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Security and Data Privacy Alma Subscription Termination and Data Retrieval
Introduction
What is the Alma Local Backup service?
Alma Local Backup is a new premium service that provides your institution with a copy of your core Alma production data, enabling you to load this data into one of your institution’s local, on-premises Oracle databases. The data included in the Alma Local Backup represents the key data elements managed in Alma. The local backup data is provided securely by Ex Libris on a secure FTP location provided by your institution.
When a subscription for the Alma Local Backup service is purchased:
Why is Ex Libris offering this premium service?
We are offering this premium service in response to requests from customers over the past few years. While there may be a number of different reasons for this request, the main reason voiced by customers is to have an "insurance policy" as they move to a cloud-based SaaS system.
The Alma Local Backup service is not…
Customers are free to use the data from the Alma Local Backup for different purposes, but as the refresh frequency is up to once a quarter, the Alma Local Backup service is not intended to replace any of Alma’s data export/publishing capabilities. Customers who need to export/publish data to different external systems (national catalogs, resource sharing systems, institutional data warehouses, and so forth) should continue to use the wide variety of export and publishing capabilities that are an integral part of Alma (such as export tools in functional areas, batch publishing/export, Analytics export, and data retrieval using APIs). 
Is this an annual subscription, or does the customer need to commit to a number of years?
Similar to the premium sandbox service, the Alma Local Backup service requires an annual subscription. Customers are not required to commit to multiple years of subscription.
Why is this a premium service and not a standard part of each customer's subscription?
As part of the service, our Cloud Operations group must perform an export of a "single tenant's" data from our multi-tenant environment (our backups are "multi-tenant" by nature). This complex process is labor-intensive and creates additional cloud operational costs. As such, it can be provided only as a premium service.
How will customers get a copy of their data?
The local backup data file will be provided securely by Ex Libris at an SFTP drop-point, using credentials provided by the institution.
What is required from the customer in order to use the local backup copy?
The customer must have a local SFTP location (Ex Libris will upload the backup file to this location) and a local/on-premises Oracle database (Enterprise edition, release 19c) so that they can locally load/restore the backup file to the local Oracle database.
What data is included in the Alma Local Backup, and in what format?
The data included in the Alma Local Backup includes all of the institution’s core data and represents the key data elements managed in Alma. Certain data related to transient events and caches, configuration, and encrypted personal data elements are not included in the Alma Local Backup. The data is provided as an Oracle database "dump file" (.dmp file) which is commonly used for data export from Oracle databases. The table below represents a high-level list of the data elements. More detailed information can be found below in the Alma Table/Field Definitions section below.
AreaData Elements
Resource ManagementBibliographic and inventory: physical, electronic and digital (holdings, items, e-collections, portfolios, digital representations, and file metadata; note that digital files are served from and backed up on, Amazon Web Services)
Acquisitions and ERMFunds, vendors, orders, invoices, licenses
FulfillmentLoans, requests and user fines/fees, resource sharing partners, courses and reading lists
General and UsageLoan and request history, acquisitions history, counter e-usage data, libraries, locations
Preparatory Steps
Perform the following preparatory steps on your local on-premises Oracle database before you load the backup files Ex Libris provides. After your Oracle database is ready and configured, use Oracle’s data pump import commands to load your institution’s local backup data. The instructions for the setup and import of the local backup data, as well as an overview of the data elements included, are provided by Ex Libris.
  1. Prepare a Linux server that will meet the Oracle 19c system requirements, with enough disk storage for running a considerably large database:
    • OS level – Linux x64-86 platform, version 7 or later
    • Filesystem disk space
    • Memory resource (CPU cores and RAM)
    • Please consult with ExLibris CPG for your system requirements
  2. Install Oracle Software and Create Database
    • The required database is version 19c, Enterprise edition.
    • The database character set and national character set are both in UTF8.
    • Tune the DB parameters properly based on the DB size to be imported - check with Exlibris CPG/DBA as needed.
Oracle Standard Edition is not supported as it lacks the features to support the running of the Alma database.
  1. Create the USERS tablespace which will hold imported data
    create tablespace USERS
    datafile '/exlibris/oradata/alma/data/users_ts_01.dbf' size 10G autoextend on next 100M maxsize unlimited;
  2. Create oracle EXL_ADMIN schema user with proper roles and rights
    CREATE USER EXL_ADMIN IDENTIFIED by EXL_ADMIN
    DEFAULT TABLESPACE USERS
    TEMPORARY TABLESPACE TEMP
    ACCOUNT UNLOCK;
     
    ALTER USER EXL_ADMIN DEFAULT ROLE ALL;
    ALTER USER EXL_ADMIN QUOTA UNLIMITED ON USERS;
    ALTER USER EXL_ADMIN QUOTA UNLIMITED ON SYSTEM;
     
    GRANT CONNECT, RESOURCE, DBA TO EXL_ADMIN;
    GRANT DATAPUMP_EXP_FULL_DATABASE TO EXL_ADMIN;
    GRANT DATAPUMP_IMP_FULL_DATABASE TO EXL_ADMIN;
  3. Create a mount point or a physical directory named /import_alma_backup on your filesystem where import data files will be placed. For example, /exlibris/import_alma_backup.
    mkdir -p /exlibris/import_alma_backup
    chmod -R 755 /exlibris/import_alma_backup
  4. Create an oracle directory named EXP_DIR which points to the above physical directory
    sqlplus / as sysdba
    create or replace directory EXP_DIR as '/exlibris/import_alma_backup';
    grant read, write on directory EXP_DIR to EXL_ADMIN;
    This directory name is defined as EXP_DIR and will be used in the import parfile.  EXL_ADMIN user is granted read/write rights on this directory for export/import.
