Polaris Migration Overview

Introduction

This guide provides instructions for extracting MARC and non -MARC data from your legacy integrated library system (ILS) and formatting the data so that it can be imported into the Polaris ILS. By following this guide, your library can provide the necessary data in formats that Polaris can use efficiently.

Audience

This guide is intended to assist new Polaris customers (both IT staff and librarians) in extracting data from their legacy system. It is not intended for customers already using Polaris or for customers who have contracted with Clarivate to provide custom data migration services.

Purpose

The successful migration of data from your legacy ILS to Polaris ensures that the integrity of your library’s data is maintained and the transition from your old system to Polaris goes smoothly. This guide describes the data that is necessary to extract from your legacy system and the basic requirements for the form of this data. After the data has been extracted and provided in a format that Polaris can use, the Polaris migration team imports the data into Polaris.

Although your library and your current ILS vendor are responsible for data extraction and formatting, Clarivate recognizes that every ILS handles data differently and there may be situations where we will need to work with you to map the available structures into a form that Polaris can support. For example, if your current ILS does not support data in a particular column, Polaris may be able to insert some default data into these fields. Or, if the data in your current ILS is similar to the data Clarivate is requesting, but is in a different form, we can work with you to create data mappings that may approximate the data in your legacy ILS.

The data types described in this guide represent the data structures we are able to load into the Polaris ILS. Your contract may provide specifics about the migration process and fees for converting your data. This document does not replace contractual commitments made by Clarivate. The costs and particular data migration options selected by your library can be found in your contract.

Special Characters Used in This Document

‡ Bibliographic or authority subfield

0 Digit zero in tags, fixed-position character position citations, and indicator positions. This character is distinct from an uppercase letter O used in examples or text.

# Used for a blank (hex 20) in coded fields and in other special situations where the existence of a blank might be ambiguous.

| Pipe represents a fill character (hex 7C).

<tab> Tab

<cr> Carriage return

For More Information on Polaris

The following information resources can help you set up and use Polaris to full advantage in your library system.

Polaris Online Help: https://knowledge.ag-software.clarivate.com/polaris/Documentation.htm

Polaris Customer Supportal: https://innovative.libguides.com/PolarisHome

Connect to the Polaris Customer Supportal for a searchable knowledgebase and customer support information about Polaris. The Supportal also offers forums, where you can exchange information online with other Polaris users. Your Implementation Manager supplies the password you need to log on.

Guidelines for Exporting MARC Data

To successfully migrate MARC data from your legacy ILS to Polaris, these guidelines for data extraction and formatting must be followed. The MARC data form in this document applies to bibliographic and authority record data.

Form of the MARC Files(s) - MARC-8

Polaris accepts MARC-8 or UTF-8 encoding for MARC bibliographic and authority files. If you are not sure whether your ILS can export records in MARC-8 or UTF-8 format, please send a sample of your MARC bibliographic export to Polaris migration staff, and we can quickly determine if your ILS is capable of exporting in this format. You can produce a MARC file containing as many records as is practical, given your legacy ILS and your present server capabilities.

More Information on MARC Format

The MARC 21 Concise Formats published by the Library of Congress provide a concise description of each field, each character position of the fixed -length data element fields, and the defined indicators in the variable data fields. Descriptions of subfield codes and coded values are given only when their names may not be sufficiently descriptive. Examples are included for each field. The MARC 21 Format for Bibliographic Data may be found at:

https://loc.gov/marc/bibliographic/

Bibliographic Records

The Polaris bibliographic record loader accepts standard MARC 21 bibliographic records only.

MARC 21 Bibliographic Records - Supported Data Elements

The Polaris ILS supports all MARC 21 bibliographic tabs and subfields, including those tags that are locally defined. Polaris also supports the inclusion of any tag/subfield combination in its indexes, including locally-defined tag/subfield combinations (for example, 9XX, X9X, and XX9).

However, Polaris does not support alphabetic tags or indicators. Also, locally-defined tags may not be subject to authority control.

MARC 21 Bibliographic Records - Required Data Elements

To successfully migrate bibliographic data from your legacy system to Polaris, your library’s bibliographic records must provide the following data:

Control Number Identifier (Legacy System Bibliographic Record Identifier)

The control number that identifies a bibliographic record is a unique number or alphanumeric code. Usually, this identifier is held in the 001 tag of the bibliographic record. Clarivate will use this identifier to map the bibliographic data that your library has provided to items, circulation transactions, fines, fees, holds, and other administrative data that use the bibliographic records. Polaris migration programs typically move any data found in the 001 tag to a 035‡a tag in the Polaris bibliographic record.

Leader

The leader is a fixed field that comprises the first 24 character positions (00-23) of each bibliographic record and provides information for the processing of the record. A valid leader must exist to process and import the record; records without valid leaders will not be processed.

Title Statement

Every bibliographic record coming into the Polaris ILS must have a title statement (245 ‡a).

Polaris Primary Type of Material ID and Bibliographic Records

When you import, copy, or manually create new bibliographic records, Polaris checks the LDR/06, LDR/07, the 006 tag, the 007 tag, and other combinations of codes to determine the material type of the record. This enables searching for bibliographic records using the Type of Material (TOM) code in the staff client and the patron catalog. The table lists the Polaris Types of Material and how they are derived.

