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Data migration to Librario

This guide explains how to move your existing library data to Librario. Migration is an important step in introducing Librario, so plan it carefully.

Review your starting point

First, get an overview of the data you have:

Bibliographic data

  • What data does your current software hold?
  • Can you export the metadata?
  • What format is the data in?

Hard copies

  • Are the hard copies recorded with locations and shelfmarks?
  • Are there current loans that need to be migrated?
  • Is there historical loan data that matters?

You carry over current loans through the API, together with the borrower. The loan date is the day of the import. Completed loans from the legacy system cannot be imported. Archive that data there if you need to keep it.

Digital documents

  • Where are the PDF files stored?
  • Are the files linked to the metadata?
  • Are there further documents in SharePoint or other systems?

Migration paths

You have three ways to migrate your data to Librario:

1. Migration by Librario (custom plan)

With a custom plan, we carry out the migration for you:

  1. You provide us with the exported data, for example an Excel list or the export from your current library software
  2. We analyse the format and the data structure
  3. We write a transformation script
  4. We import the data into your Librario account
  5. You check the migrated data

2. Import into Librario

If your holdings are PDF files, upload them straight into Librario: import PDF files.

Add books and articles with an ISBN, DOI or other identifier by identifier. You enter each identifier on its own or scan the barcode on the book. Librario fills in the metadata from library catalogues and specialist databases. You can’t upload a whole list of identifiers in one go. For a large collection, choose path 1 or path 3.

3. Self-service migration through the API

You can also carry out the migration yourself:

  1. Export the data from the legacy system
  2. Convert it into the REST API’s JSON format: the OpenAPI specification describes the fields a publication has
  3. Import it through our REST API (Team and Business plans)

Through the API, you create publications with the metadata from your export. Librario does not look up metadata in library catalogues on this path. Our API documentation has detailed code examples for a self-service migration.

Holdings in an Excel list

Librario does not read Excel, CSV or MARC files directly. An Excel list reaches Librario by one of the three paths:

  • A list with ISBNs or DOIs: import the publications by identifier, one identifier after another (path 2). Librario fills in the metadata.
  • Your own script: a script reads the list and creates each row as a publication through the REST API (path 3). The metadata then comes from your list.
  • Migration by Librario: with a custom plan, we do the conversion for you (path 1).

Data quality

Check the migrated data

After the migration, spot-check the data:

  • Were all publications transferred correctly?
  • Are the links to hard copies correct?
  • Can you open the PDF files?
  • Does full-text search work?

Improve step by step

A practical approach to data cleansing

Don’t aim for perfection in the first migration. The 80/20 rule works well: migrate the most important data first, in good quality. You can then improve the rest step by step while Librario is in use.

Best practices

  • Back up all data before the migration
  • Do a test run with a small amount of data
  • Document special cases and adjustments
  • Allow enough time for quality checks

Next steps

  1. Check the export options of your current system
  2. Decide whether you want to carry out the migration yourself
  3. Draw up a schedule for the migration and quality assurance

If you have questions about putting it into practice, write to us.