  5. Review and tune database redo log sizes for the Alma database
    sqlplus / as sysdba
     
    set pause off
    col member format a45
    set linesize 150
    col MB format 9999999999
    col status format a10
    col blocksize format 999999999
    col group# format 999999
    col thread# format 9999999
    col sequence# format 9999999
    col members format 999999
     
    select a.group#, a.member, b.bytes/1024/1024 MB, b.blocksize, b.status
    from v$logfile a, v$log b
    where a.group# = b.group#;
    NOTE: If you are unsure about tuning redo logs, please contact Exlibris DBA
    • Alma database needs to have 5 groups of redo logs, each 512M at minimum
    • Run the following query to check for redo log files and size
  6. Review and resize database tablespaces
    • Alma database requires considerable tablespace size to run
    • ExLibris will deliver a set of useful scripts for local customer to use prior to data import 
    • To check overall tablespace health, please run scripts/check_tbs.sql
    • To check SYSTEM, SYSAUX, UNDO tablespaces, please run scripts/check_tbs_dbf.sql
    • To check TEMP tablespace, please run scripts/check_tbs_TEMP.sql
  7. Prepare the USERS tablespace for data import
    • ExLibris DBA will provide customer with an estimated tablespace sizing info for the USERS tablespace together with the exported data
    • USERS tablespace must be at least 20% larger than required minimum tablespace size
    •  USERS tablespace can be resized by adding new datafiles
    • To check USERS tablespace, run scripts/check_tbs_USERS.sql
    • To create or resize USERS tablespace, please reference scripts/create_tbs_USERS.sql
    • Also reference scripts/README.tablespace for guidance
  8. Ensure that you have a secure FTP location and credentials at your institution that:
    • Is open to the Ex Libris Alma environment in your region. For details on the IPs in your region, refer to Technical Requirements for Alma and Discovery Implementation.
    • Has enough space to temporarily hold the transfer of the Alma Local Backup.
  9. Ensure that there is enough disk space to handle the transfer and load of your local backup. Local backup files are provided in a 90% compressed gz files and are expected to be 70G/M bibliographic records on your institution's secure FTP location after they are downloaded to /import_alma_backup.
    Some large databases may require far larger disk space on filesystem and database. You shall receive a sizing estimate from ExLibris team.
    • Untar the local backup files: ~70G/M bibliographic records on /import_alma_backup
    • Load the local backup files to your database: ~70G/M bib records
    • Total: ~150G disk/M bib records required for download/import process per Alma institution. Half of the needed storage can be temporarily allocated on the secure FTP and on /import_alma_backup and removed after successfully importing to your local on-premises Oracle database.
As noted previously, when you are ready to request a local backup (up to once/quarter, when purchased), contact Ex Libris using the CRM system, indicating your institution’s name, Alma domain, and your secure FTP access credentials. Allow up to 30 days for provision of local backup data.
Import Local Backup Data
Perform the following steps to import local backup data:
  1. After you receive the Ex Libris notification that the local backup has been completed, download your institution’s local backup files as prepared by ExLibris CPG or DBA,  to the /import_alma_backup directory:
    • Download alma_localbackup_customer.zip that contains scripts
    • Download local_backup_final*.tar.gz
  2. Unzip the downloaded scripts package using the unzip command: unzip alma_localbackup_customer.zip
    This will create a scripts folder which contains all supplied scripts and parfile for import
  3. Untar the downloaded gzip files that contain data using this command: cat local_backup_final_3975_3978_tar.gz.* | tar xzvf –
    This will create a folder called “local_CustID_InstID” with all data dump files for a particular CustomerID/InstitutionID, for example:
    cd local_3975_3978 && ls
    local_backup_final_3975_3978_01.dmp  local_backup_final_3975_3978_03.dmp
    local_backup_final_3975_3978_02.dmp  local_backup_final_3975_3978_04.dmp
  4. Move all data dump files from local_CustID_InstID folder to the /import_alma_backup directory.  For example:
    mv local_3975_3978/* /exlibris/import_alma_backup/​.
  5. Review and edit parfile in the scripts folder, and ensure that customerID and institutionID are exactly matching with those data dump files:
    • View scripts/final_script_par.<CustID>_<InstID>
      This parfile will be prepared/delivered by ExLibris DBA together with data dump files. It does not require any change, except ensuring that dumpfiles are matching.
    • Sample content of final_script_par.3975_3978:
      dumpfile=local_backup_final_3975_3978_%U.dmp
      LOGFILE=import_3975_3978.log
      REMAP_SCHEMA=EXL_ADMIN:EXL_ADMIN
      REMAP_TABLESPACE=USERS:USERS
  6. Review and update IMPORT.sh script as needed
    • Cd scripts and vi IMPORT.sh
    • Make sure that TAG is matching, like TAG=3975_3978
    • Make sure that EXL_ADMIN password is matching, and update as needed
    • Make sure that PARFILE=<PATH> is matching
    • Set the permission to 750 on the script: chmod 750 IMPORT.sh
  7. Run the IMPORT.sh script in screen and bash mode, as this process might be time consuming, depending on the dump file size:
    • screen -R oraImport
    • bash –login
    • ./IMPORT.sh
      • If you catch 4 errors in the beginning regarding EXL_ADMIN user rights, they can be ignored. This is because the EXL_ADMIN in the source database has more rights than in the targeted database. See Sample Output of import.log below.
      • Depending on data size, the import process can run from 30 minutes to 15 hours.
      • When the process finishes, you can exit from screen by typing “exit”. If you lose screen session or connection lost, you can re-attach to the screen session by checking “screen -list” and then “screen -dr <screen_session_name>”.
    • Use scripts/check_tbs.sql to monitor the USERS tablespace usage while the import process is running.  Should the USERS tablespace get over 85% full, please add new datafiles to the USERS tablespace.
  8. Post-Import checking:
    Run POST_IMPORT.sh bash script
    This script will be included in the scripts folder delivered to the customer and will perform all needed work after import:
    • Verify total of tables imported
    • Rename table
    • Disable security group policy
    • Check and recompile invalid constraints
    • Check and recompile invalid indexes
    • Check and ensure no partitions
    • Check for any invalid objects
    • Email check results
If you are a consortium and have more than one institution in your Alma local backup environment, repeat steps 1 and 2 for each Alma institution. 
Please consider creating different schema user and/or tablespace for each subsequent unique Alma institution. For example, USERS2 tablespace with EXL_ADMIN_2, USERS3 tablespace and EXL_ADMIN_3 user. 
If you have questions, please reach out to ExLibris for consultation.
Your local backup of your Alma institution’s database is now ready for use. For more information on the Alma table data in your Alma local backup database, see Alma Table/Field Definitions (High-Level).