Format	Code	LDR/06	LDR/07	006	007	008
Abstract	abs	a	i			/21=d /24=a /25=a
Archival/mixed materials	mix	p		/00=p
Audio books	abk	a		/00=a	/00=s
AudioEbook	aeb	i		/00=m /09=h	two 007s needed 1st 007: /00=s and /12=e and /13=d 2nd 007: /00=c and /01=r and /05=a	/23=s
Blu-ray Disc	brd	g			/00=v and /01=d and /04=s and/05=a and /06=i and /07=z	/33=v
Book	bks	a or t	NOT b or s or i	/00=a or t	/00=t
Book + Cassette	bcd	i or a		/00=a	/00=s /01=s /13-e
Book + CD	bcd	i or a		/00=a	and /00=s and /01=d and /12=e and /13=d
Braille – 3 ways to determine	brl	a, c, d, p, or t		/00-a, c, d, p, or t		/23=f
Braille	brl		b or s	/00=s		/23=f
Braille	brl	e, f, g, k, or r		/00=e, f, g, k or r		/29=f
Cartographic material	cmt	e or f		/00=e or f
Digital collection	dmc	m	c
DVD	dvd				/00=v and /01=d
Ebooks	ebk	a		*See note /00=a and /06=s	/00=c	/23=s
Electronic Resources	elr	m		/00=m	/00=c
Globe	glb				/00=d
Kit	kit	o		/00=o	/00=o
Large print - 3 ways to determine	lpt	a, c, d, p, or t		/00=a, c, d, p, ort		/23=d
Large print	lpt	e, f, g, k, or r		/00=e, f, g, k, or r		/29=d
Large print	lpt		b or s	/00=s		/23=d
Manuscript cartographic material	mcm	f		/00=f
Manuscript material	mss	d, f, or t		/00=d, f, or t
Manuscript music	mmu	d		/00=d
Map	map				/00=a
Microform – 4 ways to determine	mic				/00=h
Microform	mic		b or s	/00=s		/23=a, b, or c
Microform	mic	a, c, d, p, or t		/00=a, c, d, p, or t		/23= a, b, or c
Microform	mic	e, f, g, k, or r		/00=e, f, g, k, or r		/29=a, b, or c
Motion picture	mot				/00=m
Music CD	mcd	j		/00=j	/00=s and /01=d
Musical sound recording	msr	j		/00=j
Nonmusical sound recording	nsr	j		/00=i
Newspaper	new	a	b or s	/00=s		/21=n
Periodical	per	a	b or s	/00=s		/21=p
Printed or manuscript music	mus	c or d		/00=c or d	/00=q
Printed music	pmu	c		/00=c
Printed cartographic material	pcm	e		/00=e
Projected medium	pgr	g		/00=g	/00=g
Sound recording	rec	i or j		/00=i or j	/00=s
Serial	ser		b or s	/00=s
Two-dimensional nonprojected graphic	ngr	k		/00=k	/00=k
Three-dimensional object	art	r		/00=r
Videorecording	vid				/00=v
Videotape	vcr				/00=v and /01=c or f
Visual material	vis	g, k, or r		/00=g, k, or r	/00=f, g, k, or m

*Note: Ebooks - If the specified values are in the 006, there is no need for the 008/23 value. If the specified values are not in the 006, the 008/23 value is required with either the LDR/06 or the 007/00.

If a single bibliographic record contains values indicating more than one material type, only one TOM code is displayed. For example, a single record could contain codes indicating it is a motion picture, video recording, and a DVD. The type of material code for that record would be DVD. The icon that displays in the patron catalog is determined by the TOM assigned to the record. For records with more than one TOM, the following order of precedence determines which TOM is displayed:

Precedence	TOM
1	Blu- Ray Disc
2	AudioEbook
3	Book + CD
4	Book + Cassette
5	Abstract
6	Digital collection
7	DVD
8	Videotape
9	Videorecording
10	Motion picture
11	Projected medium
12	Two- dimensional nonprojected graphic
13	Three- dimensional object
14	Visual materials
15	Music CD
16	Audio books
17	Musical sound recording
18	Nonmusical sound recording
19	Sound recording
20	Printed music
21	Manuscript music
22	Printed or manuscript music
23	Map
24	Globe
25	Printed cartographic material
26	Manuscript cartographic material
27	Cartographic material
28	Ebooks
29	Kit
30	Mixed materials
31	Newspaper
32	Periodical
33	Serial
34	Electronic resources
35	Large print
36	Braille
37	Manuscript material
38	Microform
39	Books

Authority Records

The MARC 21 Format for Authority Data is a carrier for information concerning the authorized forms of names, subjects, and series to be used as access points in MARC records, the forms of these names, subjects, and subdivisions to be used as references to the authorized forms, and the interrelationships among these forms.

The Polaris authority record loader accepts standard MARC 21 authority records only. For more information on the MARC format, see "Guidelines for Exporting MARC Data".

MARC 21 Authority Records - Supported Data Elements

All MARC 21 authority tags and subfields are supported by the Polaris ILS, including those tags that are locally defined. Polaris supports any tag/subfield combination in its indexes, including locally defined tag/subfield combinations (9XX, X9X, and XX9).

