Alma Local Backup
Introduction
What is the Alma Local Backup service?
When a subscription for the Alma Local Backup service is purchased:
- Up to once a calendar quarter following go-live with Alma, the customer may request (using the Ex Libris customer support portal) to receive a copy of the institution's local backup data.
- Within thirty (30) days of receiving such a request, Ex Libris will create a copy of the backup data and transfer the backup data to the customer.
- The transfer will be made by secure FTP to a storage location designated by the customer (the customer will need to provide the secure FTP connection details). For data privacy protection, the FTP location should be located in the same country as the customer's principal site.
- To avoid doubt, Ex Libris shall have no responsibility for any issues regarding the privacy, loss, or corruption of the copy of the backup data (i) after it has been successfully transferred to the designated storage location or (ii) if, contrary to the stipulation above, the storage location is not in the same country as the customer's principal site.
- The customer is responsible for meeting the technical prerequisites of the Alma Local Backup service set forth in this documentation.
Why is Ex Libris offering this premium service?
The Alma Local Backup service is not…
Is this an annual subscription, or does the customer need to commit to a number of years?
Why is this a premium service and not a standard part of each customer's subscription?
How will customers get a copy of their data?
What is required from the customer in order to use the local backup copy?
What data is included in the Alma Local Backup, and in what format?
Area | Data Elements |
---|---|
Resource Management
|
Bibliographic and inventory: physical, electronic and digital (holdings, items, e-collections, portfolios, digital representations and files)
|
Acquisitions and ERM
|
Funds, vendors, orders, invoices, licenses
|
Fulfillment
|
Loans, requests and user fines/fees, resource sharing partners, courses and reading lists
|
General and Usage
|
Loan and request history, acquisitions history, counter e-usage data, libraries, locations
|
Preparatory Steps
- If you do not already have Oracle version 11 or 12 installed, perform the following steps:
- Download and install Oracle version 11 or 12 on an Oracle-supported operating system (for the purpose of this guide, a Linux-based operating system is presumed) from the following Oracle site: https://updates.oracle.com/Orion/Qui...m?type=nonapps. (Note that instructions are available for the installation of Oracle 12 on the following site: https://docs.oracle.com/database/121/LTDQI/toc.htm)
Oracle Updates
- Select Oracle Database on Linux x86-64 platform and Oracle version 11 or 12.
Oracle Version
- Download and install Oracle version 11 or 12 on an Oracle-supported operating system (for the purpose of this guide, a Linux-based operating system is presumed) from the following Oracle site: https://updates.oracle.com/Orion/Qui...m?type=nonapps. (Note that instructions are available for the installation of Oracle 12 on the following site: https://docs.oracle.com/database/121/LTDQI/toc.htm)
- Create Oracle user EXL_ADMIN with a secure password of your choice (change <password> to your password):
CREATE USER EXL_ADMIN
IDENTIFIED BY <password>
DEFAULT TABLESPACE USERS
TEMPORARY TABLESPACE TEMP
ACCOUNT UNLOCK; - Grant roles for EXL_ADMIN:
> GRANT DATAPUMP_EXP_FULL_DATABASE TO EXL_ADMIN;
> GRANT DATAPUMP_IMP_FULL_DATABASE TO EXL_ADMIN; - Set up Oracle import permissions from a directory named import_alma_backup to be used for importing Oracle local backup data:
> create directory EXP_DIR as '/import_alma_backup';
> grant read,write on directory EXP_DIR to EXL_ADMIN;IF you are a consortium and have purchased Alma Local Backup for more than one Alma institution, repeat steps 2-4 and change EXL_ADMIN to EXL_ADMIN_1, EXL_ADMIN_2, EXL_ADMIN_n…, for each subsequent unique Alma institution. - Create a mount point or a directory /import_alma_backup on your file system with the same name as was set in step 4. Ensure that your Oracle user has access to this directory.
- Ensure that you have a secure FTP location and credentials at your institution that:
- Is open to the Ex Libris Alma environment in your region. For details on the IPs in your region, refer to Technical Requirements for Alma and Discovery Implementation.
- Has enough space to temporarily hold the transfer of the Alma Local Backup.
- Ensure that there is enough disk space to handle the transfer and load of your local backup. Local backup files are provided in a 90% compressed .zip and are expected to be 7G/M bibliographic records on your institution's secure FTP location after they are downloaded to /import_alma_backup.
- Untar/Unzip the local backup files: ~70G/M bibliographic records on /import_alma_backup
- Load the local backup files to your database: ~70G/M bib records
Total: ~150G disk/M bib records required for download/import process per Alma institution. Half of the needed storage can be temporarily allocated on the secure FTP and on /import_alma_backup and removed after successfully importing to your local on-premises Oracle database.