Sample Output of Import.log
Import done in AL32UTF8 character set and UTF8 NCHAR character set
export done in UTF8 character set and UTF8 NCHAR character set
Starting "EXL_ADMIN"."SYS_IMPORT_FULL_01":  EXL_ADMIN/******** directory=EXP_DIR parfile=/data/databases/Alma53/import_alma_backup/instmig/scripts/final_script_par.3975_3978
Processing object type SCHEMA_EXPORT/USER
ORA-39083: Object type USER:"EXL_ADMIN" failed to create with error:
ORA-02380: profile EXL_PROFILE does not exist
 
Failing sql is:
 CREATE USER "EXL_ADMIN" IDENTIFIED BY VALUES 'S:93E742BC38EED452BF8CB13A367BFD93E2CFC07D3A17146D1089EBC2E6A4;T:E38F39F5AFA93171D8B499855A7583E1E090B7DF23673AA390D31E4D8B3F02E76F915134FB6A2EA3AAA4874449BE72959C17985661071BFE313F8839DB6474CCEB52D03C6F7CFCAC84FFD9E0FE62BE12;3AB126F23340770F' DEFAULT TABLESPACE "USERS" TEMPORARY TABLESPACE "TEMP" PROFILE "EXL_PROFILE"
 
Processing object type SCHEMA_EXPORT/SYSTEM_GRANT
Processing object type SCHEMA_EXPORT/ROLE_GRANT
ORA-39083: Object type ROLE_GRANT failed to create with error:
ORA-01919: role 'EXL_SCHEMA' does not exist
 
Failing sql is:
 GRANT "EXL_SCHEMA" TO "EXL_ADMIN"
 
ORA-39083: Object type ROLE_GRANT failed to create with error:
ORA-01919: role 'URM_SCHEMA' does not exist
 
Failing sql is:
 GRANT "URM_SCHEMA" TO "EXL_ADMIN"
 
ORA-39083: Object type ROLE_GRANT failed to create with error:
ORA-01919: role 'PLUSTRACE' does not exist
 
Failing sql is:
 GRANT "PLUSTRACE" TO "EXL_ADMIN"
...
Processing object type SCHEMA_EXPORT/TABLE/INDEX/INDEX
Processing object type SCHEMA_EXPORT/TABLE/CONSTRAINT/CONSTRAINT
Processing object type SCHEMA_EXPORT/TABLE/STATISTICS/TABLE_STATISTICS
Job "EXL_ADMIN"."SYS_IMPORT_FULL_01" completed with 4 error(s) at Fri Oct 9 02:10:05 2020 elapsed 0 00:03:55
Alma Table/Field Definitions (High-Level)
The majority of data elements in the Alma exit data include the following base set of 12 fields which give each table entry its relevant primary unique internal ID, ownership and editor history (for example, which user modified the record and when). All data provided is specific to the single institution exiting, even if the institution is part of a consortium.
FieldDescription
IDPrimary Key
APPLICATIONInternal use
CREATORUser Name of the record Creator
MODIFIED_BYUser Name the record was Modified By
MODIFIED_BY_JOBThe Job ID for records batch updated by a job
CREATE_DATEDate Created (UTC)
MODIFICATION_DATEDate Modified (UTC)
MODIFICATION_HISTORYInternal session tracking of record modifications
CUSTOMERIDORGANIZATION_UNIT.ID
INSTITUTIONIDORGANIZATION_UNIT.ID
LIBRARYIDORGANIZATION_UNIT.ID
LIBRARYUNITIDNot In Use
Certain data related to transient events and caches, configuration, and encrypted personal data elements are not included in the Alma local backup as they can be exported securely from Alma using standard export or analytics routines.
General
FieldDescription
ORGANIZATION_UNITThis table manages institution and library definitions.
Key Fields with Set Enumeration:
STATUS
ACTIVE, DELETED
ORG_TYPE
CUSTOMER, INSTITUTION, LIBRARY
Primary Associated Table/s:
All other tables reference ORGANIZATION_UNIT. ORGANIZATION_ID via their CUSTOMERID, INSTITUTIONID and LIBRARYID.
ATTACHMENTAll binary attachments of all areas of the system are stored here.
Key Fields with Set Enumeration:
ATTACHED_TO_TYPE - the data area type of each attachment – e.g. com.exlibris.repository.model.HLicense = License
com.exlibris.core.infra.model.HFrUser = User
Primary Associated Table/s:
ATTACHED_TO_ENTITY_ID​=ID of relevant data area indicated by ATTACHED_TO_TYPE (e.g. LICENSE.ID, HFRUSER.ID, PO_LINE.ID, etc.)
NOTEAll area’s notes (except inventory notes stored in HDEMETADATA.VALUE and user notes stored in USER_NOTES).
Key Fields with Set Enumeration:
ATTACHED_TO_ENTITY_TYPE​- the data area type of notes – e.g. com.exlibris.urm.acquisition.model.po.POLine = PO line
Primary Associated Table/s:
ATTACHED_TO_ENTITY_ID​=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g. PO_LINE.ID, LICENSE.ID, etc.)
Acquisitions and ERM
TableDescription
CONVERSATIONConversation chains opened per vendor typically based on a POL claim are managed here.
Primary Associated Table/s:
ENTITY_ID = VENDOR.ID
RELATED_ENTITY_ID = PO_LINE.ID
Key Fields with Set Enumeration:
RELATED_ENTITY_TYPE
com.exlibris.urm.acquisition.model.po.POLine
CONVERSATION_MESSAGEEach message of each conversation chain with a vendor triggered by a POL claim is managed here.
Primary Associated Table/s:
CONVERSATION_ID = CONVERSATION.ID
FUND_LEDGERAll ledgers, summary funds and allocated funds are defined here for all Fiscal years.
Key Fields with Set Enumeration:
STATUS
DRAFT, ACTIVE, INACTIVE
ENTITY_TYPE
LEDGER, SUMMARY, ALLOCATED
Primary Associated Table/s:
POLICY_ID = FUND_POLICY.ID
FUND_LEDGER_SERVED_UNITSEach ledger, summary fund and allocated fund’s available organization levels served (e.g. which libraries within the institution may expend and encumber the fund) are managed here. When any library is allowed to use the fund in the institution, the SERVED_UNIT_ID = INSTITUTIONID and the INCLUDE_SUB_UNIT = 1 – meaning all of the institution’s libraries may use the fund.