Polaris does not support alphabetic tags or indicators. Further, locally defined tags may not be placed under authority control.

MARC 21 Authority Records - Required Data Elements

Leader

The leader in an authority record is a fixed field that comprises the first 24 character positions (00-23) of each record and provides information for the processing of the record. To process and import the record, a valid leader must exist; authority records without a valid leader will not be imported into Polaris. The data in the leader is used extensively in indexing. The information below conforms to the MARC 21 standards for authority records.

Guidelines for Exporting Non-MARC Data

In addition to exporting MARC data from bibliographic and authority records, your library needs to export non-MARC data for items, patrons, circulation transactions, hold requests, and financial transactions (such as fines and fees). The following guidelines provide the specific formats for exporting this non-MARC data so that it can be imported into Polaris efficiently and accurately.

Note: If your bibliographic records include embedded holdings data for example in a 949, item records will be created from this data.

Formatting Special Data

When non-MARC data is exported into flat files, certain types of data must be formatted in specific formats:

Dates - Include both the date and the time in the following format:

MM/DD/YYYY HH:MM:SS

Time - Uses the 24-hour clock (so 11:59:59 PM is expressed 23:59:59). Example: 11/22/1960 11:59:59 is November 22, 1960 at 11:59:59 AM

Note the occurrence of a single space between the date and the time.

Monetary amounts - Monetary amounts are expressed as a floating point number rounded to two decimal places. Do not include the currency symbols in monetary amounts..

For more information about flat files, see "Flat File Data Structures" on the next page.

Prerequisites for Loading Non-MARC Data

Before loading any non-MARC data, the following prerequisites must be loaded into the Polaris database:

• Customer Profile Data (Configuration)

• MARC 21 Bibliographic Data

• MARC 21 Authority Data

After these prerequisites, item and patron data must be loaded before circulation, financial, and holds transactions data because these transactions depend upon the item and patron data.

Files Required for Non-MARC Data

Each category of non-MARC data requires certain data structures that must be extracted and then loaded in separate files.

Item File - See "Item Records"
Patron Files - See "Patron Records"
- Patron Data
- Patron Address Data
Circulation Transactions Files - See "Circulation Transaction Records"
- Checked Out Items Data
- Lost Item Data
- Claimed Item Data (Claimed returned)
Holds Data - See "Holds"
Financial Transaction (Fine/Fees) File - See "Financial Transactions"
Supplier data – See “Supplier Records”

Flat File Data Structures

Your library will need to export the non-MARC records in data structures in text format files, using either ASCII or UTF8 encoding. The data within these files must be organized in a table in row and column format as follows:

Each row represents a single, implicitly structured data item (for example, a single item or patron record).
Each column represents data values of a particular type (for example, item control number identifier).
Each columnar value within a row should be separated by a tab delimiter (see below).
Each row should be separated by a carriage return character (see below).

Include column headings in each file. Column headings are required to determine the contents and structure of the file; files cannot be loaded without column headings. The headings should not have any spaces.

Tab character Row - Delimiter
CR/Carriage Return - Column Delimiter

Examples of Columnar/Row Data in a File

The following is an example of the format of a file with three rows and four columns, and tab as the delimiter for the columns:

Column1<tab>Column2<tab>Column3<tab>Column4<cr>

This is an example of the format including data:

11723<Tab>IN<tab>JUV<tab>04/15/2007 12:15:00<tab>12.95<cr>

11724<Tab>OUT<tab>FICTION<tab>04/25/2007 01:32:06<tab>0.00<cr>

11725<Tab>LOST<tab>NONFICTION<tab>11/22/2003 22:52:15<tab>13.89<cr>

Empty or Null Characters in Non-MARC Data

Some columns may not have values when the data element is not required. To indicate that the data is blank, leave it empty. Or, if your extraction process requires a place holder, the word NULL (all in uppercase letters) is acceptable.

The following is an example of how to deal with blank data fields:

<tab>Column2<tab>Column3<tab>Column4<cr>

Column1<tab><tab>Column3<tab>Column4<cr>

Column1<tab><tab><tab><cr>

This is an example of how blank data fields can be included with other data:

11723<Tab>IN<tab>JUV<tab><tab><cr>

11724<Tab>OUT<tab> 04/25/2007 13:01:52<tab>Female<cr>

11725<Tab>LOST<tab>FICTION<tab>11/22/2003 01:25:39<tab><cr>

Individual Field requirements

For all data elements described below, fields are classified as follows:

Required - These fields are necessary to create records in Polaris.
Preferred - Although these fields are not required to create records in Polaris, you should include them to ensure optimal data migration outcomes.
Optional - These fields optional, but if you can export the data, Polaris can accept it.
Supported - Polaris supports these fields, but you will need to consult with your Polaris migration representative when exporting these fields.

Date Format

For all date fields in all data types below, include both the date and the time in the following format:

<Month>/<Day>/<year> <hour>:<minute>:<second>.

MM/DD/YYYY HH:MM:SS

Item Records

An item record represents a physical object (such as a book, videocassette, audiocassette, or DVD) that the library owns and treats as one physical entity for identification and circulation purposes. The record includes information such as the item’s physical location, type, barcode, and call number. For information on the format for extracting item record data, see "Guidelines for Exporting Non-MARC Data".

