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Introduction
The tables below will be used to capture important notes for Cutover including actions that must be taken prior to migration as well as your library’s data migration preferences. Please follow the instructions included with each table. Please complete sections for colleges by April 29th.
Notes for Cutover (For Ex Libris and Colleges to Complete)
Complete each action item assigned to the College below. Select the check box next to the action item when the item is complete. New items should only be added to this table by Ex Libris. Please contact Ex Libris via Basecamp for questions about these action items.
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Issue Description
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Action Items/Due Date (check when done)
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Ready for Cutover?
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patron mapping
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Ex L
- [action]; due
College
- review field mapping form, in case additional field should be mapped
- see Basecamp for context: https://3.basecamp.com/3765443/buckets/23965261/message_boards/4134515703
- Also: https://3.basecamp.com/3765443/buckets/23965261/messages/4611253973#__recording_4611821079
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- Yes
- No
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item material not mapped correctly
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ExL
- ExL migration has discovered a problem that result in incorrect mapping.
- A solution has been developed and will be applied at Cutover.
College
- For discussion see: https://3.basecamp.com/3765443/buckets/23965261/messages/4576735432#__recording_4604604154
- Double-check item material migration at Cutover
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- Yes
- No
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migrated items from “issues” extract
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https://3.basecamp.com/3765443/buckets/23965261/messages/4606505784#__recording_4610966578
College
- Do not submit “issues” extract for CO migration
- Do not map issues data in field mapping
- Serial control extract and mapping can still be provided
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- Yes
- No
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review URLs in P2E resources
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P2E resources have empty 600+ empty URLs in p2e (e.g. bib with Sirsi catkey 1334211 where it is in 856a instead of 856 u like: 856 4$ahttps://sheridancollege.kanopy.com/node/111552$zView online from Kanopy
College
- Review these records for clean-up
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- Yes
- No
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Set default Base status to “on shelf”/available
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ExL
- Set base status default o “1” on the CO migration form
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- Yes
- No
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preferred name
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ExL
- remove Sirsi USER_NAME as preferred name from field mapping for CO
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- Yes
- No
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course unit processing dept
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ExL
- Ensure migration form preferences are honored
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- Yes
- No
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fine/fee searches in Alma
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ExL/College
- Will be fixed in Alma June release; review prior to Cutover
- See case 06274657
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Migration Preferences (For Colleges to Complete)
Indicate your library’s migration preferences by selecting the appropriate check boxes below. Use the links in the header row to find background information and documentation to assist with each decision.
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Confirm Serial Control - bib matchpoint
Sirsi Item Material Type Mapping
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Retain at Cutover
See #13 of Cutover Prep slides
Acquisitions Options at Cutover
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Do you want PQIS enrichment and/or EBC run for you at Cutover, in addition to your 360 or LR form activations?
Troubleshooting E-Resource Duplication Issues
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Will you participate in Fulfillment Cutover?
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Will you use the Alma offline Circ Utility during Fulfillment Freeze?
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- SERC_TITLE_KEY
- SISAC_ID
- OTHER: will not migrate Serial Control/Issues data
- I do need to identify specific parameters for SERC_TITLE_KEY or OTHER as described in the Backgrounder (OCLS and Ex Libris will follow up with you)
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- Map nothing (items inherit material types from bibs)
- Map to same field as item type (usually Sirsi 999$t)
- Map to 999$x
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- Courses & Reading List Headers
- Ledgers and Funds
- Licenses
- COUNTER data
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PQIS Activations
- I want PQIS at Cutover
- I do NOT want PQIS at Cutover
Ebook Central Integration (Ebook Central Perpetual, DDA and Subscription)
- I want E-Book Central Pro Integration (EBC) run at Cutover
- I do NOT want EBC at Cutover
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- Yes
- No
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- Yes
- No
Data Preferences (For Colleges to Complete)
Check all that you are submitting again for Cutover.
