• Fix bibliographic records that do not have a 245/title 

1. In create lists, set up the following search
   1. Type = bibliographic
   2. Field = t 
   3. Condition = equal to
   4. Value = [blank]
2. Examine results for mislabeled title fields, delete incomplete records and/or reimport OCLC records to fix

NOTE: 245 fields are required by Alma.

Also check for empty 245 fields

• Identify links pointing to existing source systems that are migrated, so that they can be removed or updated, if necessary.

• Identify and delete duplicate Bibs.

1. In Client, go to Go -> Cataloging -> Headings Reports
2. Under Report Type, check “Duplicate entries”
3. Click on Create button
4. Double-click on each result and resolve each entry :
   1. The Entry column provides the following information:

                                               Field      Data

Field      Field data that is duplicated in the records, for example: b1000003

Indexed as        Index and normalized index entry for the heading, for example: b1000003

From:   Record number that contains the duplicate entry, for example: From: i110094222 The Physics of everyday phenomena : readings from Scientific American / with an introd. by Jearl Walker.

• To resolve a duplicate entry, do the following:

1. (Optional) You can view the record by selecting the heading entry in the report and choosing View.
2. To view the reported heading in a browse list with surrounding headings, double-click the report entry. A browse list appears, highlighting the duplicate entry and displaying a list of all the records that use that entry.
3. To edit any of the records in the list, highlight the record heading and choose Select.
4. Edit and Save any or all of the records that contain the duplicate entries. 

• Identify and re-barcode any duplicate or unintentionally empty item barcodes.

1. In Client, go to Go -> Cataloging -> Headings Reports
2. Under Report Type, check “Duplicate entries”
3. Click on Create button
4. Double-click on each result and resolve each entry :
   1. The Entry column provides the following information:

                                               Field      Data

Field      Field data that is duplicated in the records, for example: 110001376447

Indexed as        Index and normalized index entry for the heading, for example: 110001376447

From:   Record number that contains the duplicate entry, for example: From: i110094222 The Physics of everyday phenomena : readings from Scientific American / with an introd. by Jearl Walker.

• ·To resolve a duplicate entry, do the following:

1. (Optional) You can view the record by selecting the heading entry in the report and choosing View.
2. To view the reported heading in a browse list with surrounding headings, double-click the report entry. A browse list appears, highlighting the duplicate entry and displaying a list of all the records that use that entry.
3. To edit any of the records in the list, highlight the record heading and choose Select.
4. Edit and Save any or all of the records that contain the duplicate entries. 

NOTE: This action applies only for those items that should circulate - Alma allows item records without barcodes to be migrated so having one is not a requirement. Items with duplicate barcodes that are imported into Alma will have the itemid appended to render them unique.

NOTE: Headings Report duplicate checks according to the keys set in the Database Maintenance option Heading Report: Duplicate use Fields. Set “b” to enable search for duplicate barcodes

• Identify and fix duplicate ISNs

1. Complete existing headings reports and clear the headings file. Suspend cataloging work until the project is complete. The existing number of headings can be viewed in Catalog DATABASE status, menu path from Main Menu: 
   1. M > MANAGEMENT information: 
I > INFORMATION about the system: 
F > FILE information: 
D > Catalog DATABASE status

2. Ensure Database Maintenance System Options look like:
   1. Heading Report: Duplicate use fields : c,i,o,b
   2. New Bib Record: Duplicate check on fields : k,i,o
3. Perform a full, verified backup and clear the transaction file the evening before beginning the project (if the library does not perform a full, verified backup nightly). The number of blocks in the transaction file can be viewed in SYSTEM Status, menu path from Main Menu:
   1. M > MANAGEMENT information
I > INFORMATION about the system
F > FILE information
S > SYSTEM status

4. Using a large review file, create a list of bibliographic records. You must perform this project on all records in the database; however, if the library has more bibliographic records than will fit into the largest review file, the project will need to be done in stages.
   1. To create the first review file, choose 'store record type' bibliographic records and choose a 'range' of records. The system will input the complete range of bibliographic records as the default range.
   2. Choose 'search' and answer yes to the query "No Search Criteria have been specified. Retrieve all records in range?" View the record number of the last record number in the file.
   3. To create the second review file, again choose 'store record type' of bibliographic records and choose a 'range' of records. Set a range where the first record number is the number immediately following the record number of the last record in review file #1. For example, if the last record number in review file #1 is .b10100076, set the beginning record number of the range for review file #2 to .b1010008a. Supply 'a' as the 'wildcard' check digit unless you know the actual check digit for the record number.
   4. For the ending record number, you may accept the default of the last record number of the database. Start the report and allow the review file to completely fill. To create review file #3, repeat as for review file #2.
5. When the search is complete, proceed to Rapid or Global Update. Choose to update a review file. Choose to change the bibliographic field used for suppression to the suppress value. For example, if your library uses BCODE3 for suppression, rapid update BCODE3 to the suppression value.
6. Once the review file has been updated, return to Rapid or Global Update and update the same field, back to the original value.
7. Proceed to the headings report and save any located duplicate subject headings records into a review file.
8. Repeat steps e-g for subsequent ranges of bibliographic records in the database.
9. Continue to monitor the transaction file size and the headings report file size so that neither exceeds 100%.

• Consolidate multiple holding records for identical item copies for the same location/call number.

NOTE: By default, Alma creates holding records during load from the Branch and Location values for each item, with the option of also using call no values to discriminate. Consolidation also provides a clearer display in Primo for these resources.