Items may be delivered in one of two ways:

embedded in a bib record
in a separate file, with a link to the bib record

Items Embedded in Bibliographic Records

If your legacy system supports item record information embedded in your bibliographic records, the Polaris migration team can import the bibliographic records and create item records from the. To create item records automatically from these embedded holdings, the records must follow these requirements:

Item records must be embedded within the bibliographic record to which they belong.
There must be only one tag in bibliographic records that is used for embedded item data.
Each descriptive field must reside within a subfield.
Each distinct item attached to a bibliographic record must reside within its own instance of the tag defined as the holdings tag. Polaris migration will not combine information from separate bib tags.
All required fields must be included for each item, except the legacy system’s bibliographic record control number identifier (since that field may be inferred from the context of the item record).

Note: Every instance of an attached item will be loaded. Be sure to remove any old or obsolete instances from your bibliographic records.

Item Record Fields

The descriptive fields in the following table are the data fields that are supported for import into Polaris item records. Each column in the item data file should have a header, and the values should correspond to those indicated in the Header Value column in the table.

For each item record, Polaris uses one field that describes the call number type and six fields that contain the call number information. Polaris supports most classification schemes. If your library system combines some of these fields in its item records, the call number can be split appropriately during the import process.

Item Data	Polaris Element/ Header Value	Description	Category	Data Requirements
Item control number identifier	ItemRecordID	The legacy system’s control number of the item record. This number is used to link item records to circulation records, fines, fees, holds, and serials issue records.	Required
Item circulation status	ItemStatus	The circulation status of the item (IN, In Transit, OUT, etc.)	Required
Bibliographic record control number identifier	AssociatedBibRecordID	The legacy system’s control number of the bibliographic record to which the item is attached	Required
Item physical location	AssignedBranch	AssignedBranch	Required
Item material type	MaterialType	Your library’s material types are defined in your profile. Material types are used in determining lending limits, hold limits, fine amounts, and the default price.	Required
Item barcode	Barcode	The item must have a barcode to circulate	Preferred
Item call number	CallNumber	The item’s call number. Polaris can support more detailed call number information if your legacy system supports it.	Preferred	Up to 120 characters
Item collection	AssignedCollection	Your collections are defined in your profile. They are used in Polaris to describe where an item is available. Searches in the patron catalog and in the staff client can be limited by collection. Collections are also used in selection lists, purchase orders, invoices, and serials. Examples: Adult Non-Fiction, Adult Fiction, Juvenile Fiction, etc.	Preferred
Item price	Price	The price of an item associated with the bibliographic record	Preferred	Floating point number with two decimal places
Item shelf location	ShelfLocation	Your library’s shelf locations are defined in your profile. Typically, shelf locations are names of the various areas where items are currently shelved, such as the New Books Shelf, the Display Case, or the Atlas Stand	Preferred
Item statistical class	StatisticalCode	The item’s statistical class, used to track statistics on an item	Preferred
Last circulation transaction date	LastCircTransactionDate	The date when the item was last circulated	Preferred	DateTime
Shelving scheme	ShelvingScheme	Call number type (Dewey, Library of Congress, SuDoc, etc.)	Optional	Up to 80 characters
Call number Prefix	CallNumberPrefix	Call number prefix of the item	Optional	Up to 20 characters
Classification Number	ClassificationNumber	Classification number of the item	Optional	Up to 60 characters
Cutter	CutterNumber	Cutter number of the item	Optional	Up to 25 characters
Call number suffix	CallNumberSuffix	Call number suffix of the item	Optional	Up to 10 characters
Volume number	VolumeNumber	Volume number of an item	Optional	Up to 20 characters
Copy number	CopyNumber	CopyNumber of the item	Optional	Up to 20 characters
Item free text block	FreeTextBlock	A text field block that pops up in circulation transactions regarding the item’s physical condition, or other information relevant to the staff.	Optional	Up to 255 characters
Last check out or renewal date	LastCheckOutRenewDate	Date the item was last checked out or renewed	Optional	DateTime
Lifetime circulation count	LifetimeCircCount	Lifetime circulation total	Optional	Whole number
Lifetime in-house use count	LifetimeInHouseUseCOunt	Lifetime in-house access count of an item	Optional	Whole number
Non-public note	NonPublicNote	Text field for entering descriptive information regarding the item	Optional	Up to 255 characters
Owning Branch	OwningBranch	The branch (defined in your library profile) that owns the item. The owning branch may differ from the assigned branch.	Optional
Public Note	PublicNOte	Note to be displayed in the online catalog	Supported	up to 255 characters
Year-to-date circulation count	YTDCircCOunt	The circulation count for the current year	Supported	Whole number
Year-to-date in-house use count	YTDInHouseUseCount	The year-to-date in-house access count of an item	Supported	Whole number
Item creation date	CreationDate	Date when the record was updated	Supported	DateTime
Item modification date	ModificationDate	Date with the record was updated	Supported	DateTime
Item Imported Date	ImportedDate	Date when the record was imported	Supported	DateTime
Item Last inventory date	LastInventoryDate	Date when the item was last inventoried	Supported	DateTime
Item physical condition note	PhysicalCondition	Free text field	Supported	Up to 255 characters
Item funding source	FundingSource	Free text field use by Acquisitions	Supported	Up to 50 characters
Item donor	Donor	Donor of the item	Supported	Up to 255 characters

Patron Records

Patron records contain information regarding your patrons, such as the patron’s name and characteristics; contact information (mailing address, e-mail address, telephone numbers); and system codes that control the patron’s use of library materials. For information on the format for extracting patron records, see "Guidelines for Exporting Non-MARC Data".

