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Brown University Scholarly Resources

Local Fields Defined for Migration

Data extraction size and naming convention

The following is the default naming convention:


For example: centralu_bib_01_20120420.mrc, centralu_bib_02_20120420.mrc, centralu_bib_03_20120420.mrc, etc.

Ex Libris recommends a maximum of 200,000 records per MARC file, and 400,000 for other types of records (items, orders, etc).

All records in a single file must be homogenous – all of the lines in the file must have the same number of fields, and those fields must contain the same type of data. Additionally, all of the records must be delimited in the same manner, which is quotes and commas.

Locally defined fields in bib records and their purposes:

  • 975    NOT migrate               (For records not migrating to Alma. e.g., xfly records)
  • 995    qhroc                           (For records with qhroc location, qhroc item location will be changed to "rock" and qhroc will be added to 995 in bib. 995 is previously defined.)

Bib Data Extraction

Sierra Bibliographic Data export:

  • Create a list. Use 200,000 records list (Approx. 25 files)
  • Use criteria
    • Field 245 |a greater than blank ("")
    • Exclude Serials Solutions records (except those with orders attached see above Excel sheet 5-10-21)
    • Exclude records with 975 NOT migrate
  • Use Data Exchange, output MARC data use "Create F" path
  • Do the following batch changes before sending files to ExLibris (updated 5/21/21)
    1. Remove the 003 field from the MARC records
    2. Add the prefix (OCoLC) to all OCLC#s in the 001 field (Do not do this if 001 is not an OCLC#)
      • For example, before: 001     on384934 ;
      • after:                           001     (OCoLC)on384934
    3. (For Cathy): Use Review File #59 (bookplate urls in bib 856) and delete all the 856 bb bookplates url  fields (they have been copied to 996 fields). (5-27-21) (update: Do this post migration - retrieve records with bookplate url in 856 field and delete those 856 fields. 7-1-21)
  • Use file name as follows:
    • brown_bib_01_20210125.mrc
    • brown_bib_02_20210125.mrc

Suppressed Bib records

  • Create a list. Use 100,000 records list.
  • Extract a separate file for bibliographic records that are suppressed and need to be migrated - the library must supply a CSV file containing a list of the bibliographic record numbers of records that are suppressed in Millennium (III)  create a list
  • use file name as follows:
    • brown_bib_suppressed_01
    • brown_bib_suppressed_02

Item Data Extraction

Things to remember for data extraction:
  1. All files should be in CSV format (  .csv)
  2. Make sure call# data output to include $a, $b from 090/091/092/096/099 fields in bib and item records.
  3. Suppressed item records (ICODE2=n) will be migrated. ICODE2=n has been copied to Item Note field. Post migration clean up - to use Alme Note field ICODE2=n to identify records and run a job to change to a temp location that are suppressed from public display.

File Name:



Order Data Extraction

Sierra Paid Order Data export

  • Create a list. Use paid data predetermined
  • Use criteria
    • Paid date greater than 06/30/2013

Sierra Open Order Data export

  • Use criteria
    • Paid date not exist
    • Status not equal to a
    • Status not equal to z
    • Status not equal to 2

Sierra Paid Order Not Cataloged Data export

  • Use criteria
    • Paid Date Less than 07/01/2013
    • Bib Cat Date blank or Bib location equal to nnnnn (choose one)
    • OR Order Type equal to backfile 


Migration of ICODE2

We will migrate ICODE2 to the Internal Note field in Alma item record. Here are the steps:
In Sierra -
1. Create lists for the following codes:

d – dup at annex (batch add a NOTES field to item) (ICODE2=d – dup at annex )

k – keep on campus  (batch add a NOTE field to Item) (ICODE2=k - keep on campus )

ntransfer to Annex (batch add a NOTES field to item) (ICODE2=n - suppress)

q – transfer to Annex (batch add a NOTES field to item) (ICODE2=q - transfer to annex)

v – transfer to Annex (batch add a NOTES field to item) (ICODE2=v – Hay Vault)

2. Batch add the data to a "Note" field in Sierra. 
In Alma - 
From the search box, select Physical items and search internal note "ICODE2=n" etc. to locate records.
To handle suppressed items, identify records with ICODE=n and use a temp location that is set for no public display and batch add the temp location to those records identified.

P2E Data Extraction

Extracting Data for P2E Migration
  • Use Sierra Review File #310
  • Portfolios: extract all bib records with 856 40 or 856 41 fields
    • Excluding Serials Solutions records
    • Excluding suppressed records
    • Excluding records with the following field in bib. (added 4/12/21 cw)

975    NOT migrate.  

  • DBs: extract another list by creating a list of checkin records with locaiton "esd". Output bib ids only.
  • Output data in text and convert to csv format. Use file name as follows
    • brown_p2e_01_012021.csv
    • brown_p2e_02_012021.csv
  • Merge the portfolio records with db records. Dedup and keep the db records in file.
  • The csv file will contain two columns, column 1 - bib id (bxxxxxxxx); column 2 - portfolio (or db)
                b1234759  portfolio
                b1234676  db


Decision Process Documentation (Jan. 2021)

Serials Solutions Data Extraction

Serials Solutions Data Extraction Instructions

1. To extract Serials Solutions data on July 13 (Tuesday)

2. Clean the content based on test load cleanup list:

3. Finish and submit final data to Cathy by July 20 (Tuesday)