Import Local Backup Data
- After you receive the Ex Libris notification that the local backup has been completed, download your institution’s local backup files (which contain Oracle .dmp files) from your secure FTP location that you provided to the filesystem directory /import_alma_backup (that you created in the previous section).
- Unzip/Untar the files provided in the /import_alma_backup directory
>tar –zxvf local_backup_<customer_id>_<institution_id>.tar.gz
- Import all .dmp files into your newly created database (where <customer_id> and <institution_id> are the IDs in your institution's Ex Libris provided local backup files and ensure that all .dmp files provided (01, 02, 03, etc.) are listed).
The <Letter for your instance> is based on the region in which your Alma resides:
- NA and AP: U
- EU: P
>impdp EXL_ADMIN/<password> directory=EXP_DIR parfile=script.par1 ; impdp EXL_ADMIN/EXL_ADMIN directory=EXP_DIR parfile=script.par2 ; impdp EXL_ADMIN/EXL_ADMIN directory=EXP_DIR parfile=script.par3 ; impdp EXL_ADMIN/EXL_ADMIN directory=EXP_DIR parfile=script.par4 ; impdp EXL_ADMIN/EXL_ADMIN directory=EXP_DIR parfile=script.par5
$more script.par1
dumpfile=local_backup_1_<customer_id>_<institution_id>_01.dmp,
local_backup_1_<customer_id>_<institution_id>_02.dmp,
<…list n local_backup files here>,
logfile= local_backup_1_<customer_id>_<institution_id>_<yyyy-mm-dd>.log
REMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMIN
PARTITION_OPTIONS= MERGE
TABLE_EXISTS_ACTION= REPLACE
EXCLUDE=INDEX:"LIKE 'IDXD_%' "
REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,
TS_M00000_0000000011_DEF_LOB:users,
TS_M00000_0000000011_DEF_DAT:users,
TS_M00000_0000000011_DEP_DAT:users,
TS_M00000_0000000011_DEP_LOB:users,
TS_M00000_0000000011_EVT_DAT:users,
TS_M00000_0000000011_EVT_IDX:users,
TS_M00000_0000000011_INV_DAT:users,
TS_M00000_0000000011_INV_IDX:users,
TS_M00000_0000000011_INV_LOB:users,
TS_M00000_0000000011_OBI_DAT:users,
TS_M00000_0000000011_OBI_IDX:users
$more script.par2
dumpfile=local_backup_ATTACHMENT_<customer_id>_<institution_id>_01.dmp,
local_backup_ATTACHMENT_<customer_id>_<institution_id>_02.dmp,
<…list n local_backup files here>,
logfile= local_backup_ATTACHMENT_<customer_id>_<institution_id>_<yyyy-mm-dd>.log
REMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMIN
PARTITION_OPTIONS= MERGE
TABLE_EXISTS_ACTION= REPLACE
EXCLUDE=INDEX:"LIKE 'IDXD_%' "
REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,
TS_M00000_0000000011_DEF_LOB:users,
TS_M00000_0000000011_DEF_DAT:users,
TS_M00000_0000000011_DEP_DAT:users,
TS_M00000_0000000011_DEP_LOB:users,
TS_M00000_0000000011_EVT_DAT:users,
TS_M00000_0000000011_EVT_IDX:users,
TS_M00000_0000000011_INV_DAT:users,
TS_M00000_0000000011_INV_IDX:users,
TS_M00000_0000000011_INV_LOB:users,
TS_M00000_0000000011_OBI_DAT:users,
TS_M00000_0000000011_OBI_IDX:users
$script.par3
dumpfile=local_backup_NOTE_<customer_id>_<institution_id>_01.dmp,
local_backup_NOTE_<customer_id>_<institution_id>_02.dmp
<…list n local_backup files here>,
logfile= local_backup_NOTE_<customer_id>_<institution_id>_<yyyy-mm-dd>.log
REMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMIN
PARTITION_OPTIONS= MERGE
TABLE_EXISTS_ACTION= REPLACE
EXCLUDE=INDEX:"LIKE 'IDXD_%' "
REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,
TS_M00000_0000000011_DEF_LOB:users,
TS_M00000_0000000011_DEF_DAT:users,
TS_M00000_0000000011_DEP_DAT:users,
TS_M00000_0000000011_DEP_LOB:users,
TS_M00000_0000000011_EVT_DAT:users,
TS_M00000_0000000011_EVT_IDX:users,
TS_M00000_0000000011_INV_DAT:users,
TS_M00000_0000000011_INV_IDX:users,
TS_M00000_0000000011_INV_LOB:users,
TS_M00000_0000000011_OBI_DAT:users,
TS_M00000_0000000011_OBI_IDX:users
$more script.par4
dumpfile=local_backup_2_<customer_id>_<institution_id>_01.dmp,