Key Fields with Set Enumeration:
INCLUDE_SUB_UNIT
0/1
Primary Associated Table/s:
SERVED_UNIT_ID = ORGANIZATION_UNIT.ID
FUND_ID = FUND_LEDGER.ID
FUND_POLICYSpecific rules or behaviors defined for any given fund. For instance, overencmbrance % or overexpenditure allowance. Typically policies are shared and defined at the ledger level.
FUND_TRANSACTIONAll fund transactions associated with allocated funds and their related orders or invoices, where relevant, are defined here.
Key Fields with Set Enumeration:
TRANSACTION_ITEM_TYPE
ALLOCATION, ENCUMBRANCE, DISENCUMBRANCE, EXPENDITURE, TRANSFER
Primary Associated Table/s:
FUND_ID = FUND_LEDGER.ID
PO_LINE_ID = PO_LINE.ID
INVOICE_LINE_ID = INVOICE_LINE.ID
FUND_TRANSACTION_HISTORYLike FUND_TRANSACTION, but contains past historical fund transactions.
INVOICEAll invoices are managed here.
Key Fields with Set Enumeration:
PAYMENT_METHOD
CREDITCARD, ACCOUNTINGDEPARTMENT
STATUS
ACTIVE, CLOSED
TASK_NAME
Ready to be Paid, InApproval, InReview, Waiting to be Sent, CLOSED
PAYMENT_STATUS
NOT_PAID, PAID
APPROVAL_STATUS
CREDITCARD, ACCOUNTINGDEPARTMENT
Primary Associated Table/s:
VENDOR_ID= VENDOR.ID
VENDOR_ACCOUNT_ID​= VENDOR_ACCOUNT.ID
INVOICE_EXPLICIT_RATEHolds any explicit rate invoice currency details – where a specific currency rate defined should override the actual date’s rate of exchange.
Primary Associated Table/s:
INVOICE_ID​=INVOICE.ID
INVOICE_LINEAll invoices’ lines are managed here.
Key Fields with Set Enumeration:
INVOICE_LINE_TYPE
REGULAR, DISCOUNT, ADJUSTMENT, SHIPMENT, OVERHEAD, INSURANCE
Primary Associated Table/s:
INVOICE_ID​=INVOICE.ID
LICENSEHolds all core license information other than license terms.
Key Fields with Set Enumeration:
REVIEW_STATUS
INREVIEW, PENDING, ACCEPTED
TYPE
ADDENDUM, LICENSE
STATUS
DELETED, DRAFT, ACTIVE, EXPIRED, RETIRED
LICENSE_STORAGE_LOCATION
Code table LicenseStorageLocation
Primary Associated Table/s:
LICENSOR_ID​=VENDOR.ID
LICENSE_HISTORYSame as License, but stores historical information about past license changes and updates.
LICENSE_INVENTORYIndicates which e-inventory records are associated with which license.
Primary Associated Table/s:
LICENSE_ID​=LICENSE.ID
PACKAGE_ID​=HDEMETADATA.ID
LICENSE_NEGOTIATIONFor Network Zones only. Used to negotiate license terms for member institutions.
Primary Associated Table/s:
LICENSE_ID​.LICENSE.ID
MEMBER_CODE​=ORGANIZATION_UNIT.CODE
MEMBER_NAME​=ORGANIZATION_UNIT.NAME
LICENSE_NEGOTIATION_HISTORYSame as License Negotiation, but historical negotiations and activity are stored here.
LICENSE_TERMStores all the license terms of each license.
Key Fields with Set Enumeration:
LICENSE_TERM_CODE and LICENSE_TERM_VALUE are determined by DLF-ERMI standard values.
Primary Associated Table/s:
LICENCE_ID​=LICENSE.ID
LICENSE_TERM_HISTORYSame as License term, but stores historical license terms and activity previously stored on licenses.
PDAPatron Driven Acquisition vendor profile information managed here.
Key Fields with Set Enumeration:
STATUS
ACTIVE, CANCELLED, DRAFT, PAUSED
Primary Associated Table/s:
REPOSITORY_PROFILE_ID​=MD import repository-level profile id
ORDER_PROFILE_ID​=MD import order-level profile id
VENDOR_ID​=VENDOR.ID
LICENSE_ID​=LICENSE.ID
POStores and manages all purchase orders.
Key Fields with Set Enumeration:
STATUS
ACTIVE, CLOSED, CANCELLED
TASK_NAME
NEW, INREVIEW, WAITING_FOR_SENDING_APPROVAL, WAITING_FOR_READY_LINES, INAPPROVAL,SENT
Primary Associated Table/s:
VENDOR_ID​=VENDOR.ID
VENDOR_ACCOUNT_ID​=VENDOR_ACCOUNT.ID
PO_LINEStores and manages all PO lines.
Key Fields with Set Enumeration:
PO_LINE_TYPE
All Physical, Electronic and Services POL types both continuous, one-time and standing.
STATUS
ACTIVE, CLOSED, CANCELLED
TASK_NAME
TRIAL, INREVIEW, WAITING_FOR_MANUAL_RENEWAL, RENEWAL_TRIAL, WAITING_FOR_INVOICE, AUTO_PACKAGING, MANUAL_PACKAGING, SENT, READY, CYCLIC_RENEWAL, TASK_NAME, DEFERRED
CLAIMED
0/1
MANUAL_RENEWAL
0/1
INVOICE_STATUS
PARTIALLY_INVOICED, FULLY_INVOICED, NO_INVOICE
RECEIVING_STATUS
0/1
REVIEW_STATUS
NEED_REVIEW, NO_REVIEW, UNCHECKED_REVIEW
ACQUISITION_METHOD
TECHNICAL, DEPOSITORY, EXCHANGE, APPROVAL, PURCHASE, VENDOR_SYSTEM, GIFT, OTHER, LEGAL_DEPOSIT
INVENTORY_MATERIAL_TYPE
Any value in Physical or Electronic material type. Only used to initially populate the material type of the inventory the POL creates
Primary Associated Table/s:
PO_ID=PO.ID
VENDOR_ID​=VENDOR.ID
VENDOR_ACCOUNT_ID​=VENDOR_ACCOUNT.IDPDA_ID=PDA.ID
LICENSE_ID​=LICENSE.ID (Only used for populating LICENSE_INVENTORY when initially creating PO_LINE)
PO_LINE_HISTORYLike PO_LINE, but historical changes to PO_LINES are stored here.
