System Migration

IS 551
Fall 2005
Dr. Dania Bilal

Definition

System migration is the change from

one automated system to another.
Migration takes on many forms:

Change to a new software package

Change to a new interface (DOS to GUI)
Change to a new platform (Windows to
Unix)

Reasons for Migration

An interface is being phased out by the

software vendor (e.g., DOS interface)
Existing system does not support recent
communications protocols, such as
TCP/IP to allow for Internet presence.
Existing system performance is
unsatisfactory.

Process of Migration

Assess needs
Assess weaknesses and strengths
of existing system and unresolved
problems
Select a new system

RFP

Process of Migration

Find problems with current circulation

module and data
Find problems with current
bibliographic data

Process of Migration

Provide vendor with sample

circulation and bibliographic data.
Ask vendor how certain problems with
some data will be handled in the
system under consideration.

Database Cleanup

Clean up circulation records

Clean up bibliographic records (i.e.,
MARC)
Clean up other existing records (e.g.,
acquisitions, serials)

Database Cleanup

Inventory the collection

Weed the collection
Delete records for which you have no
holdings and for which items are lost
or missing.

Database Analysis

Evaluate existing databases

(circulation, cataloging, etc). No need
for shelflist analysis.
Familiarize yourself with current
practices:

MARC tags and fields, location codes, copy

information, call number, holding codes,
circulation periods, barcode symbology, etc.

Database Analysis

Learn about the nature of each data

record and the database structure of
the entire system.

What is the relationship between a

bibliographic record and an item record,
for example?

Database Analysis

If you do not know the database

structure, data relationships, and
current practices, you will not be
able to communicate to the software
vendor how certain data should be
handled in the system under
consideration.

Data Completion

Make decisions about items that are not

cataloged in the existing system or files
that are not established for some items,
such as authority files.
Decision: Will you wait until the new system
is in place to complete these activities, or
will you perform these activities in the
current system?

Data Completion

Make sure you stipulate vendor

promises in the contract, if the vendor
decides to take care of the odds and
ends you have in the current system.

Data Migration

Extract data from different modules

and send to vendors under
consideration to test in their systems
at their sites.

Vendors should identify records that do

not load and determine the reason for
failure to load.

Data Migration

Implement the new system

Back up the old system prior to switching

to the new system.
Test data loads in each module available
to determine how accurately they map
into the new system.

Data Migration

Develop a checklist of potential problem

items to examine during implementation.
Load the entire database (patron records in
the circulation database, MARC records in the
cataloging database, etc.) once the sample

data load has been implemented

successfully (i.e., mapped correctly into
the new system).

Data Migration

Run the old and new system in

tandem for a while until everything
goes to your satisfaction.
Do not discontinue the support for the
old system too soon, especially before
completing the migration of all data
from the old into the new system.

Testing Data

When testing data, look for:

Long MARC records with 520 and 505

field tags
Bibliographic records for multi-volume
items
Bibliographic records for multiple copy
items

Testing Data

Short MARC records

Long and/or complex call numbers
MARC records with attached item records
Patron records (fines, overdues, etc.)

Data Migration

The accuracy of data migration

depends on adequate preparation,
data extraction for testing, testing
data, developing a plan to map
records from the old system to the
new one, and testing the accuracy of
data after migration.