Migrer vers PMB: retour d\'expérience d\'une migration depuis Socrate

Libraries from Université libre de Bruxelles ILS migration from SOCRATE to PMB in the library from Collège St-Pierre PMB-BUG – 02/10/2008, Leuven - Belgium Cécile Gass – cgass@admin.ulb.ac.be

Agenda
Context of the project
PMB: installation & parametrization
PMB: where to find help
Data: getting the data from the old ILS
Data: understanding the relational DB model
Data: cleaning/organizing data before migration
Data: how to import data into PMB
Migration, post-audit, ultimate checks
Conclusions
PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be

1999: the Collège St-Pierre (≈ 1250 pupils) starts a 'Center of documentation and information' (CDI). Two old classrooms are gathered, to offer in total 45 sitting places
2004:
5 computers (Internet) and 1 OPAC for users; 1 PC for the librarian
8 different types of document: courses, reference works, documentaries, journals, novels, comics, videos and (educational) games
Socrate is used as ILS (7500 bibliographic notices): DOS interface, no thesaurus, no real authority list... + Socrate asks 3000 euro to switch to a GUI-like interface whereas BCDI, used in France, costs 929 euro.

Agenda
Conclusions

PMB : installation & parametrization
Installation => see the documentation !
PMB, 3 layers of software
P hp = programming language 'web compatible'
M ySQL = platform, database and query language (SQL like) for relational databases
=> may be merged into platformes like EasyPhp or Xamp: less worry to librarians!
B iblio : the 'application' part (handles all libraries rules, appearances of the interfaces, etc.)
Client-server architecture
Parametrization in PMB, 3 levels: 1) categorization of readers and copies/items; 2) generic parameters; 3) parameters to exchange data, users profiles, etc.

Agenda
Conclusions

PMB : where to find help (1)
Guides :
installation : the 'manual install' is recommanded
administrator : parametrization, Z3950, etc.
user : daily work (cataloging, loans, etc.)
guides available on line & as 'help in context' within PMB when installed
Discussion lists:
what is a DL, how to subscribe/unsubscribe
cdi and devel : lists for schools, and for developers
trans : list for translators of the interfaces of PMB and doc
users : users' list
Navigation in the users' list archives: from http://www.sigb.net/index.php?page=rubriques&id_rubrique=69&lang=fr : select the users' list, choose a month, clic on Subject , click on the message to access the header / message / follow up (= threat) section

PMB : where to find help (2) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
PMB's w iki: 'how to' organized in 7 categories; ex: Import de notices et de lecteurs depuis un tableur (CSV) gives a step by step procedure to import bibl. records into PMB via a csv file
Relational database: the model of PMB! Available at rep_install_PMBdoc oyauscheme.gif .
Description of each table involved in PMB
access: from the Admin interface ( Administration tab, Tools left menu and Tables description top menu)
information: for each table, defined fields, type of data, if null value is allowed, multiple/single data enabled, default value, 'is' or 'is not' an identifier

Agenda
Conclusions

Data : getting the data from the old ILS PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
Inventory of the data to migrate
(full) bibliographic records (data more or less stable)
copies / items (data more or less stable)
users (data more or less stable)
loans: highly dependant of time -> pb: when to capture?
other: reservations, users' preferences, history of loans, web2,0 (tags, suggestions, etc.)...?
How to get the data from the old system? From Socrate :
bibl. records: export fonction... capacity of floppy disks!
readers: direct access to a 'dbase' (binary) file
loans: retained in 'dbase' indexes that can't be converted => print screens were used!
Convert data into human readible data: db2csv!

Agenda
Conclusions

Data: understanding the relational DB model (1) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
The relational model
data is gathered in one place, all components of PMB fetch/update data there
data is structured into tables
tables are linked with one or many others thanks to identifiers (or primary keys )
advantages: simple model, reduces/suppresses redundancies, independance of the data from the application
disadvantages: too few data types enabled, complex transactions not well handled, complexity of applications tends to favor objects technology
(simplified) Example: links between tables notices , publishers , responsibility , and authors : the identifiers !

Data: understanding the relational DB model (2) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be Extract from Notices as it could be displayed in an OPAC
Extract from table Notices
Extract from table Publishers
Extract from table Responsabilites
Extract from table Author s

Agenda
Data: clean./organi. data before migration
Conclusions

Data: cleaning/organizing data before migration (1) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
Data cleansing (optional... but advised!)
global: diacritics and apostrophes, separators (beware of characters in use within fields!)
local (ex: removal of duplicate authorities...): treat global first!
Treat carefully!
avoid empty values in columns of data (may be replaced by fictive unexistant data that can eventually be removed)
save frequently files (under different names) while cleaning
always check relevant data have been updated!
always keep identifiers when dealing with several tables...
Tools to treat:
a powerful text editor (such as Textpad, Alleycode)
a database management tool (such as Access or MySQL)

Data: cleaning/organizing data before migration (2) PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
Data need to be organised according to what PMB expects; ex: the 'series'
Socrate : series are not characterized by a serie title authority list ; information is spread among titles, collections... and call number!
PMB : authority list (title serie) + volume # in bibl. record
Data conversion might be rather complex, ex: serials!
Requires to create: - mother bibl. records - bulletins for orphans articles - bulletins records from Titles and Collections retrieved from Socrate - and to populate fields nib and nih (no more used today)

Agenda
Conclusions

Data: how to import data into PMB PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
Depends upon the data to be migrated!
bibliographic records and items/copies: 'import' function available within PMB ( Administration tab, Imports right menu); or import from a 'csv' file (see wikis available at: http://www.sigb.net/wiki/wikka.php?wakka=FAQImports )
users: import from a 'csv' file (see wiki)
PMB offers several formats conversion to Unimarc for bibl. records ( Admin. tab, Conversions/Exports right menu)
other data: use the 'backup' function of PMB, or MySQL interface (cautionly!)
Help is provided to migrate from ILS Bibliotheque , BCDI and TecDoc (see the Wikis)
Move from PMB to PMB2: copy whole database from rep_inst_EasyPHP/XAMPmysqldatadatabase_name (default is bibli )... or use the 'backup' function of PMB

Agenda
Conclusions

Migration, post-audit, ultimate checks PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
Plan the migration
huge holdings: work on a representative sample of data to construct data cleansing and reorganization
upfront: build a strategy for 'elapsed data' between collecting it from old system (and treatments) until it can be migrated to PMB
install PMB on a test computer and import data into it
check at least the main functionalities (create a new user, a new bibliographic record, loan a document...)
reiterate until reasonably working...
install the production PMB... and get data into it
If possible, keep functionning both systems for a given period
Train librarians, users...; communicate; explain...

Agenda
Conclusions

Conclusions PMB-BUG - 02/10/2008, Leuven – Belgium, cgass@admin.ulb.ac.be
Planning the migration is compulsory
is it necessary to 'sample' the holding?
elapsed data during treatments
double running: test and old ILS
training / communication / debugging... and launch!
Required competencies to perform the migration
computer sciences: SQL notions, reasonable knowledge of databases (according to complexity of source ILS and holdings' size...)
extreme attention and meticulousness when dealing with data...
curiosity: most problems have already been encountered by others, many of them have their solution on Internet!
Migration is done once -> if no in-house competence, make it done by a professional...

Migrer vers PMB: retour d\'expérience d\'une migration depuis Socrate

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