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Scope
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- Bib Records (Shadowed)
- Bib Records (Unshadowed)
- Course/Reserves
- Patrons
- Fines and Fees/Active Bills
- Active Loans
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- Requests/Available Holds
- Serial Control
- Issue
- Funds
- Orders (>2011)
- Invoices (>2011)
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- E-resource Activation Form
- P2E
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Data Extract Tracking (For Sirsi Colleges and OCLS to Complete)
This table will be used to capture details of the data extract scope indicated above in the Data Preferences table. You may prefer to exclude records from the data extracts that OCLS will complete on your behalf. Use the second column of this table to provide the details OCLS will use to exclude data from your extracts if this is your preference. For example, indicate “exclude bib records that contain 996=Proquest. You will find examples of exclusion identifiers in the third column. Please provide whatever information will be necessary to identify records for exclusion.
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Data Type
Exclusion Identifier
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Exclusion Identifier Examples
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Notes
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Status (For OCLS to Complete)
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Bibliographic Records (Shadowed records)
Item current location = Missing
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Exclude bib records that contain certain MARC fields such as 996=Proquest, or 856=www.nfb.ca
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Do you want Multi-volume custom script?
- Yes
- No
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Bibliographic Records (unshadowed records)
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Exclude bib records that contain certain MARC fields such as
856=http://journals.sagepub.com
or
996=ACF
996=ACLS
996=B24X7
996=CRITERION
996=CRITERIONFOX
996=CURIO
996=EBOOKCENTRAL
996=EBRARY
996=EBSCO-EBOOKPROJECT-ACAD
996=EBSCO-EBOOKPROJECT-ACADCOLL
996=GALE
996=HEIN
996=IEEE
996=IEEEMIT
996=IEEEWILEY
996=INFOBASE
996=MHENGR
996=MYLIB
996=NFB
996=OREILLY
996=OREILLYSAFARI
996=OVID
996=PRJMUSE
996=PROQUEST-EBOOKPROJECT-COLLCOMP
Exclude
996=EBSCO & Item Category 2=PKG-SUBSC
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Exclude bib records that contain certain MARC fields such as 996=Proquest, or 856=www.nfb.ca
can we have two sets of unshadowed bib records?
set 1: library=IT-PRO
set 2: library=Davis,Trafalgar, Mississaug
Do you want Multi-volume custom script?
Yes
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Courses/Reserves
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Exclude Item Type =
TEXTBOOK
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Exclude Item Type=LAPTOP (Laptops or other equipment items can be put into another location in Alma.)
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Patrons
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Exclude User Profile=
ADMIN
BOOKING
CATA
CIRC
GLASS_CATA
GUEST_BORR
ILL
INTRANSIT
LIBRARYUSE
LOST
LOSTCARD
MISSING
PUBLIC
REPORTS
RESERVES
SERIALS
SHIPCAMPUS
SIPCHK
SIRSI
STANDALONE
TECH
TECHSERV
WDAVIS
WEBSERVER
WIT-PRO
WMISSISSAU
WTRAFALGAR
ZCIT-PRO
ZCTRAFALGA
ZTIT-PRO
ZTMISSISSA
ZTTRAFALGA
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Exclude User Profile=ADMIN
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Fines and Fees/Active Bills
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Exclude Bill Reason=PROCESSFEE
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Active Loans
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Exclude all loans for the pseudo user=MISSING, LOST
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Exclude all loans for the pseudo user=MISSING
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Requests/Available Holds
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Not applicable
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Serial Control
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Exclude Serial Control Created > , or < DATE
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N/A
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Issue
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Exclude Issue Created > , or < DATE
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N/A
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Funds
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Exclude Funds Created > , or < DATE
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Not provided for test load.
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Orders (>2011)
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Exclude Closed Orders
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Not provided for test load.
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Invoices (>2011)
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Exclude Invoices Created > , or < DATE
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Not provided for test load.
OCLS Assistance with P2E (For Colleges to Complete)
Do not include collections in P2E that will be activated by other means. See the Troubleshooting e-Resource Duplication Issues note for more information.
Use the table below to identify collection titles that can be extracted in batch by OCLS for your P2E files. Include information OCLS staff can use to identify the collection records.