local_backup_2_<customer_id>_<institution_id>_2.dmp
<…list n local_backup files here>,
logfile= local_backup_2_<customer_id>_<institution_id>_<yyyy-mm-dd>.log
REMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMIN
PARTITION_OPTIONS= MERGE
TABLE_EXISTS_ACTION= REPLACE
EXCLUDE=INDEX:"LIKE 'IDXD_%' "
REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,
TS_M00000_0000000011_DEF_LOB:users,
TS_M00000_0000000011_DEF_DAT:users,
TS_M00000_0000000011_DEP_DAT:users,
TS_M00000_0000000011_DEP_LOB:users,
TS_M00000_0000000011_EVT_DAT:users,
TS_M00000_0000000011_EVT_IDX:users,
TS_M00000_0000000011_INV_DAT:users,
TS_M00000_0000000011_INV_IDX:users,
TS_M00000_0000000011_INV_LOB:users,
TS_M00000_0000000011_OBI_DAT:users,
TS_M00000_0000000011_OBI_IDX:users
$more script.par5
dumpfile=local_backup_HFRUSER_<customer_id>_<institution_id>.dmp,
logfile= local_backup_HFRUSER_<customer_id>_<institution_id>_<yyyy-mm-dd>.log
REMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMIN
PARTITION_OPTIONS= MERGE
TABLE_EXISTS_ACTION= REPLACE
EXCLUDE=INDEX:"LIKE 'IDXD_%' "
REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,
TS_M00000_0000000011_DEF_LOB:users,
TS_M00000_0000000011_DEF_DAT:users,
TS_M00000_0000000011_DEP_DAT:users,
TS_M00000_0000000011_DEP_LOB:users,
TS_M00000_0000000011_EVT_DAT:users,
TS_M00000_0000000011_EVT_IDX:users,
TS_M00000_0000000011_INV_DAT:users,
TS_M00000_0000000011_INV_IDX:users,
TS_M00000_0000000011_INV_LOB:users,
TS_M00000_0000000011_OBI_DAT:users,
TS_M00000_0000000011_OBI_IDX:users
If you are a consortium and have more than one institution in your Alma local backup environment, repeat steps 1 and 2 for each Alma institution, and change EXL_ADMIN to EXL_ADMIN_1, EXL_ADMIN_2, etc. for each subsequent unique Alma institution.
Alma Table/Field Definitions (High-Level)
Field | Description |
---|---|
ID
|
Primary Key
|
APPLICATION
|
Internal use
|
CREATOR
|
User Name of the record Creator
|
MODIFIED_BY
|
User Name the record was Modified By
|
MODIFIED_BY_JOB
|
The Job ID for records batch updated by a job
|
CREATE_DATE
|
Date Created (UTC)
|
MODIFICATION_DATE
|
Date Modified (UTC)
|
MODIFICATION_HISTORY
|
Internal session tracking of record modifications
|
CUSTOMERID
|
ORGANIZATION_UNIT.ID
|
INSTITUTIONID
|
ORGANIZATION_UNIT.ID
|
LIBRARYID
|
ORGANIZATION_UNIT.ID
|
LIBRARYUNITID
|
Not In Use
|
Field | Description |
---|---|
ORGANIZATION_UNIT
|
This table manages institution and library definitions.
Key Fields with Set Enumeration:
STATUS
ORG_TYPE
Primary Associated Table/s:
All other tables reference ORGANIZATION_UNIT. ORGANIZATION_ID via their CUSTOMERID, INSTITUTIONID and LIBRARYID.
|
ATTACHMENT
|
All binary attachments of all areas of the system are stored here.
Key Fields with Set Enumeration:
ATTACHED_TO_TYPE - the data area type of each attachment – e.g. com.exlibris.repository.model.HLicense = License
com.exlibris.core.infra.model.HFrUser = User
Primary Associated Table/s:
ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_TYPE (e.g. LICENSE.ID, HFRUSER.ID, PO_LINE.ID, etc.)
|
NOTE
|
All area’s notes (except inventory notes stored in HDEMETADATA.VALUE and user notes stored in USER_NOTES).
Key Fields with Set Enumeration:
ATTACHED_TO_ENTITY_TYPE- the data area type of notes – e.g. com.exlibris.urm.acquisition.model.po.POLine = PO line
Primary Associated Table/s:
ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g. PO_LINE.ID, LICENSE.ID, etc.)
|
Table | Description |
---|---|
CONVERSATION
|
Conversation chains opened per vendor typically based on a POL claim are managed here.
Primary Associated Table/s:
ENTITY_ID = VENDOR.ID
RELATED_ENTITY_ID = PO_LINE.ID
Key Fields with Set Enumeration:
RELATED_ENTITY_TYPE
|
CONVERSATION_MESSAGE
|
Each message of each conversation chain with a vendor triggered by a POL claim is managed here.
