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    Alma Subscription Termination and Data Retrieval

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    How will customers get a copy of their data in case of Alma subscription termination?

    Alma customers terminating their Alma subscription may utilize the following methods to retrieve their data:
    1. Using Alma's built-in data export, publishing, and other retrieval capabilities. See information below (export to .csv/.xml/.xls, and so forth).
    2. If the customer prefers an Oracle Alma Local Backup data file (in Oracle .dmp format), this may be optionally requested and provided securely by Ex Libris at a secure FTP drop-point, using SFTP credentials provided by the Alma customer.

    Retrieving Data Using Alma's Built-In Capabilities

    Alma has a wide variety of options for data retrieval. The table below breaks down some of the key ways a customer may retrieve data (by area) independently of, and without coordination with, Ex Libris.

    Key Alma Data Retrieval Options by Area

    Field Description
    Bibliographic records embedded with physical/electronic/digital metadata
    Using Alma's General publishing profile, it is possible to export all bibliographic data (XML) in the relevant standard metadata format with embedded field information for all related physical inventory (holdings and items), electronic portfolios (including related linking information), and digital representations. For more information on this option, see here.
    Bibliographic records (only)
    Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible to create sets of specific bibliographic records or all bibliographic records and export them in the relevant metadata format stored as binary or XML. For more information, see here.
    Bibliographic records can also be retrieved using Alma's API capabilities.
    Item records (only)
    • Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible to create sets of specific items or all items and export them in .csv format.  For more information, see here.
    • Item records can also be retrieved using Alma's API capabilities.
    Holdings records (only)
    Holdings records can be retrieved using Alma's API capabilities.
    Electronic portfolios (only)
    Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible to create sets of specific portfolios or all portfolios and export them in .txt, KBART, or Google Scholar format. For more information, see here.
    Digital representations (only)
    • Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible to create sets of digital titles and export them as XML in the OAI_DC metadata format.  For more information, see here.
    • Digital representations can also be retrieved using Alma's API capabilities.
    Digital files (only)
    It is possible to access and download the digital file streams being managed by Alma's backend cloud storage service solution (Amazon S3) using the Amazon S3 batch access/download tools. For more information on accessing this file content, see here.
    Local authority records (only)
    Using Alma's Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible to create sets of specific local authorities or all local authorities and export them in the relevant metadata format stored as binary or XML. For more information, see here.
    Libraries, locations, and other codes and setup
    • The list of libraries, locations, and other code-based configuration lists may be exported as Excel/.csv by going to the relevant configuration list and using the Tools > Excel download option.
    • These settings can also be retrieved using Alma's API capabilities.
    Users, fines/fees, and blocks
    • Users may be exported as XML using the SIS integration profile and may include block information. For more information, see here.
    • Active fines/fees may be exported as XML using the bursar export integration profile. For more information, see here.
    • All fines/fees may also be retrieved as Excel/.csv using Alma Analytics. For more information, see here.
    • Both users and fines/fees records may also be retrieved using Alma's API capabilities.
    Loans
    • Loans may be retrieved as Excel/.csv using Alma Analytics. For more information, see here.
    • Active loans may also be retrieved using Alma's API capabilities.
    Requests
    • Requests may be retrieved as Excel/.csv using Alma Analytics. For more information, see here.
    • Active requests may also be retrieved using Alma's API capabilities.
    Vendors
    Vendors may be retrieved using Alma's API capabilities.
    Funds and ledgers
    Funds and ledger definitions may be retrieved using Alma's API capabilities.
    Fund transactions (allocations, expenditures, dis/encumbrances)
    Fund transactions may be retrieved as Excel/.csv using Alma Analytics. For more information see here.
    Purchase orders and lines
    Purchase orders and lines may be retrieved using Alma's API capabilities.
    Invoices
    Invoices and lines may be retrieved using Alma's API capabilities.
    Licenses
    Licenses may be retrieved using Alma's API capabilities.
    Courses and reading lists
    Courses and reading lists may be retrieved using  Alma's API capabilities.
    Resource sharing partners
    Resource sharing partners may be retrieved using Alma's API capabilities
    COUNTER usage data
    COUNTER data may be retrieved as Excel/.csv using Alma Analytics. For more information see here.

    Receiving Data in Oracle Format

    Customers who have provided termination notification to Ex Libris and prefer an Oracle .dmp format for data receipt, are optionally entitled to request their Alma Oracle data from Ex Libris according to the following process: 
    1. Test data retrieval:  A request is opened using the Ex Libris CRM system after the termination notification in order to allow the customer time to become familiar with the data format and data provisioning process (for instance, to use in the new system) in advance of the effective termination date. Ex Libris will provide the data within 30-45 days of the customer request on the supplied SFTP server.
    2. Final data retrieval:  A request  is opened using the Ex Libris CRM system prior to the effective termination date specifying the date the data should be retrieved from Alma. This should be the same date the customer ceases to make data updates in Alma. The request should be made at least 45 days prior to the date it is needed in order to allow appropriate coordination.
    For more information on the Oracle data format and process, refer to Oracle Local Backup.

    Closing Access to Alma

    The customer's Alma login and access will be discontinued on the effective date of termination. However, Ex Libris will continue to maintain the customer data for an additional 30 days after that date. After this period, Ex Libris shall have no obligation to maintain or provide any customer data relating to the expired or terminated subscription and will, unless legally prohibited, delete it.
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