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Collection Title
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Collection Identifier (For example, 996=Curio, or 856=https://www.nfb.ca)
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Indicate if this collection is a Database or Portfolio
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Frontier Life
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996=AMDIGITAL
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Portfolio
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Alexander Street Press
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996=ASP
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Portfolio
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Alexander Street Press
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996=ATIV
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Portfolio
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Bloomsbury - Drama Online
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996=BLOOMSBURY
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Portfolio
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Cambridge University Press
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996=CAMBRIDGE
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Portfolio
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Conference Board of Canada
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996=CBOC
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Portfolio
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Credo Reference
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996=CREDO
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Portfolio
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DeGruyter
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996=DEGRUYTER
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Portfolio
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desLibris
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996=DESLIBRIS
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Portfolio
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Docuseek
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996=DOCUSEEK
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Portfolio
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EBSCO
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996=EBSCO & Item Category 2 = No Policy Found
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Portfolio
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EBSCO
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996=EBSCO & Item Category 2 = Perpetual
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Portfolio
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Films on Demand
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996=FOD
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Portfolio
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InfoScience Journals
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996=IGIGLOBAL
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Portfolio
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Infobase - eBooks - Bloom's Literature
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996=INFOPUB
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Portfolio
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JSTOR
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996=JSTOR
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Portfolio
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Kanopy
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996=KANOPY
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Portfolio
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Knovel
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996=KNOVEL
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Portfolio
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LinkedIn Learning
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996=LinkedIn
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Portfolio
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McIntyre
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996=MCINTYRE
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Portfolio
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Oxford Univeristy Press
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996=OXFORD
...
Portfolio
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Rittenhouse
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996=RITTENHOUSE
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Portfolio
...
Sage
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996=SAGE
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Portfolio
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Springer
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996=SPRG
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Portfolio
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Taylor & Francis
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996=TAY&FRA
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Portfolio
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Wiley Online Library
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996=WILEY
...
Portfolio
Test Load Environment Release Notes (For Ex Libris to Complete)
Notes regarding Sheridan College - Test Load Environment Release can be found on a different page: /wiki/spaces/CI/pages/379748525 Ex Libris has prepared pre-extraction baseline (“version zero”) forms based on your test load forms and changes discussed on the Sheridan - Notes for Cutover page. The baseline forms, both Field Mapping and Migration, have been posted below. Please review these forms and follow instructions included in the Sirsi Field Mapping Form Version Tracking table and the Sirsi Migration Form Version Tracking table below.
Sirsi Field Mapping Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
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| name file like "...FieldMap_Reviewed_20May.xlxs"
| name like “…FieldMap_Raw_June6…”
| name file like "...FieldMap_DRAFT_June11.xlxs")
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June 21: Lingling Jiang , please review and approve (below) this final version of your field mapping form. No changes have been made from the draft version. | ||||||||||||||||||||
Notes
| Notes
| Notes
| Notes
| Notes
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| From Andrea, June 15: Lingling Jiang I see no changes needed for field mapping. If you have no further changes, the version above cab be reposted as your final in the column at right. |
Sirsi Migration Form Version Tracking
Version | Drop-dead Due Date | Who Will Post
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| name like "MigrationForm_Raw_May25.xlsm"
June 9, from Andrea: Lingling Jiang , here is the item subfield report I mentioned on Basecamp
| name file like "...MigrationForm_DRAFT_date.xlxs")
June 14, From Lingling: Andrea Bainbridge (Unlicensed) our draft of migration form is submitted. |
June 21: Lingling Jiang , please review and approve (below) this final version of your migration form. I made one change to line 47 of the Alma Location tab, where the Library/Location pair description was in conflict with another line. It now matches the name in Alma, and looks like:  Thanks! --Andrea June 24: version with all local tags added.
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Notes
| Notes
| Notes
| Notes
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| From Andrea, June 15: I have updated your migration form draft:
Download THIS VERSION of the migration form in order to make the changes requested in “Action Items” before you submit your final migration form. For “Changes” listed below, there is no action needed unless you want to make a different choice than I did. Changes Item Base Status
Action Items Location Tab
From Sheridan, June 20: Andrea Bainbridge (Unlicensed) , we have reviewed and completed the changes required for the Location tab. Here is the new version for your review (file name: 01OCLS_SHER_CO_Migration_Form_ExL_DRAFT_Reviewed_20June2022.xlsm):
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