their LCRFILE (lsys) definitions. Also copied from any MHLD 852 |z.
866 Field(s) / Copied from any existing LMS/KeyNOTIS MHLD and/or lser record, if any
867 Field(s) / Copied from any existing LMS/KeyNOTIS MHLD and/or record, if any
868 Field(s) / Copied from any existing LMS/KeyNOTIS MHLD and/or lser record, if any
899 Field(s) / Copied from any existing LMS/KeyNOTIS MHLD and/or lser record, if any
** Per #5 in Appendix B-3, please do not extract and convert copy holdings statements that have the NOTIS location ‘yul,vols’.
Question: It is my understanding that the only way to index the 852 subfield k is if it is included in the call number index. Is this true? Is it possible to add this subfield to the keyword index?
Indicators in the 852 field are based on USMARC definitions and depend upon Classification Type Code and often the presence or absence of an MHLD record in your LMS/KeyNOTIS system. The indicators are set as follows:
A / N/A / 8 / 0
I / N/A / 8 / 0
L,M,N / Yes / 0 / 1
L,M,N / No / 0 / 0
D,E,F / Yes / 1 / 1
D,E,F / No / 1 / 0
B,C / Yes / 2 / 1
B,C / No / 2 / 0
S,R / Yes / 3 / 1
S,R / No / 3 / 0
O,T,U,Y / Yes / 8 / 1
O,T,U,Y / No / 8 / 0
X / Yes / blank / 1
X / No / blank / 0
Z / N/A / 8 / 0
SPECIAL PROCESSING
The following special processing of Copy Holdings data is performed to provide similar functionality in Voyager to that of some special LMS/KeyNOTIS conventions:
· For Copy Statements with a Classification Type Code of ‘A’, the 852 |h in Voyager is set to “On Order” and any actual call number from the copy statement is moved to a non-public note (852 |x).
· For Copy Statements with a Classification Type Code of ‘I’, the 852 |h in Voyager is set to “In Process” and any actual call number from the copy statement is moved to a non-public note (852 |x).
SEMICOLONS IN LMS/KeyNOTIS CALL NUMBERS
LMS/KeyNOTIS sites moving to Voyager have an option for the treatment of any semicolons in their call numbers. Data up to any first semi-colon can be moved to the Voyager MARC Holdings 852 |h and data after the semicolon to one or more 852 |i’s. One 852 |i is created for each semicolon after the first one. Optionally, all semicolons can be replaced by blanks.
1. Indicate below if you used semicolons in your LMS/KeyNOTIS call numbers and, if so, how you would like them treated in Voyager.
Semicolons used (yes or no)? _____Yes______
If used, check one processing option below:
Move all data up to the first semicolon to Voyager MARC Holdings record 852 |h and second and following semicolons to repeating |i’s. ______
Replace all semicolons with blanks. ______
** See contract Appendix B-3, #10 for detailed description of Yale treatment of semi-colons; I believe this is very similar to what was done for Cornell.
III. O/P/R RECEIPT INFORMATION
1. Receipt statements from active order records (Order status =A,B,C,D) are extracted for periodicals only. Periodicals are determined by the value of “p” in the S/T fixed field of the bibliographic record.) One MARC holdings field is created for each receipt statement.
Migration of lser check-in records is an extra cost migration option. If you purchased this option, lser check-in records are migrated and collapsed into single holdings statements, where appropriate. “Gaps” in receipts are supplied based on the lser check-in status.
o/p/r Examples: 866 bb |8 0 |a v.21:no.1 (1981:Jan.)
866 bb |8 0 |a v.21:no.2 (1981:Feb.)
866 bb |8 0 |a v.21:no.3 (1981:Mar.)