POLINE_STAKE_HOLDERSIndicates all interested users for each PO line and their preference for being notified once the material is received/activated.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
PO_LINE_ID​=PO_LINE.ID
TRIALManages the PO line trials for specific e-inventory.
Key Fields with Set Enumeration:
STATUS
ACTIVE, DRAFT, ANALYSIS, SENT, CLOSED
TRIAL_STATUS
RECOMMENDED, NOT_RECOMMENDED, NO_DESICION, RECOMMENDED_RESERVATION
Primary Associated Table/s:
ACQ_ITEM_ID​=PO_LINE.ID
TRIAL_PARTICIPANTIndicates which users are participating in each trial.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
TRIAL_ID=TRIAL.ID
TRIAL_QUESTIONIndicates the staff-determined questions used by each trial participant for each trial.
Primary Associated Table/s:
TRIAL_ID=TRIAL.ID
FEEDBACKTrial feedback for each trial question from each trial participant.
Primary Associated Table/s:
TRIAL_ID=TRIAL.ID
TRIAL_PARTICIPANT_ID​=HFRUSER.ID
TRIAL_QUESTION_ID​=TRIAL_QUESTION.ID
SURVEY_FORMSurveys created for running evaluations and trials in Alma. Contains a form name and code based on the survey created by staff.
SURVEY_QUESTIONThe questions and order of questions included in each survey.
Primary Associated Table/s:
SURVEY_ID= SURVEY_FORM.ID
USAGE_DATA_LOCALElectronic usage / Counter data is harvested here and used by Analytics e-usage and e-usage/cost reports.
VENDORCore vendor data information.
Key Fields with Set Enumeration:
STATUS
1=Active, 0=Inactive, 2=Deleted
Primary Associated Table/s:
USERID=HFRUSER.ID (Every vendor has a non-viewable user record in order to allow association of contact info with the vendor)
VENDOR_ACCOUNTCore vendor account data information
Key Fields with Set Enumeration:
STATUS
1=Active, 0=Inactive, 2=Deleted
Primary Associated Table/s:
VENDOR_ID​=VENDOR.ID
VENDOR_ACCOUNT_PAY_METHODSIncludes all the payment methods supported by each specific vendor account. This ties together with invoicing preferences when invoicing on a specific vendor and vendor account.
Key Fields with Set Enumeration:
PAYMENT_METHOD_STR
ACCOUNTINGDEPARTMENT, ATTACHMENT, INVOICE, CASH, BANKTRANSFERS, DEPOSITACCOUNT, PREPAYMENT, CREDITCARD
Primary Associated Table/s:
VENDOR_ACCOUNT_ID​=VENDOR_ACCOUNT.ID
VENDOR_ACCOUNT_SERVED_UNITSEach vendor or vendor account’s available organization levels served (which libraries may manage/own a PO/PO line) are managed here. When any library is allowed in the institution, the SERVED_UNIT_ID = INSTITUTIONID and the INCLUDE_SUB_UNIT = 1 – meaning all of the institution’s libraries may use the vendor/vendor account.
Key Fields with Set Enumeration:
INCLUDE_SUB_UNIT
0/1
Primary Associated Table/s:
SERVED_UNIT_ID = ORGANIZATION_UNIT.ID
VENDOR_ACCOUNT_ID​=VENDOR_ACCOUNT.ID
VENDOR_ID​=VENDOR.ID
VENDOR_AND_ACCOUNT_PERSONContact users who associate with vendor/vendor account records.
Primary Associated Table/s:
VENDOR_ACCOUNT_ID​= VENDOR_ACCOUNT.ID
VENDOR_ID= VENDOR.ID
USER_ID=HFRUSER.ID (contact user associated with vendor/account)
VENDOR_INTERFACEVendor electronic interface records associated with vendors.
Key Fields with Set Enumeration:
Various fields based on fixed values for interface field definition consistent with UI options.
Primary Associated Table/s:
VENDOR_ID​=VENDOR.ID
VENDOR_SUSHI_ACCOUNTA vendor’s specific SUSHI accounts used for Counter data loading connection details.
Resource Management
FieldDescription
MMS_RECORDAll Bib, Holding and local Authority metadata is managed here – the core metadata is managed in the VALUE field as standard metadata xml (MARC, UNIMARC, KORMARC, Dublin Core). Management fields, such as suppressed records, are stored as table fields.
Key Fields with Set Enumeration:
OBJECTTYPE
BIB_MMS, HOLDING, AUTHORITY_MMS
REGISTRY_ID
3 = Marc21, 8=Unimarc, 7=Kormarc, 9=CnMarc
LIFE_CYCLE
0=Active, 3=Deleted
TAG_SUPPRESSED
TAG_SYNC_EXTERNAL_CATALOG
TAG_BRIEF
TAG_SYNC_NATIONAL_CATALOG
0, 1
CATALOGER_LEVEL
00-99
Primary Associated Table/s:
LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ for network zone members)
MMS_RECORD_VERSIONSame as MMS_RECORD but stores all history of metadata updates.
HDEMETADATAAll inventory (P, E and D) and levels are managed here – the master metadata for non-MARC/UNIMARC/KORMARC based metadata used by everything other than Holdings is managed in the VALUE field as xml. VALUE stores all inventory attributes such as BARCODE and ENUM/CHRON for items and proxy and linking information for electronic inventory.
Holding record master xml (managed as MARC/UNIMARC/KORMARC) is stored in MMS_RECORD whereby HDEMETADATA.MID=MMS_RECORD.MMS_ID when OBJECTTYPE=’HOLDING’.
Key Fields with Set Enumeration:
OBJECTTYPE
IEP, HOLDING, ITEM
IEP is for physical inventory. It aggregates all physical holdings and items for a particular title. PARENT_ID links items to holdings and holdings to IEP.
IEE, TPS, PORTFOLIO
IEE is for electronic portfolio title inventory. It aggregates all e-portfolios for a particular title in a specific package’s service. PARENT_ID links PORTFOLIO to TPS and TPS to IEE.
