KOHA / LIBRARY AUTOMATION

Before you migrate your library data

A migration needs an agreed data scope, repeatable preparation and checks by the library team. Use this checklist for an initial project discussion.

1. Record the starting point

Identify the current software, available exports, approximate record counts and who is authorised to share them. Include bibliographic and item records, patrons, active loans, holds and relevant account balances.

2. Keep a protected original

Retain an untouched export and a backup. Work on copies and record every transformation. Use anonymised samples during early assessment; do not email real patron records or passwords through a public enquiry form.

3. Agree on mapping and cleanup

Check accession numbers and barcodes for uniqueness, match branches and item types, and define handling for missing identifiers and duplicate records. Review character encoding, dates and locally used fields.

4. Trial the migration

Test on an isolated system. Compare expected and imported counts, inspect representative records and confirm that patrons, items and active loans remain correctly linked.

5. Let staff test real workflows

Ask staff to search the OPAC, check availability, issue and return items, apply circulation rules and review relevant reports. Resolve differences before agreeing a cutover.

6. Plan the move and rollback

Agree on the data freeze, final export, backup, responsibility for validation, rollback criteria and post-migration support. Record acceptance by the library; a successful import count alone is not acceptance.

Data migration services · Prepare a project brief · Discuss your migration