Patron Information Fields

Patron data includes the patron’s characteristics and patron system codes.

If your patron records contain patron photographs, the data can be imported into Polaris. Contact your Polaris representative for information on the format of this data.

Patron Data	Polaris Element/Header Value	Description	Category	Data Requirements
Organization/ Location/ Library/ Agency	Organization	Branch at which the patron is registered (defined in profile)	Required
Patron code	PatronCode	Patron codes that indicate patron privileges and policies (defined in profile)	Required
Patron name	PatronFullName	Patron’s full name, last name first. e.g. Smith, John J. III)	Required	Up to 108 characters
Patron control number identifier	PatronID	Unique identifier of the patron assigned by the legacy system	Required
Patron barcode	Barcode	Patron’s ID for circulation or patron service	Preferred	Up to 20 characters
Patron birth date	Birthdate	Patron’s birth date	Preferred	DateTime
Patron e-mail address	EmailAddress	Patron’s email address	Preferred	Up to 64 characters, contains ‘@’
Patron expiration date	ExpirationDate	Date when the patron’s registration expires	Preferred	DateTime
Patron last activity date	LastActivityDate	Date of last circulation activity	Preferred	DateTime
Patron Phone 1	PhoneVoice1	Patron’s first phone number	Preferred	Up to 20 characters
Patron Phone 2	PhoneVoice2	Patron’s second phone number	Preferred	Up to 20 characters
Patron Phone 3	PhoneVoice3	Patron’s third phone number	Preferred	Up to 20 characters
Patron registration date	RegistrationDate	Date when the patron was registered	Preferred	DateTime
Patron statistical class	StatisticalClass	Patron’s statistical class (defined in profile)	Preferred
Patron last update date	UpdateDate	Date when the patron’s registration was modified	Preferred	DateTime
First name	NameFirst	Patron’s first name	Optional	Up to 32 characters
Last name	NameLast	Patron’s last name	Optional	Up to 32 characters
Middle name	NameMiddle	Patron’s middle name	Optional	Up to 32 characters
Name suffix	NameSuffix	Patrons’ name suffix (like Jr.)	Optional	Up to 4 characters
Name title	NameTitle	Patron’s title (like Ms. or Dr.)	Optional	Up to 8 characters
Address check date	AddrCheckDate	Date to check patron address	Optional	DateTime
Patron Alternate email address	AltEmailAddress	Secondary patron email address	Optional	Up to 64 characters
Patron gender	Gender	Patron’s gender	Optional
Patron language	Language	Patron’s primary language	Optional
Patron lifetime circulation count	LifetimeCircCount	Lifetime circulation total for the patron	Optional	Whole number
Patron PIN	Password	Patron’s library password to get to the patron catalog, patron account, etc	Optional	up to 16 characters
Patron FAX	PhoneFAX	Patron’s fax number	Optional
Patron year-to-date circulation count	YTDCircCount	Circulation count for the patron for the current year	Optional	Whole number
Patron note	NonBlockingStatusNote	Notes that do not cause a block for the patron	Optional	Up to 4000 characters
Patron blocking note	BlockingStatusNote	Notes that cause a block for the patron	Optional	Up to 4000 characters
Claim count	ClaimCount	Total number of claims the patron has made	Supported	Whole number up to 999
Collection exempt indicator	CollectionExempt	Patron is to be excluded from collection reports	Supported
Exclude from overdues indicator	ExcludeFromOverdues	Patron is to be excluded from overdue notices	Supported
Former barcode	FormerID	Patron’s former barcode, if any	Supported	up to 20 characters
Lost item count	LostItemCount	Number of lost items the patron has declared; reduced if a lost item is found	Supported	Whole number
User-defined field 1	User1	Free-text, searchable user defined field	Supported	Up to 64 characters
User-defined field 2	User2	Free-text, searchable user defined field	Supported	Up to 64 characters
User-defined field 3	User3	Free-text, searchable user defined field	Supported	Up to 64 characters
User-defined field 4	User4	Free-text, searchable user defined field	Supported	Up to 64 characters
User-defined field 5	User5	Free-text, searchable user defined field	Supported	Up to 64 characters

Patron Address Data

The patron’s address information includes the mailing address for the patron. Polaris supports multiple addresses per patron, but each address must have a distinct row in the table. Each column in the patron data file should have a header, and the header values cannot contain spaces.

Patron Address Data	Polaris Element/Header Value	Description	Category	Data Requirements
Patron control identifier	PatronID	Unique identifier of the patron assigned by the legacy system	Required
Address type	AddressType	Type of address (home, work, school, etc)	Required
Postal code (* see note)	PostalCode	Postal code	Optional	10 characters
Street one	StreetOne	Street address line 1	Required	Up to 64 characters
Street two	StreetTwo	Street address line 2	Optional	Up to 64 characters
Zip+4	ZipPlusFour	The four extra characters that can be appended to the postal code	Optional	Up to 4 characters
City	City	City	Optional	Up to 32 characters
State	State	State	Optional	Up to 32 characters

* Note: Postal Code - The postal codes that Polaris uses do not include the +4 data, which is contained in a separate field.