Primary Associated Table/s:
CONVERSATION_ID = CONVERSATION.ID
|
FUND_LEDGER
|
All ledgers, summary funds and allocated funds are defined here for all Fiscal years.
Key Fields with Set Enumeration:
STATUS
ENTITY_TYPE
Primary Associated Table/s:
POLICY_ID = FUND_POLICY.ID
|
FUND_LEDGER_SERVED_UNITS
|
Each ledger, summary fund and allocated fund’s available organization levels served (e.g. which libraries within the institution may expend and encumber the fund) are managed here. When any library is allowed to use the fund in the institution, the SERVED_UNIT_ID = INSTITUTIONID and the INCLUDE_SUB_UNIT = 1 – meaning all of the institution’s libraries may use the fund.
Key Fields with Set Enumeration:
INCLUDE_SUB_UNIT
Primary Associated Table/s:
SERVED_UNIT_ID = ORGANIZATION_UNIT.ID
FUND_ID = FUND_LEDGER.ID
|
FUND_POLICY
|
Specific rules or behaviors defined for any given fund. For instance, overencmbrance % or overexpenditure allowance. Typically policies are shared and defined at the ledger level.
|
FUND_TRANSACTION
|
All fund transactions associated with allocated funds and their related orders or invoices, where relevant, are defined here.
Key Fields with Set Enumeration:
TRANSACTION_ITEM_TYPE
Primary Associated Table/s:
FUND_ID = FUND_LEDGER.ID
PO_LINE_ID = PO_LINE.ID
INVOICE_LINE_ID = INVOICE_LINE.ID
|
FUND_TRANSACTION_HISTORY
|
Like FUND_TRANSACTION, but contains past historical fund transactions.
|
INVOICE
|
All invoices are managed here.
Key Fields with Set Enumeration:
PAYMENT_METHOD
STATUS
TASK_NAME
PAYMENT_STATUS
APPROVAL_STATUS
Primary Associated Table/s:
VENDOR_ID= VENDOR.ID
VENDOR_ACCOUNT_ID= VENDOR_ACCOUNT.ID
|
INVOICE_EXPLICIT_RATE
|
Holds any explicit rate invoice currency details – where a specific currency rate defined should override the actual date’s rate of exchange.
Primary Associated Table/s:
INVOICE_ID=INVOICE.ID
|
INVOICE_LINE
|
All invoices’ lines are managed here.
Key Fields with Set Enumeration:
INVOICE_LINE_TYPE
Primary Associated Table/s:
INVOICE_ID=INVOICE.ID
|
LICENSE
|
Holds all core license information other than license terms.
Key Fields with Set Enumeration:
REVIEW_STATUS
TYPE
STATUS
LICENSE_STORAGE_LOCATION
Primary Associated Table/s:
LICENSOR_ID=VENDOR.ID
|
LICENSE_HISTORY
|
Same as License, but stores historical information about past license changes and updates.
|
LICENSE_INVENTORY
|
Indicates which e-inventory records are associated with which license.
Primary Associated Table/s:
LICENSE_ID=LICENSE.ID
PACKAGE_ID=HDEMETADATA.ID
|
LICENSE_NEGOTIATION
|
For Network Zones only. Used to negotiate license terms for member institutions.
Primary Associated Table/s:
LICENSE_ID.LICENSE.ID
MEMBER_CODE=ORGANIZATION_UNIT.CODE
MEMBER_NAME=ORGANIZATION_UNIT.NAME
|
LICENSE_NEGOTIATION_HISTORY
|
Same as License Negotiation, but historical negotiations and activity are stored here.
|
LICENSE_TERM
|
Stores all the license terms of each license.
Key Fields with Set Enumeration:
LICENSE_TERM_CODE and LICENSE_TERM_VALUE are determined by DLF-ERMI standard values.
Primary Associated Table/s:
LICENCE_ID=LICENSE.ID
|
LICENSE_TERM_HISTORY
|
Same as License term, but stores historical license terms and activity previously stored on licenses.
|
PDA
|
Patron Driven Acquisition vendor profile information managed here.
Key Fields with Set Enumeration:
STATUS
Primary Associated Table/s:
REPOSITORY_PROFILE_ID=MD import repository-level profile id
ORDER_PROFILE_ID=MD import order-level profile id
VENDOR_ID=VENDOR.ID
LICENSE_ID=LICENSE.ID
|
PO
|
Stores and manages all purchase orders.
Key Fields with Set Enumeration:
STATUS
TASK_NAME
Primary Associated Table/s:
VENDOR_ID=VENDOR.ID
VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID
|
PO_LINE
|
Stores and manages all PO lines.
