Acquisitions Clean-Up Suggestions

Sarah Maximiek (Bing, hers/she)
Sarah Maximiek (Bing, hers/she)
Last updated 
1. Determine how much Acquisitions data to keep: Explore what you are required to keep per your library and campus policies/guidelines and in conjunction with SUNY and state policies/guidelines.  

For example:
  • Review cancelled and vendor closed orders. You may not want to take every cancelled order with you to Alma. Review and delete orders as appropriate for your library.
  • If appropriate, delete older monograph closed orders.  Doing so will not effect the bib record.  

Migration note:  Campuses that have requested that their Acquisitions data is migrated will have *all* Acquisitions data that is in Aleph migrated, with the exception of the Order Log (z71). 

Changed your mind about migrating data?  Notify the LSP project managers through Salesforce no later then late-August 2018.

2. Clean up your vendor file by taking steps such as:
  • Search for duplicate entries/misspelling, etc and resolve.  In Alma, vendors are located through a Name search and not a code search. 
  • Delete unused/inactive vendors when possible.   Vendors can only be deleted once all orders and invoices attached to that vendor are deleted.  
  • Designate inactive vendors (it is a local decision to define "inactive") as "Not Active."  According to the Aleph to Alma Migration Guide, "Aleph vendor statuses are all migrated to Alma as Active, except for NA, which is migrated to the status Inactive." 
In Alma, contact information, statistics and licenses are attached to the vendor record.   

Your vendor file only gets migrated once, so any clean up you do not complete before the data extract for October will need to be done in Alma. 
3. Review ongoing orders (journals, standing orders, etc.)  If you plan to migrate your serial orders with subscription records, make sure all subscriptions are linked to the order record.   If the subscription is not linked, the subscription record will migrate as an order that needs to be renewed in Alma.

Close or cancel order records that are no longer active or relevant, based on your local practice.   Make sure that cancelled orders are suppressed (STA: suppressed) as needed. 

If serials are checked in, standardize the the enumeration and chronology for each title.

For more information, view the ELUNA presentation on Managing Serials in Alma: Prediction Patterns, Claiming and more.   (ask your Institutional Lead for username and password to the ELUNA repository)

4. Order Log information will not migrate.  If you want to retain your Order Log information, you will need to extract the data from Aleph and determine how to store it.

This information will be a static file that is separate from Alma.

See the AWG Libguide for more information.

6. Review open orders and cancel old outstanding orders.  Again, make sure records are suppressed as needed or deleted.   

Open orders will all be migrated into Alma as open.

7. Review your budget and fund codes and consider if you want to make changes to  your budget/fund structure in Alma.

Review the Budget Info and make sure that budgets are appropriately named, since in Alma the "External Name" field is the primary identifier.

For more information, see: 

8.  Review any local customization you made to Aleph or instances where a field was re-purposed.  If you changed the name of a field and used it for a different purpose or to hold different data than it was originally created, review the Aleph documentation to determine  the original name of the field in order to understand how the data in the field will migrate. 

Created 6/25/18
Edited 6/28/18