Circulation Transaction Records (Loans)

Circulation transactions include data about items that are currently checked out or lost, as well as data about items that patrons claim they returned to the library or never had. For information on the format for exporting circulation transactions, see "Guidelines for Exporting Non-MARC Data".

Checked Out Item Fields

Each time a patron checks out an item, a transaction record is created. These transactions are tracked and are available for statistics and reports. For Polaris to recognize the transactions that occurred through your legacy system and to create transaction records from this data, certain fields are required. Other fields are not required but can be used in the transaction records.

Check Out Transaction Data	Polaris Element/Header Value	Description	Category	Data Requirements
Check out or renewal date	CheckOutDate	The date the item was checked out or renewed	Required	DateTime
Due date	DueDate	The date when an item is due	Required	DateTime
Item control number identifier	ItemRecordID	Legacy system control identifier of the item that is checked out	Required
Patron control number identifier	PatronID	Legacy system control identifier of the patron who checked out the item	Required
Transacting organization/ location	Organization	The location/ branch where the item was checked out (defined in profile)	Required
Billing notice sent indicator	BillingNoticeSent	Tells if a bill against the item was sent or not, and when	Optional	DateTime
Number of notices	OVDNoticeCount	The number of overdues sent to this patron about this item	Optional	Whole number
Number of renewals	Renewals	The number of times the patron has renewed this item	Optional	Whole number
Original check out date	OriginalCheckOutDate	Date when the original checkout occurred	Optional	DateTime
Original due date	OriginalDueDate	Date the item was originally due, before any renewals were made	Optional	DateTime
Overdue notice date	OVDNoticeDate	The date the most recent overdue notice was sent for this checked out item	Optional	DateTime

Lost Items Fields

To track lost items, Polaris uses the fields in the following table. The lost item data fields listed in the table are required to create lost item transaction records in Polaris.

Lost Item Data	Polaris Element/Header Value	Description	Category	Data Requirements
Patron control number identifier	PatronID	Legacy system control identifier of the patron who lost the item	Required
Item control number identifier	ItemRecordID	Legacy system control identifier of the item that was lost	Required
Date lost	LostDate	The date the item was declared lost	Required	DateTime

Claimed Items Fields

When the system indicates an item is checked out to a patron, but the patron claims he or she returned the item or never had it in the first place, the item is flagged with a “Claim returned” or “Claim never had” status. Polaris tracks items with these statuses, and in order to create these transactions, Polaris uses data in the following table. The claimed items fields listed in the table below are required to create claimed items transaction records in Polaris.

Claimed item Data	Polaris Element/Header Value	Description	Category	Data Requirements
Patron control number identifier	PatronID	Legacy system control identifier of the patron who claimed the item was returned	Required
Item control number identifier	ItemRecordID	Legacy system control identifier of the item that was claimed returned	Required
Date item was due	DueDate	Original due date for the claimed item	Required	DateTIme
Claim date	ClaimDate	The date the claim was made	Required	DateTime

Financial Transactions (Fines/Fees)

Migrated financial transactions include include the fines and fees that the library charges its patrons. Patron blocks that do not involve financial transactions should be added to the item and patron records as blocking notes. For information on the format for exporting financial transactions data, see "Guidelines for Exporting Non-MARC Data". The purpose of this migration is to reflect only the outstanding charges on each patron’s account. Polaris does not migrate detailed transaction history for closed transactions.

Financial Transaction Data	Polaris Element/Header Value	Description	Category	Data Requirements
Patron control number identifier	PatronID	Legacy system control number for the patron who owes the fine	Required
The outstanding amount of the transaction	TxnAmount	Amount of this transaction. This amount must be positive regardless of the transaction type	Required	Positive floating point number rounded to two decimal places
The date and time of the transaction	TxnDate	Date the transaction was created	Required	DateTime
The type of transaction	TxnCode	A code that distinguishes the type of transaction	Required	Charge or Credit
The reason for the transaction	FeeReasonCode	ID of the reason for this transaction (defined in the profile). For example, overdue fine, photocopy payment, lost item, etc.	Required
Transacting organization	Organization	Organization (the governing or the transacting library, defined in the profile)	Required
Item control number identifier	ItemRecordID	ID of the item associated with this transaction. This is optional ONLY if an item is not associated with the transaction.	Optional
Loaning organization	LoaningOrgID	Organization ID of the item’s lending branch (defined in the profile). Typically valid ONLY for item-related charges.	Optional
Original due date of the item	DueDate	Due date of the item circulated and associated with this transaction, if any	Optional	DateTime
Transaction note	FreeTextNote	Note associated with this transaction, if any	Optional	Up to 255 characters

Holds

Holds (or hold requests) are requests for materials that are already checked out, or are on the shelves and need to be pulled for patrons. Patrons place hold requests through the patron catalog, or they ask library staff to place the holds for them. Most integrated library systems allow holds to be placed at the bibliographic level (any copy of the title) or at the item level (a specific item or volume). When holds are imported into Polaris, they are assumed to be bibliographic (title) level holds. For information on the format for extracting holds data, see "Guidelines for Exporting Non-MARC Data".