Key Fields with Set Enumeration:
PO_LINE_TYPE
STATUS
TASK_NAME
CLAIMED
MANUAL_RENEWAL
INVOICE_STATUS
RECEIVING_STATUS
REVIEW_STATUS
ACQUISITION_METHOD
INVENTORY_MATERIAL_TYPE
Primary Associated Table/s:
PO_ID=PO.ID
VENDOR_ID=VENDOR.ID
VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.IDPDA_ID=PDA.ID
LICENSE_ID=LICENSE.ID (Only used for populating LICENSE_INVENTORY when initially creating PO_LINE)
|
PO_LINE_HISTORY
|
Like PO_LINE, but historical changes to PO_LINES are stored here.
|
POLINE_STAKE_HOLDERS
|
Indicates all interested users for each PO line and their preference for being notified once the material is received/activated.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
PO_LINE_ID=PO_LINE.ID
|
TRIAL
|
Manages the PO line trials for specific e-inventory.
Key Fields with Set Enumeration:
STATUS
TRIAL_STATUS
Primary Associated Table/s:
ACQ_ITEM_ID=PO_LINE.ID
|
TRIAL_PARTICIPANT
|
Indicates which users are participating in each trial.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
TRIAL_ID=TRIAL.ID
|
TRIAL_QUESTION
|
Indicates the staff-determined questions used by each trial participant for each trial.
Primary Associated Table/s:
TRIAL_ID=TRIAL.ID
|
FEEDBACK
|
Trial feedback for each trial question from each trial participant.
Primary Associated Table/s:
TRIAL_ID=TRIAL.ID
TRIAL_PARTICIPANT_ID=HFRUSER.ID
TRIAL_QUESTION_ID=TRIAL_QUESTION.ID
|
SURVEY_FORM
|
Surveys created for running evaluations and trials in Alma. Contains a form name and code based on the survey created by staff.
|
SURVEY_QUESTION
|
The questions and order of questions included in each survey.
Primary Associated Table/s:
SURVEY_ID= SURVEY_FORM.ID
|
USAGE_DATA_LOCAL
|
Electronic usage / Counter data is harvested here and used by Analytics e-usage and e-usage/cost reports.
|
VENDOR
|
Core vendor data information.
Key Fields with Set Enumeration:
STATUS
Primary Associated Table/s:
USERID=HFRUSER.ID (Every vendor has a non-viewable user record in order to allow association of contact info with the vendor)
|
VENDOR_ACCOUNT
|
Core vendor account data information
Key Fields with Set Enumeration:
STATUS
Primary Associated Table/s:
VENDOR_ID=VENDOR.ID
|
VENDOR_ACCOUNT_PAY_METHODS
|
Includes all the payment methods supported by each specific vendor account. This ties together with invoicing preferences when invoicing on a specific vendor and vendor account.
Key Fields with Set Enumeration:
PAYMENT_METHOD_STR
Primary Associated Table/s:
VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID
|
VENDOR_ACCOUNT_SERVED_UNITS
|
Each vendor or vendor account’s available organization levels served (which libraries may manage/own a PO/PO line) are managed here. When any library is allowed in the institution, the SERVED_UNIT_ID = INSTITUTIONID and the INCLUDE_SUB_UNIT = 1 – meaning all of the institution’s libraries may use the vendor/vendor account.
Key Fields with Set Enumeration:
INCLUDE_SUB_UNIT
Primary Associated Table/s:
SERVED_UNIT_ID = ORGANIZATION_UNIT.ID
VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID
VENDOR_ID=VENDOR.ID
|
VENDOR_AND_ACCOUNT_PERSON
|
Contact users who associate with vendor/vendor account records.
Primary Associated Table/s:
VENDOR_ACCOUNT_ID= VENDOR_ACCOUNT.ID
VENDOR_ID= VENDOR.ID
USER_ID=HFRUSER.ID (contact user associated with vendor/account)
|
VENDOR_INTERFACE
|
Vendor electronic interface records associated with vendors.
Key Fields with Set Enumeration:
Various fields based on fixed values for interface field definition consistent with UI options.
Primary Associated Table/s:
VENDOR_ID=VENDOR.ID
|
VENDOR_SUSHI_ACCOUNT
|
A vendor’s specific SUSHI accounts used for Counter data loading connection details.
|
Field | Description |
---|---|
MMS_RECORD
|
All Bib, Holding and local Authority metadata is managed here – the core metadata is managed in the VALUE field as standard metadata xml (MARC, UNIMARC, KORMARC, Dublin Core). Management fields, such as suppressed records, are stored as table fields.
Key Fields with Set Enumeration:
OBJECTTYPE
REGISTRY_ID
LIFE_CYCLE
TAG_SUPPRESSED
TAG_SYNC_EXTERNAL_CATALOG
TAG_BRIEF
TAG_SYNC_NATIONAL_CATALOG
CATALOGER_LEVEL
Primary Associated Table/s:
LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ for network zone members)
|
MMS_RECORD_VERSION
|
Same as MMS_RECORD but stores all history of metadata updates.
|
HDEMETADATA
|
All inventory (P, E and D) and levels are managed here – the master metadata for non-MARC/UNIMARC/KORMARC based metadata used by everything other than Holdings is managed in the VALUE field as xml. VALUE stores all inventory attributes such as BARCODE and ENUM/CHRON for items and proxy and linking information for electronic inventory.
