Data Conversion

Microsoft SQL Server is a robust relational database platform used for its enhanced reliability, scalability, and interdepartmental access. Databases vary in the manner that data is stored and indexed, the data types available, and storage capabilities. Some features in your older database structure may not be supported by MS SQL Server and vice versa, so it is important that you manually analyze and rectify any potential issues that may arise before, during, and after the migration process. You should also determine which database items are no longer used and thus do not need to be migrated.

If your library is migrating from another automation system to EOS.Web, EOS International will work with you to ensure that you have a successful data conversion experience. Be advised, however, that if you are moving from a flat file structure with inconsistent data delimiters, and/or inconsistent data field entries, or have “transaction-based” files which are in a proprietary format, that there may be some amount of manual data entry on your part. However, your EOS Implementation Project Manager will work with you to determine how much of this data is possible and cost-effective to migrate. Your EOS Implementation Project Manager will become your MARC record and Bibliographic record specialist.

We recognize that your library has made a significant investment in creating a number of data files that reside in your present automated library system, e.g., bibliographic, authority, patron, vendor, fund, and serial prediction pattern records. The EOS Implementation team will work with your library to develop a set of mapping tables to ensure that a field of data in the old system is moved to the correct and appropriate place within EOS.Web. In some cases, data stored in coded format form in the old system can be updated or corrected e.g., if a code is no longer valid or useful.

Some systems do not make full use of the MARC information, but retain it; some systems lose all MARC information upon export because everything is dumped into one field. The amount of data conversion vs. data cleaning depends on the amount of customization which has been done to the old system, improper use of fields, abbreviated or misspelled field names or pick-list items, duplicate item entries in cataloging and serials, and whether or not proper MARC rules have been used. We recognize that sometimes you’ve needed to break the MARC rules or extend them, however be advised that not all of that data may convert over to your new system.

Data is migrated over as it exists in your current system. It is the library’s responsibility to check for cataloging mistakes or data that has been inconsistently entered. If informed beforehand, we are able to delete or clean up some data during the export and re-import process for a fee. Please talk to your Account Manager for details on the cost of that service. To minimize the disruption of data migration, the library will need to stop cataloging and input of bibliographic/item data on the old system once the live data conversion and import is completed. When EOS.Web is installed with your final live data, the library may want to continue to checkin items on the old system and start checking out items using EOS.Web. The library should plan to discontinue using the old system after 4- 6 weeks.

For GLAS to Enterprise only the local holdings can be remapped. Most of the other data comes over “as is” so all data MUST be reviewed carefully so EOS can correct the conversion for the final. There are the same limitations in GLAS to Express and off-site holdings data will need to be addressed as how all information will be consolidated into one central database vs. the way that data was handled in GLAS. Full multi-site functionality and additional customization is available to you with the Enterprise version.

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