Importing Legacy Data

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Importing your legacy data into Ares involves moving certain data tables to the AresData database. Once you provide those tables, your Atlas Customer Service Agent will copy the data to Ares, move your files, and map them to the new format needed by Ares so that documents are matched correctly to items and courses.

The data tables given below are for migrating ERes to Ares, but other external systems can be imported if the data is provided in a similar format. If you are not using ERes, you can send us the data from your system in the format shown in the tables listed under Importing Legacy Data.

For further information or to talk with a Customer Support Agent about scheduling an ERes to Ares Migration, contact Atlas Support at service@atlas-sys.com or 800-567-7401 x1.

Docutek and ERes are Copyrights of Docutek, a SirsiDynix Company.

Your Ares Implementation package includes up to two legacy data imports prior to going live: one import for the initial load and one import for any corrections.

The key to successful data migration is properly formatted usable data. Your Atlas Customer Service Agent can provide assistance with the field information for Ares, but you will need to map your legacy fields to Ares fields using the provided field mapping information and submitting in properly formatted tab-delimited text files for import. Additional legacy data imports beyond the two free loads can be custom quoted at an hourly rate and will need to be completed prior to going live. Your Atlas Customer Service Agent will work with you on a legacy data import timeline.

Atlas can provide the complete conversion & grooming of your data to an Ares compatible format for an additional fee. Your Atlas Customer Service Agent will be your liaison to provide a quote for this service.

What To Know About Importing Data to Ares

When deciding whether to migrate data into Ares, it is important to understand that the main reason to import data is to provide your Instructors with the information they would need to build their courses in Ares. Generally, the best course of action is to migrate only the most recent semester's data so that your Instructors have a current set of courses and items available to use.

The legacy data that need to be imported are your course, user and item values. In order for the Ares database to successfully import your files, it is important that you provide your data in a format that replicates the ERes values explained here or the values found in the Ares database tables.

Preparing for the Migration

In order for Atlas to perform the migration, we will need to have access to your ERes database and reserves files (all the digital items associated with your materials). If you do not have access to the database and files, please contact your Systems Administrator or the person who manages your ERes installation. Atlas cannot import the ERes data without access to both the database and files.

ERes Data Tables Imported to Ares

The following 5 ERes data tables are imported into Ares. They are renamed with an ERes prefix, i.e., Eresdepartments. The fields are mapped to the appropriate Ares fields as shown in the tables below.

Departments Table

The Departments table is imported into Ares as ERESdepartments. The fields used are GroupNameLabelName, and LabelValue. The fields are manually entered into the CustomDropDown table by your Ares Customer Support Agent. The LabelName and LabelValue entries should be identical (e.g., the GroupName Department would have a LabelName of Anthropology and a LabelValue of Anthropology) except for GroupName entries such as State, where you may want to list the LabelName as California, for instance, but abbreviate the LabelValue to CA.

Accounts Table

The Accounts table is imported into Ares as ERESaccounts.

ERes Field

Ares Field

Username

Username

LastName

LastName

FirstName

FirstName

AccuntID (prefaced with 'EXT')

LibraryID

Address1

Address1

Address2

Address2

City

City

State

State

Zip

Zip

Phone

Phone1

(N/A)

Cleared (set to 1)

(N/A)

Trusted (set based on the checkbox)

(N/A)

AuthMethod (set based on radio button)

(N/A)

Password (set based on either Username or default password entered)

GroupLevel *

UserType

GroupLevel **

Status

Email

EmailAddress

*Faculty and Assistant becomes Instructor. All others become staff.

**Faculty and Assistant becomes Faculty. All others become staff.

Courses Table

The Courses table is imported into Ares as ERESCourses.

ERes Field

Ares Field

CourseName

Name

SectionNum

CourseCode

'***' + CourseId + '***' + Description

Description

(N/A)

Semester (defined in UI)

(N/A)

StartDate (defined by Semesters table)

(N/A)

StopDate (defined by Semesters table)

(N/A)

Active (set to 1)

DeptName (from Eresdepartments)

Department

InstrLastNames Abbreviation (from departments)

Instructor

+ CourseNumber

CourseNumber

CourseWareLink

URL

Pass

CoursePassword

All courses that are imported into Ares are imported by default into the most recent semester. The semester name is Imported Courses and ends 6 months from the date of importing. Reserves Staff will need to manually adjust the course semesters in the Ares client after the migration is complete.

CourseToUser Table

The CourseToUser table is imported into Ares as EresCourseToUser.

ERes Field

Ares Field

(N/A)

CourseId (from Ares Courses table)

Username

Username

(N/A)

UserType (First user found and added as the instructor. Others are added as proxy instructors.)

Documents Table

The Documents table is imported into Ares as ERESDocuments.

ERes Field

Ares Field

Description (Articles and chapters become SER. All others become MON.)

ItemType

Description (Articles and chapters become article. All others become book.)

ItemFormat

Journal, TitlePrimary and Title are used.

Title

TitlePrimary and Title are used.

ArticleTitle

AuthorPrimary + AuthorSecondary

Author

SectionInfo

Pages

(N/A)

RequiresCopyright set to false

datePub

PublicationDate

callNumber

CallNumber

standardNumber

ISXN

(N/A)

Active Date (set to course semester start date)

(N/A)

Inactive Date (set to course semester stop date)

Volume

Volume

Issue

Issue

'***EXT' + DocId + '***'

CitedIn

(N/A)

Username set to System

(N/A)

CurrentStatus (set to Imported Reserve Item)

If url is defined, then the url field.If hardcopy is set, then hardcopy. Otherwise, map to new docs during import process.

Location

If url, WebLink. If hardcopy, HardCopy, otherwise based on extension.

DocumentType

If url or digital item, Item Available on Electronic Reserves. If hardcopy, Item Available at Desk.

Current Status

Copying PDF Files to the Ares Server

Ares names electronic PDF files according to a numerical value that is equivalent to the Item ID. For example, if Item ID 22 was a request for an electronically delivered PDF file, the PDF file would be named 22.pdf. Before you can copy your PDF files to your Ares server you must rename the files to a number value that coincides to the Item ID you would use in Ares.

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