Holding record master xml (managed as MARC/UNIMARC/KORMARC) is stored in MMS_RECORD whereby HDEMETADATA.MID=MMS_RECORD.MMS_ID when OBJECTTYPE=’HOLDING’.
Key Fields with Set Enumeration:
OBJECTTYPE
IEP is for physical inventory. It aggregates all physical holdings and items for a particular title. PARENT_ID links items to holdings and holdings to IEP.
IEE is for electronic portfolio title inventory. It aggregates all e-portfolios for a particular title in a specific package’s service. PARENT_ID links PORTFOLIO to TPS and TPS to IEE.
IEPA is for e-packages. PPS associates specific package services for specific e-titles. PPS links to IEPA via PARENT_ID.
IED is for digital inventory. It aggregates all digital inventory for a particular title. REPRESENTATIONS have files and are managed by Alma. REMOTE_REPRESENTATIONS do not have files and are linked to an external repository. PARENT_ID links REPRESENTATION and REMOTE_REPRESENTATION to IED and FILES to REPRESENTATION
LIFECYCLE
PROCESS_TYPE
BASE_STATUS (available/not available)
Primary Associated Table/s:
MMSID=MMS_RECORD.ID (IE-title level points to BIB, Holdings points to metadata Holding stored in MMS_RECORD)
LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ for network zone members)
PROCESS_ID (goes with PROCESS_TYPE for physical ITEMs):
-HOLDSHELF, TRANSIT, WORK_ORDER_DEPARTMENT, ILL:
PROCESS_ID = FUL_REQ_WORKFLOW_ENTITY.ID
-LOAN, CLAIM_RETURNED_LOAN, LOST_LOAN
PROCESS_ID=ITEM_LOAN.ID
-ACQ
PROCESS_ID=PO_LINE.ID
-TECHNICAL
No PROCESS_ID – this is used for migrated not on shelf item statuses
PO_LINE_ID=PO_LINE.PO_LINE_REFERENCE
|
INVENTORY_AF_MANAGEMENT
|
Electronic inventory which has ‘available for’ group settings (for multi-campus and central network zone e-inventory management) are managed here; indicating which e-inventory records are available for which group.
Primary Associated Table/s:
PID=HDEMETADATA.MID
GROUP_ID=Mapping table InventoryAFManagementGroup Group ID
|
GROUP_PARAMETERS
|
Electronic inventory local attributes when ‘available for’ group settings are in use. For instance, group-level local proxy settings or notes. When available for groups are not in use, the local settings are stored in HDEMETADATA.VALUE.
Primary Associated Table/s:
PID=HDEMETADATA.MID
GROUP_ID=Mapping table InventoryAFManagementGroup Group ID
|
HDESTREAMREF
|
Local digital management stores digital-related metadata and storage pointers for HDEMETADATA.OBJECTTYPE=FILE here.
|
COLLECTION_MEMBERS
|
Contains the individual Bib and inventory records included in a Collection.
Primary Associated Table/s:
COLLECTION_PID=HDEMETADATA.MID
MMS_ID=MMS_RECORD.ID
|
Field | Description |
---|---|
FUL_REQ_APPROVAL
|
Fulfillment requests which require approval such as copyright clearance requests.
Key Fields with Set Enumeration:
APPROVAL_STATUS
Primary Associated Table/s:
MMS_ID=MMS_ID.ID
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
APPROVER_ID=HFRUSER.ID
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FUL_REQ_DESTINATION
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Fulfillment requests which are routed to a different library, desk, department or institution.
Key Fields with Set Enumeration:
DESTINATION_TYPE
Primary Associated Table/s:
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
DESTINATION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID (for other Libraries or Institutions)
DESTINATION_INST_CODE= ORGANIZATION_UNIT.CODE
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FUL_REQ_ITEM
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Item-level requests item and priority tracking.
Key Fields with Set Enumeration:
PRIORITY
Primary Associated Table/s:
ITEM_ID=HDEMETADATA.MID
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
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FUL_REQ_TOU
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Tracks the terms of use applied at the time of specific requests.
Primary Associated Table/s:
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
TOU_ID=The Terms of Use defined for the particular request
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FUL_REQ_WORKFLOW_ENTITY
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The co-primary request tracking table which tracks all requests’ workflow.
Key Fields with Set Enumeration:
PRIORITY
STATUS – Can be any status defined in various departments and workflows of the institution.