Hold Request Data	Polaris Element/Header Value	Description	Category	Data Requirements
Bibliographic control number identifier	BibliographicRecordID	Bibliographic record (title) for which the hold request was originally placed.	Required
Creation date	CreationDate	Date the hold request was placed	Required	DateTime
Expiration date	ExpirationDate	Date the hold request expires	Required	DateTime
Hold status	SysHoldStatusID	Status of the hold request	Required
Patron control number identifier	PatronID	Patron for which the hold request was placed	Required
Pickup location	PickupBranch	Branch at which the item is to be picked up (defined in profile)	Required
Activation date	ActivationDate	Date the hold request will be activated (system does not attempt to satisfy request until after specified date has been reached)	Preferred	DateTime
Hold modification date	ModificationDate	Date the hold request was last modified	Preferred	DateTime
Hold notification date	HoldNotificationDate	Date when a pick-up notice for this request was sent	Preferred	DateTime
Hold shelf expiration date	HoldTillDate	Date on which the item will be removed from the hold shelf and sent back into circulation.	Preferred	DateTime
Last status change date	LastStatusTransitionDate	Date of last status transition	Preferred	DateTime
Patron note	OpacNotes	Contains notes entered by patron	Preferred	Up to 255 characters
Queue position	Sequence	Position of the hold request in the hold queue	Preferred	Whole number
Staff notes 1	StaffNotes1	Contains notes entered by staff	Preferred	Up to 255 characters
Staff notes 2	StaffNotes2	Contains notes entered by staff	Preferred	Up to 255 characters

Serials Information

Serials data migration consists of serials bibliographic records, delivered along with the regular MARC bib file, and item records which represent serials issues, also delivered along with the regular item records.

Appendix A: Acquisitions Data

Acquisitions data is not typically included when migrating to Polaris. Acquisitions data is only migrated to Polaris if you specifically contracted with Clarivate during the sales process.

If you have specifically contracted for Acquisitions Data, the following sections describe the data elements. All data should be provided according to the ‘Guidelines for Exporting Non-MARC Data’ section above.

Supplier Records

Supplier records can be exported to Polaris as part of the serials migration process. In Polaris, both Acquisitions and Serials processes use Supplier Records. Supplier records contain information about suppliers’ accounts with the library, including the supplier’s name, alternative name, contact person, account information, Standard Address Number (SAN), currency code, telephone numbers, addresses, instructions, electronic ordering information, claiming information, and notes. For information on how to export data, see "Guidelines for Exporting Non-MARC Data".

Supplier Data	Polaris Element / Header Value	Description	Category	Data Requirements
Supplier ID	SupplierId	Unique number assigned to supplier	Required
SAN	SupplierSan	Main part of the supplier SAN	Optional
SAN Prefix	SupplierSanPre	Prefix to supplier SAN	Optional
SAN Suffix	SupplierSanSuf	Suffix to supplier SAN	Optional
Max Claims	MaxClaims	Maximum number of claims allowed for orders with supplier.	Optional	Integer, maximum of 5.
Claim wait period one	ClmWtPer1	Number of days after order release for first claim.	Optional	Integer < 1000; null unless claims used.
Claim wait period two	ClmWtPer2	Number of days after first claim to wait before sending second claim.	Optional	Integer < 1000; null unless claim wait period 1 is used.
Claim wait period three	ClmWtPer3	Number of days after second claim to wait before sending third claim	Optional	Integer < 1000; null unless claim wait periods 1-2 used.
Claim wait period four	ClmWtPer4	Number of days after third claim to wait before sending forth claim.	Optional	Integer < 1000; null unless claim wait periods 1-3 used.
Claim wait period five	ClmWtPer5	Number of days after forth claim to wait before sending fifth (final) claim).	Optional	Integer < 1000; null unless claim wait period 1-4 used.
Supplier Name	SupplierName	Name of the referenced supplier	Required	Up to 50 characters
Library Account Number	LBAcctNumber	The library account number associated with supplier	Optional	Up to 50 characters
Note	Note	Supplier specific note	Optional	Up to 400 characters
Currency	CurrencyId	Currency that supplier uses	Required

Supplier Addresses

The supplier address file contains all addresses associated with a given supplier. If a supplier has multiple addresses, each address must be provided in a separate entry in the file, however each supplier can have only a maximum of three different addresses:

Ordering address and associated contact person
Payment address and associated contact person
Claim address and associated contact person

Each address entry must be listed with an address type that explicitly identifies what type of address the entry represents (Order, Payment, or Claim). Other address entries are not allowed.

