It is good practice to prepare your Legacy Library Management System (LLMS) for conversion. Our standard data conversion process, i.e., convert one LLMS set of data to Infiniti data, is performed on bibliographic, holdings, authority, patron, and, optionally, circulation records. We will convert the data for each of these areas as it is delivered in your LLMS backup. While you can delete unwanted data after it has been converted to Infiniti, it may be easier for you to do so before you send it to us your backup, and avoid unwanted data being converted to Infiniti.


Data conversion commences with your IT support officer delivering a backup of your LLMS database to our secure FTP site. You will receive instructions for this in due course. Remember to ensure your IT support officer will be available to prepare and deliver your LLMS backup approximately 3 to 5 days prior to the date you scheduled as your commencement date. See below for guidance on what has to be backed up.


What Can I Do To Prepare Our LLMS For Conversion?


Individual schools store bibliographic and holdings data in their LLMS in a variety of ways, often by following a set of in-house defined rules, which only they know and understand. Please tell us about any special ways or in-house rules you have practiced with your LLMS before we convert your data, including any special codes you have used. Also advise any data that has been stored in non-conventional locations.


Below is a non-exhaustive list of cleanup tasks you may have time to do before uploading your LLMS backup.


Resource Data Cleanup and Samples

  • complete any open stocktakes.
  • clean up bibliographic data: delete all unwanted bibliographic records and associated data.
  • clean up holdings data: delete all unwanted holdings records and associated data.
  • transfer partially imported records from USMARC sources like SCIS, Libraries Australia and other suppliers into your catalogue.
  • generally check data and be satisfied it is ready for conversion.
  • create screen shots/captures of the catalogue data of a small sample (say 12) of resource records in your current LLMS into a Word document or a Google Doc, e.g., books (fiction and non-fiction), kits, resource boxes, websites, other catalogued resources. Submit the Word document or link to the Google Doc to us via the support portal. Add any descriptions that may help our Conversion Team understand your data.


Patron/User Cleanup

  • clean up user/patron data: deleted unwanted patrons, loans and other circulation data.
  • place all current students into valid Year Level and/or Form classes to ensure transfer to the correct Year Level/Library Group in Infiniti. Year Levels must be in a range from Year -2 (or similar) to Year 12.
  • all students who have departed from your school should be deleted.
  • all teachers who have departed from your school should be deleted.

Data Samples Help With Data Conversion

  • create screen shots/captures of the profile data of a small sample (say 6 to 12) patrons/borrowers/users in your current LLMS into a Word document or a Google Doc, e.g., male, female, primary, secondary, teachers. Submit the screen images to us via the support portal. Add any descriptions that may help our conversion team understand your data. Ensure your screen shots include patron unique identifiers like barcode numbers and/or logon IDs if applicable.
  • create screen shots/captures of the bibliographic and holdings data of a cross section of your catalog. Include fiction and non-fiction books, teacher reference books, kits, resource boxes, AV records, digital files and samples of other data currently stored in your LLMS. A couple of samples of each record type should be enough. 

Upload the Word document or link to the Google Doc to your Infiniti Staging support ticket.


Local Considerations – do you have any? 

  • advise us about any aspects important to your library that we should know about or consider during data conversion.
  • advise us of any unconventional cataloguing practices that have been undertaken.
  • advise us if you have "special data" against some records, e.g, copy numbers, accession numbers, serial numbers, asset numbers, special notes, and provide us with examples of each if you want this data converted.

What You Need to Backup

The backup components/files required is dependent on your LLMS. It is important your IT support zip the files that make up the backup for your system before FTPing. If you have cover art or images that have been created locally these will also have to be backed up and FTPed and you must advise us of the presence of this data. It is not necessary to backup and FTP student photos as these will be uploaded locally after on-boarding and conversion is complete.

Access-IT
Is an SQL database (could be MS SQL or Firebird). If your data is stored in Firebird, then the database may be encrypted - please ensure your database is unencrypted prior to making a backup. Perform a normal backup of the database and zip the database files before FTPing.

Alice

Is a file system database. IT support should zip the Alice installation folder before FTPing.


Amlib

Comprises four (4) MS SQL databases. IT support should perform a normal MS SQL backup of each database and zip the database files before FTPing.


Bibliotech

Has a backup facility. IT support should use this facility to create the backup and zip the files before FTPing.


Destiny

Is an MS SQL database. IT support should do a normal MS SQL backup of the database and zip the database files before FTPing.


eLibrary

Is an MS SQL database. IT support should perform a normal MS SQL backup of the database and zip the database files before FTPing.


Libcode

Is a file system database. IT support support should zip the Libcode installation folder before FTPing.

 

Libcode DAVE

Is a file system database. IT support support should zip the Libcode installation folder before FTPing.


MLS 3

Is an Access database. IT support should zip the MLS 3 installation directory/folder installation folder before FTPing.


MLS/Capita Eclipse

In-school system - is an MS SQL database. Perform a normal MS SQL backup of the database and zip the database files before FTPing.

Hosted system - is an MS SQL database. Request Micro Library provide a backup to your school IT support who should zip the backup files before FTPing.


OCLC

Date can be exported from OCL via a MARC export and/or a CSV export. It support should zip the exported files before FTPing.


Oliver 3.5
Is a file system database. IT support should zip the Oliver 3.5 installation directory/folder before FTPing.

Oliver v5
In-school system - is an MS SQL database. Perform a normal MS SQL backup of the database and zip the database files before 
FTPing.
Hosted system - is an MS SQL database. Request Softlink to provide a backup of your hosted system to your school IT support who should zip the backup files before FTPing.

SmartLibrary
Request Functional Solutions to supply a backup of the database. IT support should zip the database backup before FTPing.