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WMS data migration checklist

 

A checklist to help your library prepare for data migration to WorldShare Management Services (WMS).

The following is a list of recommended actions to help you prepare to migrate your library’s data to WorldShare Management Services (WMS). The actions outlined below span a timetable of four to six months before beginning the formal implementation process. If you are planning a shorter timetable, much of the preparatory work can still take place and your Implementation Manager will guide you through that process. If you are planning a longer timetable, use the time to analyze your collection thoroughly.

As with any data migration project, post-migration clean-up by your library staff may still be required even after completing the recommendations in the checklist below.

4 to 6 months prior to sending data to OCLC:

checkmark.gif Step Activity
  1. Determine which staff members will assist with data migration for your WMS Implementation. We recommend cataloging staff member(s) and a project lead assist with data migration.
  2. Practice extracting bibliographic and item data, patron data, and circulation data from your ILS. You may need to contact your ILS provider for assistance with adding item data subfields to your export table.
  3. Compile reports of various data points such as statuses and shelving locations to analyze your collection further for clean-up. (Examples: Run a report of items with the following statuses: repair, lost, missing, on order, at bindery, etc. and resolve prior to migration.) Complete existing shelving location, call number or item barcode change projects if applicable.
  4. Review consistency of copy numbers. (Example: Copy number information found in the call number instead of the specific item subfield or if copy numbers are no longer accurate because copies have been weeded from the ILS.) Update your inaccurate copy numbers to ensure data is consistent for migration. Inconsistent usage copy numbers may result in the inability of OCLC processes to accurately identify when multiple copies of an item exist.
  5. Review consistency of volume numbers. (Example: Enumeration values such as volume, issue, number, etc. found at the end of the call number instead of the specific item subfield.) Update your inaccurate volume numbers to ensure data is consistent for migration. Inconsistent usage of volume numbers may result in the inability of OCLC processes to accurately identify when multiple volumes of an item exist.
  6. Review serial (print periodicals: magazines, newspapers, journals which are bound, loose, microfilmed, etc.) data extraction from your ILS. If summary statements are used, can you extract from your ILS? When extracting from your system, do you see item information such as volume, issue, number, etc.? If you do not, can you extract MFHD or serial summary statements from your ILS for migration and include OCLC numbers?
  7. Analyze your collection to determine if local bibliographic data (LBD) will be retained for migration. Local bibliographic data is local information that complements the full bibliographic data in the WorldCat record. Using LBD, you can add local information to a bibliographic record that is specific to your institution’s title; however, other institutions will not be able to see that information in the WorldCat record and your users will only see your institution’s LBD in WorldCat Discovery. We recommend that you only migrate LBD which is unique to your institution and not already included within the WorldCat record.

1 to 3 months prior to sending data to OCLC:

checkmark.gif Step Activity
  1. Enrich or delete brief, suppressed and shadowed records. If a record is sent for migration, it will be added to WorldCat if it does not match on an existing WorldCat Record.
  2. Review item note consistency and delete outdated item notes. Item notes can be migrated to staff and public notes in WMS.
  3. Delete expired or inactive patrons. We recommend migrating active patrons and/or patrons with circulation transactions.
  4. Waive or bill in your campus system historical long overdue/lost items (still checked out to a patron) and replace/re-catalog item.
  5. Waive or bill in your campus system historical outstanding fines and fees on patrons’ accounts.
  6. Review course reserve collections to ensure everything migrating will need to be on reserve in WMS. Remove outdated reserve material from reserves prior to migration. Determine loan policies for your course reserve collection, for example, library use only 2 hours, 2 days, 7 days, etc.
  7. Complete a rough draft of the Data Migration Questionnaire which will be reviewed by your Implementation Manager. Extract sample bibliographic records including item information to submit with your Data Migration Questionnaire for non-Voyager libraries. Ex Libris Voyager libraries can provide screenshots of bibliographic records, holdings and item information with their Data Migration Questionnaire.
  8. Please ask questions! If you have any questions about migrating your data to WorldShare Management Services, send them to the Implementation Team’s email at wmsimp@oclc.org or your library’s Implementation Manager once assigned.

 

 

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