• Assign a value for empty collection/location for items/holdings, if applicable.

1. In the Statistics function, click on New Query
2. Input any names you like for Saved Query Name and Results File Name
3. Under Report On menu, select Item
4. Click on Run the Query! Button
5. Click on Results Files tab, select Results File Name previously chosen and click on View Report  button when status is complete
6. Under Select Report, select Location
   1. Note Code entries that do not correspond to active locations. Ex: zzzzz, noloc, none
7. For each such entry, perform a Create List search as follows
   1. Type = item
   2. Field = 79 (LOCATION)
   3. Condition = equal to
   4. Value = [location found above]
8. After list is created, edit each record’s LOCATION value to reflect desired value

• Since the NUC/OCLC code is associated at the library-level when publishing to OCLC or Libraries of Australia, if there are different owner codes needed for inventory in the same library, consider separating the inventory to different library owners before implementation.

NOTE: This is necessary only if your library uses multiple OCLC symbols. This information is used to create the “HELD BY” information when publishing records for export to OCLC.

• Find serial records without appropriate 2XX fields.

1. For each field, perform a Create List search as follows
   1. Type = Bibliographic
   2. Field = BIB LVL
   3. Condition = equal to
   4. Value = “s”
   5. AND Type = Bibliographic
   6. Field = MARC Tag [field]
   7. Condition = equal to
   8. Value = [blank]
2. Examine each resulting record for inclusion of 2XX field

Possible fields of interest: 222, 240, 245, 246, 260

• Clean up chronology and enumeration (item/issue description) for serials, confirming volume/issue data

• Locate and address item records with a circulating status or location but without barcodes

1. In Create Lists, perform a search where
   1. Item barcode is “” (empty)
   2. Item status is “-“ (Available)
      1. Optional: if you have other statuses that are circulating, add them as OR statements
   3. Bibliographic BCODE does not equal “n” or “d’ (suppression and deletion)
      1. Add other codes as appropriate

• Locate and fix records without “c” tagged call numbers where a call number exists (III libraries)

• In Create Lists, perform a search where
  • Bibliographic c-field (CALL #) is “” (blank)
  • OR Item c-field (CALL #) is “” (if you put call numbers in item records)
  • Bibliographic LOCATION is [circulating locations]
  • Bibliographic BCODE3 is “-“ (AVAILABLE)

• Locate and fix bib records missing 008 fields

• Consider purging withdrawn or missing items

• Consider purging bib records without attached item/holdings/order records

• Consider purging brief bib records for items not ordered or upgraded through receiving processes

• Remove checkin records lacking holding information

• Resolve items with “in-transit” circ status

III Procedures

Voyager Procedures

Notes

• Standardize statuses and codes to remove extraneous entries and consolidate them into fewer options. Review and reduce purchase order statuses, if this is applicable.

• Review non-standard MARC fields (alphanumeric, for instance), revising records as appropriate. Note that migration allows mapping to local 9XX fields.

• Review and consolidate material types for items (for example, BK, Book, Monograph)

• Review and consolidate location codes, patron and item types

III Procedures

Voyager Procedures

Notes

Clean up and/or purge patron records that are inactive or expired and have no outstanding items, fines, fees, or other transactions.

Clean up and/or purge patron records with fines, fees, or other transactions that are older than a certain date and/or less than a certain amount.

Clean up and/or remove purchase orders that are old drafts or tests.

Clean up and/or remove invoices that are old drafts or tests.

Clean up standing orders and subscriptions that are old, should have been closed, or require investigation when active, but have been inactive for years.

Clean up or standardize currency codes for vendors, funds, orders, or invoices that are not standard per the ISO standards for currency.

Clean up or standardize country codes for patrons or vendors that are not standard per the ISO standards for countries.

Locate and fix unnecessary field prestamps

Locate and fix diacritic issues in record data

Browse call number index to locate and fix bad/incorrect call numbers

Browse barcode index to locate and fix bad barcodes

Browse numeric indexes (OCLC, LCCN, ISN, etc.) to locate and fix incorrect values

Locate and fix bad characters in volume fields

Review MARC fields for incorrect subfield tags or indicator usage

III Procedures

Voyager Procedures

Notes

Mark PDA BIB records clearly so that they can more easily be found in Alma and marked for PDA workflows in Alma and Primo post-migration.

Use KB interface names for electronic interfaces to make use of the Community Zone in the best possible manner.

Set up UStat – Customers who do not already use UStat for e-usage statistic reports can set it up prior to Alma and Primo implementation to benefit from its statistics and reporting capabilities from the beginning of Alma and Primo implementation.

III Procedures

Voyager Procedures

Notes

Establish how name fields are stored (Last name, First Name, or First Name/Last Name) when names are entered in one field in the source ILS system.

Locate and fix duplicate patron records

Locate and fix patron records with missing data (email addresses, telephone number, address, etc.)

Locate and address patron records missing barcode or name fields

NOTE: This may involve either adding the missing information or deleting these records.

Locate and resolve existing “on-the-fly” records

III Procedures

Voyager Procedures

Notes

Identify local authority records, if relevant (keeping in mind the Alma CZ will have various national authorities automatically available globally). When relevant, these can be loaded post Go-Live using standard Alma loading tools.

Find blind and duplicate authority records

Find and fix invalid subject headings

Locate and fix authority records missing 008 fields

Locate and delete authority records lacking data