STEP_TYPE
NEXT_STEP
DESTINATION_TYPE
TASK_NAME
Primary Associated Table/s:
ITEM_LOCATION_CODE = LOCATION_CODE
ITEM_LOCATION_LIB_ID=ORGANIZATION_UNIT.ORGANIZATION_ID
DESTINATION_ID=ORGANIZATION_UNIT.ORGANIZATION_ID
DESTINATION_INST_CODE= ORGANIZATION_UNIT.CODE
LOCATION = Target LOCATION LOCATION_CODE USER_ID= HFRUSER.ID
ASSIGN_TO = HFRUSER.ID
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FUL_REQUEST
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The co-primary request tracking table which tracks all requests.
Key Fields with Set Enumeration:
REQUEST_STATUS
SEARCH_TYPE
SEL_INVENTORY_TYPE
Primary Associated Table/s:
SEL_MMS_ID= MMS_RECORD.ID
SEL_INVENTORY_ID=HDEMETADATA.MID
SUP_INSTITUTION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID
REQUESTER_ID=HFRUSER.ID
MOVE_LIBRARY_ID= ORGANIZATION_UNIT.ORGANIZATION_ID
MOVE_LOC_CODE=LOCATION_CODE
WORK_FLOW_ID= FUL_REQ_WORKFLOW_ENTITY.ID
RECALLED_ITEM_LOAN_PID= HDEMETADATA.MID
READING_LIST_CITATION_ID= READING_LIST_CITATION.ID
RS_REQUEST_ID= IN_RES_SHR_REQUEST.ID or OUT_RES_SHR_REQUEST.ID
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FUL_REQUEST_HISTORY
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Same as FUL_REQUEST for older fulfilled requests
|
IN_RES_SHR_REQUEST
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Manages incoming (lending) requests for resource sharing.
Key Fields with Set Enumeration:
FORMAT
LOCATE_STATUS
CITATION_TYPE
IN_RES_REQUEST_STATUS
LEVEL_OF_SERVICE
Primary Associated Table/s:
MMS_ID=MMS_RECORD.ID
IE_ID=HDEMETADATA.MID
ASSIGN_TO=HFRUSER.ID
EXTERNAL_PROFILE_ID=RS Profile ID
PARTNER_ID= RES_SHR_PARTNER.ID
ITEM_BARCODE=Item’s Barcode
ITEM_ID=HDEMETADATA.MID
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IN_RES_SHR_REQUEST_HISTORY
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Same as IN_RES_SHR_REQUEST, but for historical fulfilled incoming (lending) resource sharing requests
|
ITEM_LOAN
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Manages all active loans.
Key Fields with Set Enumeration:
LOAN_STATUS
Primary Associated Table/s:
ITEM_ID=HDEMETADATA.ID
USER_ID=HFRUSER.ID
MMS_ID=MMS_RECORD.ID
LOAN_CIRC_DESK_ID=Circulation Desk ID
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ITEM_LOAN_CHANGE
|
Manages all activities within each loan such as Renewals and recalls.
Key Fields with Set Enumeration:
LOAN_STATUS
LOAN_STATUS_CHANGE
Primary Associated Table/s:
ITEM_LOAN_ID=ITEM_LOAN.ID
CIRC_DESK_ID=Circulation desk ID
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OUT_RES_SHR_REQUEST
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Manages outgoing (borrowing) requests for resource sharing.
Key Fields with Set Enumeration:
FORMAT
LOCATE_STATUS
CITATION_TYPE
Primary Associated Table/s:
MMS_ID =MMS_RECORD.ID
ITEM_LOAN_ID=ITEM_LOAN.ID
REQUESTER_ID=HFRUSER.ID
STUB_ITEM_PID=HDEMETADATA.MID
FUL_REQUEST_ID= FUL_REQUEST.ID
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OUT_RES_SHR_REQUEST_HISTORY
|
Same as OUT_RES_SHR_REQUEST, but for completed historical outgoing (borrowing) resource sharing requests.
|
RES_SHR_GENERAL_MESSAGE
|
Resource sharing messages sent to/from RS partners.
Key Fields with Set Enumeration:
STATUS
TYPE
Primary Associated Table/s:
REQUEST_ID= FUL_REQUEST.ID
|
RES_SHR_PARTNER
|
Resource sharing partners are managed here.
Key Fields with Set Enumeration:
PROFILE_TYPE
Primary Associated Table/s:
LOCATE_PROFILE_ID=Resource sharing locate profile ID config
|
RES_SHR_PARTNER_RECORD
|
Specific resource sharing partner request-related details
Key Fields with Set Enumeration:
OUT_RES_REQUEST_STATUS
RECORD_STATUS
Primary Associated Table/s:
OUT_RES_SHR_REQUEST_ID= OUT_RES_SHR_REQUEST.ID
PARTNER_ID= RES_SHR_PARTNER.ID
|
RES_SHR_PARTNER_REC_PARAM
|
Specific parameters used by a resource sharing partner record.