IEPA, PPS
IEPA is for e-packages. PPS associates specific package services for specific e-titles. PPS links to IEPA via PARENT_ID.
IED, REPRESENTATION, REMOTE_REPRESENTATION, FILE
IED is for digital inventory. It aggregates all digital inventory for a particular title. REPRESENTATIONS have files and are managed by Alma. REMOTE_REPRESENTATIONS do not have files and are linked to an external repository. PARENT_ID links REPRESENTATION and REMOTE_REPRESENTATION to IED and FILES to REPRESENTATION
  • IE_MMS – used when a Bib title has no inventory for Primo publishing purposes.
  • COLLECTION – for collection entity used to aggregate records into groups.
LIFECYCLE
IN_PERMANENT_REPOSITORY, DELETED
PROCESS_TYPE
ILL, HOLDSHELF, LOAN, CLAIM_RETURNED_LOAN, LOST_LOAN, TRANSIT, WORK_ORDER_DEPARTMENT, ACQ, TECHNICAL
BASE_STATUS (available/not available)
  • 0, 1 – for Physical
  • 10,11 – for Electronic
Primary Associated Table/s:
MMSID​=MMS_RECORD.ID (IE-title level points to BIB, Holdings points to metadata Holding stored in MMS_RECORD)
LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ for network zone members)
PROCESS_ID (goes with PROCESS_TYPE for physical ITEMs):
-HOLDSHELF, TRANSIT, WORK_ORDER_DEPARTMENT, ILL:
PROCESS_ID = FUL_REQ_WORKFLOW_ENTITY.ID
-LOAN, CLAIM_RETURNED_LOAN, LOST_LOAN
PROCESS_ID=ITEM_LOAN.ID
-ACQ
PROCESS_ID=PO_LINE.ID
-TECHNICAL
No PROCESS_ID – this is used for migrated not on shelf item statuses
PO_LINE_ID​=PO_LINE.PO_LINE_REFERENCE
INVENTORY_AF_MANAGEMENTElectronic inventory which has ‘available for’ group settings (for multi-campus and central network zone e-inventory management) are managed here; indicating which e-inventory records are available for which group.
Primary Associated Table/s:
PID​=HDEMETADATA.MID
GROUP_ID=Mapping table InventoryAFManagementGroup Group ID
GROUP_PARAMETERSElectronic inventory local attributes when ‘available for’ group settings are in use. For instance, group-level local proxy settings or notes. When available for groups are not in use, the local settings are stored in HDEMETADATA.VALUE.
Primary Associated Table/s:
PID​=HDEMETADATA.MID
GROUP_ID=Mapping table InventoryAFManagementGroup Group ID
HDESTREAMREFLocal digital management stores digital-related metadata and storage pointers for HDEMETADATA.OBJECTTYPE=FILE here.
COLLECTION_MEMBERSContains the individual Bib and inventory records included in a Collection.
Primary Associated Table/s:
COLLECTION_PID​=HDEMETADATA.MID
MMS_ID​=MMS_RECORD.ID
Fulfillment
FieldDescription
FUL_REQ_APPROVALFulfillment requests which require approval such as copyright clearance requests.
Key Fields with Set Enumeration:
APPROVAL_STATUS
Approved, Rejected, WaitingForCC,
Primary Associated Table/s:
MMS_ID=MMS_ID.ID
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
APPROVER_ID​=HFRUSER.ID
FUL_REQ_DESTINATIONFulfillment requests which are routed to a different library, desk, department or institution.
Key Fields with Set Enumeration:
DESTINATION_TYPE
CIRCULATION_DESK, SERVICE_UNIT, LIBRARY, USER_WORK_ADDRESS, USER_HOME_ADDRESS, OUT_OF_INSTITUTION
Primary Associated Table/s:
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
DESTINATION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID (for other Libraries or Institutions)
DESTINATION_INST_CODE​= ORGANIZATION_UNIT.CODE
FUL_REQ_ITEMItem-level requests item and priority tracking.
Key Fields with Set Enumeration:
PRIORITY
A numeric value from lowest priority to highest priority
Primary Associated Table/s:
ITEM_ID​=HDEMETADATA.MID
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
FUL_REQ_TOUTracks the terms of use applied at the time of specific requests.
Primary Associated Table/s:
REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID
TOU_ID=The Terms of Use defined for the particular request
FUL_REQ_WORKFLOW_ENTITYThe co-primary request tracking table which tracks all requests’ workflow.
Key Fields with Set Enumeration:
PRIORITY
A numeric value from lowest priority to highest priority
STATUS – Can be any status defined in various departments and workflows of the institution.
STEP_TYPE
PICKUP_FROM_SHELF, DEPOSIT, HOLD_SHELF_PROCESSING, WAITING_FOR_REMOTE_STORAGE, DIGITIZATION, WORK_ORDER, COMM_WITH_REMOTE_STORAGE, OUT_OF_LIBRARY, IN_LIBRARY, ON_HOLD_SHELF, STEP_TYPE, DOCUMENT_DELIVERY
NEXT_STEP
DEPOSIT, OUT_OF_LIBRARY, IN_LIBRARY, ON_HOLD_SHELF
DESTINATION_TYPE
CIRCULATION_DESK, SERVICE_UNIT, LIBRARY
TASK_NAME
DocumentDelivery, PlaceOnHoldShelf, PickupFromShelf, DepositItem, WorkOrderDepartment, WaitingForRemoteStorage, TransitItem, DigitizeItem, CommunicatingWithRemoteStorage, HoldShelfProcessing
Primary Associated Table/s:
ITEM_LOCATION_CODE = LOCATION_CODE
ITEM_LOCATION_LIB_ID​=ORGANIZATION_UNIT.ORGANIZATION_ID
DESTINATION_ID​=ORGANIZATION_UNIT.ORGANIZATION_ID
DESTINATION_INST_CODE​= ORGANIZATION_UNIT.CODE
LOCATION = Target LOCATION LOCATION_CODE USER_ID= HFRUSER.ID
ASSIGN_TO = HFRUSER.ID
FUL_REQUESTThe co-primary request tracking table which tracks all requests.
