DigiTool Migration Workflow

Developed by Kevin Powell in 2018 to migrate Center for Jewish History assets from DigiTool to Rosetta.

Requirements

• Mapped Network Drive to at least one of the partners' Rosetta submission folders
  • 67.111.179.133
  • /storage1/operational_shared/submissions/[PARTNER_CODE]
• Mapped Network Drive to DigiTool server
  • 67.111.179.146
  • /storage6/bigstreams6/dtl-export
• Access to the Export Digital Entities job in DigiTool for at least 1 admin unit

Export from DigiTool

1. Make sure you are connected to the correct Admin Unit
   • DigiTool → Connect To
2. Start Export Digital Entities Job
   1. Management → Maintenance → Submit New Job
   2. Choose Export Digital Entities from list
   3. Search for collection and/or objects to be migrated
   4. Click Next
   5. Set the Export directory
      • [YYYYMMDD]-[PartnerCode]-[DescriptiveText]
        • [YYYYMMDD] is the date format.
          • E.g. 20180816 = August 16th, 2018
        • [PartnerCode]
          • AJH01
          • ASF01
          • LBI01
          • YIV01
          • YUM01
        • [DescriptiveText] can be the call number, name of collection, a simple description, etc.
        • Example: 20180816-AJH01-JJLYONS
      • Add sequential number to end of folder name if exporting in batches
        • Example: 20180816-AJH01-JJLYONS-001
   6. Set Format to “Digital Entities”
   7. Select the “Include Streams” and “Export Related Objects” boxes
   8. Click Next
   9. Click Confirm
3. Monitor the Export job
   • Management → Maintenance → Monitor
4. Merge batches if exporting in batches
   1. Make sure all batches have completed exporting
   2. Use Merge Batches Tool in Rosetta Deposit Processor
5. Save Export job log once job is complete
   1. Search for Job log
      • Management → Maintenance → Jobs List
        • Job Name = Export Digital Entities
        • Admin Unit = Partner whose objects are being exported
        • Job Status = Completed
   2. Click eye icon under “Action” on the far left
   3. In the pop up window, choose “Log”
   4. Click eye icon under “Action” on the far left
   5. Copy and paste contents of log into text document and save with the name of the export folder.
      • [YYYYMMDD]-[PartnerCode]-[DescriptiveText].txt
      • Save file on Rosetta server at [PartnerCode]/migration/migration_logs
6. Move DigiTool export to Rosetta server
   • [PartnerCode]/migration
   • Be patient, this may take awhile!
7. Write Migration Note in DigiTool
   • TBD
   • Partition C

Processing

1. Open Rosetta Deposit Processor
2. If the migration deposit DOES NOT require a complex structMap:
   • Processor Migration Workflow
   • CSV Template = template found here
   • Export Folder = /[PartnerCode]/migration/[YYYYMMDD]-[PartnerCode]-[DescriptiveText]
   • Move newly created deposit folder to /[PartnerCode]/CSV
3. If the migration deposit DOES require a complex structMap:
   • Processor Migration Workflow - Complex
   • Export Folder = /[PartnerCode]/migration/[YYYYMMDD]-[PartnerCode]-[DescriptiveText]
   • Move newly created deposit folder to /[PartnerCode]/METS

ALEPH Reconciliation

If the Deposit Processor extracted MARC records from the DigiTool export, open a sample amount to see if they have ALEPH system numbers in the 001 controlfield. If they do not have ALEPH system numbers, they need to be added to ALEPH:

1. Create MARCXML Batch from extracted MARC records.
2. Open the Rosetta Deposit Processor and go to Tools --> Migration Tools --> Update MARC. Locate the MARCXML Batch.

   PICTURE

3. If these MARC records are associated with a parent collection, add the ALEPH System Number for that parent collection in the pop up window.

   PICTURE

4. Once the batch has been updated, open MarcEdit. Go to File --> MARC Tools --> "MARC21XML => MARC"

   PICTURE

5. Under Input File supply the path to the updated MARCXML batch file.
6. Under Output File supply a path for a new .MRC file.
   • Use the [YYYYMMDD]-[PartnerCode]-[DescriptiveText] naming convention, but make sure it is entirely in lower case. Aleph does not like capital letters in input file names.
7. Make sure UTF-8 is chosen as Default Character Encoding
8. Click Execute
9. After the MRC file is created, double click it. This will open MARC Edit again and prompt you to create a human-readable MRK file.
10. Open the MRK file to double check the MARC records. Make sure there aren't two leaders in a record.
    • If there are two leaders, contact the Rosetta Systems Administrator
11. If the MRC file is ready to go, upload it to two locations on the ALEPH server
    • /exlibris/aleph/u22_1/cjh01/scratch
    • /exlibris/aleph/u22_1/alephe
12. Open Aleph and, follow this guide for adding records.
13. Write down the name of the log file created during the manage-18 job. This can be used in the next step as the input file.
14. Once the records are added, follow this guide for downloading MARCXML from Aleph.
15. Open Command Prompt
16. cd into the directory containing add_aleph_sys.py
17. Use the following commands

C:\> py -3.7
Python 3.7.0 on win32
>>> import add_aleph_sys
>>> csvfile = r'C:\Path\To\DepositCSV.csv'
>>> xmlfile = r'C:\Path\To\DownloadedAlephXML.xml'
>>> add_aleph_num_CSV(csvfile, xmlfile)
>>> 'C:\Path\To\EDITED_DepositCSV.csv'# If successful, the script will create an edited version of the original deposit CSV with the ALEPH system numbers added.

1. If the edited Deposit CSV is correct, move the original CSV to another location.