Primary Associated Table/s:
RS_PARTNER_REC_ID= RES_SHR_PARTNER_RECORD.ID
|
Field | Description |
---|---|
HFRUSER
|
This table manages users of the system. The information and user identifying information are not stored here and are not provided in the Alma local backup. This table is provided with an ID to allow interpretation user-related activity such as loans and requests.
Key Fields with Set Enumeration:
STATUS
RECORD_TYPE
USER_TYPE
|
HFRUSERROLES
|
All users’ roles are managed here.
Key Fields with Set Enumeration:
ROLE_TYPE
Primary Associated Table/s:
USER_ID=HFRUSER.ID
|
HFRUSERROLESPARAMETERS
|
Some specific roles have special parameters, for instance circulation desk operators define circulation desks in which their role is relevant.
Primary Associated Table/s:
USERROLE_ID= HFRUSERROLES.ID
|
USER_BLOCK
|
Manages all cases where a user of the system has been blocked from any fulfillment service.
Key Fields with Set Enumeration:
TYPE
Primary Associated Table/s:
USER_ID=HFRUSER.ID
BLOCK_DEFINITION_ID= A specific block configuration definition for the user’s specific block.
|
USER_DEMERIT
|
When demerits are in use, all users’ demerits are managed here.
Primary Associated Table/s:
LOAN_ID=ITEM_LOAN.ID
USER_ID=HFRUSER.ID
|
USER_FINES_FEES
|
The sum of the outstanding users fines/fees are managed here.
Key Fields with Set Enumeration:
FINE_FEE_TYPE = Any of the supported fine fee types in your institution.
FINE_FEE_STATUS = ACTIVE, INDISPUTE, CLOSED
Primary Associated Table/s:
ITEM_ID=HDEMETADATA.MID
ITEM_LOAN_ID=ITEM_LOAN.ID
USER_ID=HFRUSER.ID
|
USER_FINE_FEE_TRANSACTION
|
Each individual fine/fee a user accrues and/or pays partially or fully to reduce is tracked here.
Key Fields with Set Enumeration:
FINE_FEE_TRANSACTION_TYPE
TRANSACTION_METHOD
Primary Associated Table/s:
FINE_FEE_ID=USER_FINES_FEES.ID
|
USER_NOTE
|
Users’ notes are tracked in this specific user note table.
Key Fields with Set Enumeration:
TYPE
USERVIEWABLE
Primary Associated Table/s:
USER_ID=HFRUSER.ID
|
USER_PROXY
|
Some users may have a proxy user defined for them. The link between users and their proxy users is set here.
Primary Associated Table/s:
PROXY_FOR_ID=HFRUSER.ID
USER_ID=HFRUSER.ID
|
USER_STATISTICS
|
Users may optionally have statistical categories tagged for use in analytics reports. The user association with those category tags are managed here.
Key Fields with Set Enumeration:
STATISTICAL_CATEGORY
Primary Associated Table/s:
USER_ID=HFRUSER.ID
|
Field | Description |
---|---|
COURSE |
All courses are managed here.
Key Fields with Set Enumeration:
STATUS
0 (Inactive), 1 (Active) |
COURSE_INSTRUCTOR
|
Links between courses and their instructors, defined as users in Alma.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
COURSE_ID=COURSE.ID
|
COURSE_TERM
|
Courses with multiple terms are defined here.
Primary Associated Table/s:
COURSE_ID= COURSE.ID
|
READING_LIST
|
Courses typically have reading lists; a grouping of a set of resources to be used in a course.
Key Fields with Set Enumeration:
READING_LIST_STATUS
STATUS
VISIBILITY
Primary Associated Table/s:
COURSE_ID=COURSE.ID
ASSIGN_TO=HFRUSER.ID
|
READING_LIST_CITATION
|
The specific Bibliographic resources grouped in a reading list.
Key Fields with Set Enumeration:
LOCATE_STATUS
CITATION_STATUS
CITATION_TYPE
Primary Associated Table/s:
MMS_ID= MMS_RECORD.ID
|
READING_LIST_COLLECTION
|
Relevant only for Leganto subscribers, for managing reading lists and their related citations.
|
READING_LIST_SECTIONS
|
Relevant only for Leganto subscribers, for managing reading lists and their citations.
|
READING_LIST_SUGGESTION
|
Relevant only for Leganto subscribers, for managing reading lists and their citations.
|
OWNER
|
Used to set ownership of courses and reading lists.
Key Fields with Set Enumeration:
ATTACHED_TO_ENTITY_TYPE
Primary Associated Table/s:
ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g. COURSE.ID, READING_LIST.ID)
USER_ID=HFRUSER.ID
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