Key Fields with Set Enumeration:
REQUEST_STATUS
FAILED, REJECTED, ACTIVE, READY
SEARCH_TYPE
PHYSICAL_TITLE, PHYSICAL_ITEM, ELECTRONIC_TITLE
SEL_INVENTORY_TYPE
ITEM, VIRTUAL_HOLDING, HOLDING, IEE
Primary Associated Table/s:
SEL_MMS_ID= MMS_RECORD.ID
SEL_INVENTORY_ID​=HDEMETADATA.MID
SUP_INSTITUTION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID
REQUESTER_ID​=HFRUSER.ID
MOVE_LIBRARY_ID= ORGANIZATION_UNIT.ORGANIZATION_ID
MOVE_LOC_CODE​=LOCATION_CODE
WORK_FLOW_ID= FUL_REQ_WORKFLOW_ENTITY.ID
RECALLED_ITEM_LOAN_PID​= HDEMETADATA.MID
READING_LIST_CITATION_ID​= READING_LIST_CITATION.ID
RS_REQUEST_ID= IN_RES_SHR_REQUEST.ID or OUT_RES_SHR_REQUEST.ID
FUL_REQUEST_HISTORYSame as FUL_REQUEST for older fulfilled requests
IN_RES_SHR_REQUESTManages incoming (lending) requests for resource sharing.
Key Fields with Set Enumeration:
FORMAT
DIGITAL, PHYSICAL, PHYSICAL_NON_RETURNABLE
LOCATE_STATUS
ResourceLocated, NoResourcesLocated
CITATION_TYPE
BK (Book), CR (Course Reserve)
IN_RES_REQUEST_STATUS
RETURNED_BY_PARTNER, RECEIVED_BY_PARTNER, SHIPPED_PHYSICALLY, CANCELLED, REJECTED, DELETED, SHIPPED_DIGITALLY, RENEW_REQUESTED, LOCATE_FAILED, BEING_PROCESSED, EXPIRED, WILL_SUPPLY, OVERDUE_ITEM, REQUEST_COMPLETED, REQUEST_CREATED_LEND
LEVEL_OF_SERVICE
WHEN_CONVINIENT, RUSH_LOCAL, EXPRESS_LOCAL, NORMAL_LOCAL, NORMAL_FULL
Primary Associated Table/s:
MMS_ID​=MMS_RECORD.ID
IE_ID​=HDEMETADATA.MID
ASSIGN_TO​=HFRUSER.ID
EXTERNAL_PROFILE_ID​=RS Profile ID
PARTNER_ID= RES_SHR_PARTNER.ID
ITEM_BARCODE=Item’s Barcode
ITEM_ID​=HDEMETADATA.MID
IN_RES_SHR_REQUEST_HISTORYSame as IN_RES_SHR_REQUEST, but for historical fulfilled incoming (lending) resource sharing requests
ITEM_LOANManages all active loans.
Key Fields with Set Enumeration:
LOAN_STATUS
0 (Active), 1 (Renewed/Recalled), 2 (Completed)
Primary Associated Table/s:
ITEM_ID​=HDEMETADATA.ID
USER_ID=HFRUSER.ID
MMS_ID​=MMS_RECORD.ID
LOAN_CIRC_DESK_ID​=Circulation Desk ID
ITEM_LOAN_CHANGEManages all activities within each loan such as Renewals and recalls.
Key Fields with Set Enumeration:
LOAN_STATUS
0 (Active), 2 (Completed)
LOAN_STATUS_CHANGE
  • LOAN
  • UNDO_RETURN, WB_CHANGE_BACKWARD, CLAIMED_RETURN, LOST, AUTO_RENEW, OVERDUE_CLAIMED_RETURN, BULK_CHANGE_FORWARD, BULK_CHANGE_BACKWARD, OVERDUE_NOTIFICATION, RECALL, NORMAL, OVERDUE_LOST, WB_CHANGE_FORWARD, RENEW
Primary Associated Table/s:
ITEM_LOAN_ID​=ITEM_LOAN.ID
CIRC_DESK_ID​=Circulation desk ID
OUT_RES_SHR_REQUESTManages outgoing (borrowing) requests for resource sharing.
Key Fields with Set Enumeration:
FORMAT
DIGITAL, PHYSICAL, PHYSICAL_NON_RETURNABLE
LOCATE_STATUS
ResourceLocated, NoResourcesLocated
CITATION_TYPE
BK (Book), CR (Course Reserve)
Primary Associated Table/s:
MMS_ID =MMS_RECORD.ID
ITEM_LOAN_ID​=ITEM_LOAN.ID
REQUESTER_ID​=HFRUSER.ID
STUB_ITEM_PID​=HDEMETADATA.MID
FUL_REQUEST_ID= FUL_REQUEST.ID
OUT_RES_SHR_REQUEST_HISTORYSame as OUT_RES_SHR_REQUEST, but for completed historical outgoing (borrowing) resource sharing requests.
RES_SHR_GENERAL_MESSAGEResource sharing messages sent to/from RS partners.
Key Fields with Set Enumeration:
STATUS
DISMISSED, ACTIVE
TYPE
RECEIVED, SENT
Primary Associated Table/s:
REQUEST_ID= FUL_REQUEST.ID
RES_SHR_PARTNERResource sharing partners are managed here.
Key Fields with Set Enumeration:
PROFILE_TYPE
EMAIL, ART_EMAIL, ISO, NCIP
Primary Associated Table/s:
LOCATE_PROFILE_ID​=Resource sharing locate profile ID config
RES_SHR_PARTNER_RECORDSpecific resource sharing partner request-related details
Key Fields with Set Enumeration:
OUT_RES_REQUEST_STATUS
REQUEST_CREATED_BOR, CANCEL_NOT_ACCEPTED, READY_TO_SEND, REPORT_LOST, CANCELLED_BY_PATRON, REJECTED, LOANED, RECEIVED_DIGITALLY, CANCELLED, CANCEL_REPLY, RETURNED_BY_PATRON, RETURNED_TO_PARTNER, CANCEL_REQUESTED, LOCATE_FAILED, REQUEST_SENT, REQUEST_ACCEPTED, RECEIVED_PHYSICALLY, REQUEST_COMPLETED, RENEWED, RECEIVED_NOT_FOR_LOAN
RECORD_STATUS
Active, NonActive, Expired, Cancelled, Rejected
Primary Associated Table/s:
OUT_RES_SHR_REQUEST_ID​= OUT_RES_SHR_REQUEST.ID
PARTNER_ID= RES_SHR_PARTNER.ID
RES_SHR_PARTNER_REC_PARAMSpecific parameters used by a resource sharing partner record.
