1.4 - Decommissioning Libraries
Introduction
Should a Library wish to leave the Libraries Victoria shared platform, they must first give due notice to the Libraries Victoria Advisory Committee and the PLV in accordance with the Management Agreement and any other contractual obligations.
In the event of a Library leaving the platform, all efforts must be made to ensure no Libraries Victoria library is adversely impacted by the process of data extraction and deletion and local policy removal.
1.4.1 – Project Management and Roles
Once agreement has been reached for a library to leave the Consortium, a project plan for the decommissioning process will be prepared by the Platform Systems Administrator in consultation with the departing Library. A formal agreement between PLV, the LMS vendors and the departing library will be negotiated, outlining the responsibilities of all parties in the decommissioning.
The Platform Systems Administrator will liaise closely with the LMS vendor and the departing library to ensure the integrity of the process and that no data or policy corruption occurs on the Libraries Victoria database.
The departing Library will engage the Libraries Victoria LMS vendor to arrange for data extraction, and is responsible for the integrity of their data being extracted. The Library will also take responsibility for liaising with their new vendor regarding their migration schedule, and keep the Platform Systems Administrator informed as to the progress of, and any changes to their migration schedule.
1.4.2 - Decommissioning Tasks Schedule
Pre Data Extraction Tasks
Holds restrictions
At least three months prior to the data extraction, policy changes will be implemented to prevent the departing library placing holds on other Libraries Victoria library items and prevent Libraries Victoria libraries placing holds on the departing library’s items. This will allow time for intra-library loans to be returned to their respective libraries.
Search Limits
Enforced search limits may be put in place to limit the view of the departing library’s stock, and the view of Libraries Victoria items to the departing library.
Other Policy Changes
Other system policy changes may be applied to “isolate” the departing library’s data and users, as required, depending on the policy structures in place at the time.
Data Extraction
The Libraries Victoria LMS vendor will perform the data extraction on the agreed date and provide that directly to the Library and/or their new LMS vendor.
PLV retains the right to review the extracted data to ensure no Libraries Victoria data has been included, and to make sure there are no adverse consequences on the Libraries Victoria database itself.
Post Data Extraction Tasks
OPAC/Mobile App Decommissioning
The departing Library’s OPAC and library instance on the Sirsi Dynix Mobile App will be removed, and any domain addresses associated with the Library cancelled.
Outstanding Intra-Library Loans
Any items still on intra-library loan either to or from the departing library will be identified and the replacement costs calculated. Lists of all such items will be provided to the owning libraries.
SIP and Web Services Connections
The departing Library’s SIP and Web Services connections will be removed.
Data Removal
Once the departing Library’s data has been successfully extracted and they have migrated to their new LMS platform, the following data belonging to that Library will be deleted from the Libraries Victoria database:
- Outstanding unfilled Holds.
- Outstanding unpaid Bills.
- All items checked out to the Library’s users will be discharged and prepared for Discard/deletion.
- All items belonging to the Library will be discharged and prepared for Discard/deletion.
- All of the Library’s user records will be deleted.
- All remaining items belonging to the Library will be deleted.
- All staff login accounts will be disabled and deleted.
Local Policy Removal
Once the departing Library’s data has been successfully extracted and deleted from the Libraries Victoria database, the LMS vendor and the Platform Systems Administrator will commence the removal of all outstanding local data and policies from the system where possible.
Possible Additional costs
Any costs associated with the decommissioning project, including database management, data extraction and post-extraction policy and data removal, will be borne by the departing Library.