Primary Associated Table/s:
RS_PARTNER_REC_ID​= RES_SHR_PARTNER_RECORD.ID
User Management
FieldDescription
HFRUSERThis table manages users of the system. The information and user identifying information are not stored here and are not provided in the Alma local backup. This table is provided with an ID to allow interpretation user-related activity such as loans and requests.
Key Fields with Set Enumeration:
STATUS
0 (Active) ,1 (Inactive)
RECORD_TYPE
1 (Contact), 2 (Vendor), 3 (Staff), 4 (Public), 5 (Organization)
USER_TYPE
1 (Internal), 2 (External)
HFRUSERROLESAll users’ roles are managed here.
Key Fields with Set Enumeration:
ROLE_TYPE
Each role in the system has a numeric value.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
HFRUSERROLESPARAMETERSSome specific roles have special parameters, for instance circulation desk operators define circulation desks in which their role is relevant.
Primary Associated Table/s:
USERROLE_ID= HFRUSERROLES.ID
USER_BLOCKManages all cases where a user of the system has been blocked from any fulfillment service.
Key Fields with Set Enumeration:
TYPE
A numeric value for each block type
Primary Associated Table/s:
USER_ID=HFRUSER.ID
BLOCK_DEFINITION_ID​= A specific block configuration definition for the user’s specific block.
USER_DEMERITWhen demerits are in use, all users’ demerits are managed here.
Primary Associated Table/s:
LOAN_ID​=ITEM_LOAN.ID
USER_ID=HFRUSER.ID
USER_FINES_FEESThe sum of the outstanding users fines/fees are managed here.
Key Fields with Set Enumeration:
FINE_FEE_TYPE = Any of the supported fine fee types in your institution.
FINE_FEE_STATUS = ACTIVE, INDISPUTE, CLOSED
Primary Associated Table/s:
ITEM_ID=HDEMETADATA.MID
ITEM_LOAN_ID=ITEM_LOAN.ID
USER_ID=HFRUSER.ID
USER_FINE_FEE_TRANSACTIONEach individual fine/fee a user accrues and/or pays partially or fully to reduce is tracked here.
Key Fields with Set Enumeration:
FINE_FEE_TRANSACTION_TYPE
PAYMENT, WAIVE, EXPORTED_AND_PAID, REFUND
TRANSACTION_METHOD
ONLINE, CASH, DEBIT_CARD, VISA, CREDIT_CARD, CHECK
Primary Associated Table/s:
FINE_FEE_ID​=USER_FINES_FEES.ID
USER_NOTEUsers’ notes are tracked in this specific user note table.
Key Fields with Set Enumeration:
TYPE
Each type is a numeric value
USERVIEWABLE
0, 1
Primary Associated Table/s:
USER_ID=HFRUSER.ID
USER_PROXYSome users may have a proxy user defined for them. The link between users and their proxy users is set here.
Primary Associated Table/s:
PROXY_FOR_ID​=HFRUSER.ID
USER_ID=HFRUSER.ID
USER_STATISTICSUsers may optionally have statistical categories tagged for use in analytics reports. The user association with those category tags are managed here.
Key Fields with Set Enumeration:
STATISTICAL_CATEGORY
A supported statistical category defined in the institution’s configuration.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
Course Management
FieldDescription
COURSEAll courses are managed here.
Key Fields with Set Enumeration:
STATUS
0 (Inactive), 1 (Active)
COURSE_INSTRUCTORLinks between courses and their instructors, defined as users in Alma.
Primary Associated Table/s:
USER_ID=HFRUSER.ID
COURSE_ID​=COURSE.ID
COURSE_TERMCourses with multiple terms are defined here.
Primary Associated Table/s:
COURSE_ID= COURSE.ID
READING_LISTCourses typically have reading lists; a grouping of a set of resources to be used in a course.
Key Fields with Set Enumeration:
READING_LIST_STATUS
ReadyForProcessing, BeingProcessed, Inactive, Complete, BeingPrepared
STATUS
DRAFT, PUBLISHED
VISIBILITY
OPEN_TO_WORLD, PUBLIC, RESTRICTED
Primary Associated Table/s:
COURSE_ID​=COURSE.ID
ASSIGN_TO​=HFRUSER.ID
READING_LIST_CITATIONThe specific Bibliographic resources grouped in a reading list.
Key Fields with Set Enumeration:
LOCATE_STATUS
MultipleResourcesLocated, ResourceLocated, NoResourcesLocated
CITATION_STATUS
A status for citations configured in your institution
CITATION_TYPE
E_BK (E-Book), BK (Book), E_CR (E-course reserve), CR (Course reserve)
Primary Associated Table/s:
MMS_ID= MMS_RECORD.ID
READING_LIST_COLLECTIONRelevant only for Leganto subscribers, for managing reading lists and their related citations.
READING_LIST_SECTIONSRelevant only for Leganto subscribers, for managing reading lists and their citations.
READING_LIST_SUGGESTIONRelevant only for Leganto subscribers, for managing reading lists and their citations.
OWNERUsed to set ownership of courses and reading lists.
Key Fields with Set Enumeration:
ATTACHED_TO_ENTITY_TYPE
com.exlibris.urm.fulfillment.model.course.HCourse, com.exlibris.urm.fulfillment.model.course.HReadingList
Primary Associated Table/s:
ATTACHED_TO_ENTITY_ID​=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g. COURSE.ID, READING_LIST.ID)
USER_ID=HFRUSER.ID
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IntroductionWhat is the Alma Local Backup service?When a subscription for the Alma Local Backup service is purchased:Why is Ex Libris offering this premium service?The Alma Local Backup service is not…Is this an annual subscription, or does the customer need to commit to a number of years?Why is this a premium service and not a standard part of each customer's subscription?How will customers get a copy of their data?What is required from the customer in order to use the local backup copy?What data is included in the Alma Local Backup, and in what format?Preparatory StepsImport Local Backup DataSample Output of Import.logAlma Table/Field Definitions (High-Level)