Supplier Address Data	Polaris Element / Header Value	Description	Category	Data Requirements
Supplier ID	SupplierID	Unique number assigned to supplier	Required	MUST match an existing supplier id in the primary Supplier file.
Address Type	AddressType	Type of address that the entry represents	Required	Must be Order, Payment, or Claim
Street One	StreetOne	Street address line one	Required	Up to 64 characters
Street Two	StreetTwo	Street address line two	Optional	Up to 64 characters
City	City	City	Required	Up to 64 characters
State	State	State	Required	Up to 64 characters
Postal Code	PostalCode	Postal Code	Required	Up to 64 characters
Contact Name	ContactName	Contact Name	Optional	Up to 50 characters
Phone Number One	PhoneNumberOne	Phone number one	Optional	Up to 20 characters
Phone Number Two	PhoneNumberTwo	Phone number two	Optional	Up to 20 characters
Fax Number	FaxNumber	Fax Number	Optional	Up to 15 characters

Fiscal Years

Fiscal year data includes the definitions and characteristics of the fiscal year information found in the related acquisitions tables.

Fiscal Year Data	Polaris Element / Header Value	Description	Category	Data requirements
Fiscal Year (Fiscal Year ID)	FiscalYearId	Fiscal Year ID that links all ACQ data to the correct fiscal year.	Required	If Fiscal Year Id is not available in legacy data, the Fiscal Year Name could be used, as long as the name is distinct within the file.
Creation Date	CreationDate	The date on which the fiscal year was created.	Suggested	Date / Time
Fiscal Year Start date	FYStartDate	The date on which the fiscal year begins	Required	Date / Time
Fiscal Year End date	FYEndDate	The date on which the fiscal year ends	Required	Date / Time
Name	Name	The name of the defined fiscal year	Required	Up to 50 characters

Funds

Fund account data includes the definitions of all of the funds that are provided as part of the order records. Funds are linked to the fiscal years (above) for the purpose of organizing library accounts. Each fund can have many child (sub) funds. Each fund may also be the child fund to a single parent fund.

Fund Data	Polaris Element / Header Value	Description	Category	Data Requirements
Fund / Fund Id	FundId	Fund ID that links all ACQ data to the correct fund.	Required	If Fund Id is not available in legacy system, the name can be used as long as the name is distinct within the file.
Name	Name	The name for the defined fund.	Required	Up to 50 characters.
Parent Fund Id	ParentFundId	The parent fund id for the defined fund, if one exists.	Required, if fund is a child of another fund.	Defined parent fund id must also exist in fund data.
Beginning fund allocation	BegAllocation	The initial amount allocated to the defined fund.	Required	$.$$
Creation Date	CreationDate	The date that the fund was created.	Required	Date / Time
Fiscal Year Id	FiscalYearId	The fiscal year id that the fund is associated with.	Required	Fiscal year id must be defined in the fiscal year data.
Is fund a parent	IsParent	Flag to indicate whether defined fund is a parent or child fund	Required	If fund is parent, field should contain “Yes” or “1”; otherwise, it should contain “No” or “0”

Purchase Orders

Purchase order header

Purchase order data contains that information that identifies specific characteristics of a purchase order (purchase order number, vendor / supplier, etc.). Order line information is provided in a separate file.

Order Data	Polaris Element / Header Value	Description	Category	Data Requirements
Purchase Order Id	PurchaseOrderId	Unique id number that identifies the purchase order	Required	If Purchase Order Id is not available in legacy system, the Purchase Order number can be used as long as the order number is distinct within the file.
Creation Date	CreationDate	The date on which the purchase order was created.	Required	Date / Time
Release Date	ReleaseDate	The date on which the purchase order was released to vendor.	Required	Date / Time
Supplier Id	SupplierId	The unique vendor name / id that links the order to the appropriate vendor data.	Required	Supplier Id must be present in the supplied supplier / vendor data.
Organization	Organization	The location id / name where the order was placed.	Required
Purchase Order Number	PONumber	The library defined purchase order number.	Required
Purchase Order number Suffix	PONumberSuf	Suffix to purchase order number	Optional	Up to 8 characters
Cataloging Service Charges	CatServiceCharge	Charges that are on purchase order for cataloging services.	Optional	$.$$
Cataloging Service Charges Fund Account Id	CatServiceChargeFundId	The fund account that cataloging service charges should be applied to.	Required, only if Cat. Service charges are supplied.	Fund account must be provided in the supplied fund data.
Other Charges	OtherCharge	Other misc. charges that are on the purchase order.	Optional	$.$$
Other Charges Fund Account Id.	OtherChargeFundId	The fund account that other charges should be applied to.	Required, only if other charges are supplied.	Fund account must be provided in the supplied fund data.
Service Charges	ServCharge	Service charges for the purchase order.	Optional	$.$$
Service Charges Fund Account Id.	ServChargeFundId	The fund account that services charges should be applied to.	Required, only if services charges supplied.	Fund account must be provided in the supplied fund data.
Shipping Charges	ShippingCharge	Shipping charges for the purchase order.	Optional	$.$$
Shipping Charges fund Account ID	ShippingChargeFuneId	The fund account that shipping charges should be applied to.	Required, only if shipping charges supplied.	Fund account must be provided in the supplied fund data.
Special handling charges	SpecHandlingCharge	Special handling charges for the purchase order.	Optional	$.$$
Special handling charges fund account ID.	SpecHandlingChargeFundId	The fund account that special handling charges should be applied to.	Required, only if special handling charges are supplied.	Fund account must be provided in the supplied fund data

Purchase Order Line

This information contains descriptive information about each line on a given purchase order. Each purchase order line must be linked to a single purchase order via the Purchase Order Id.

Order Line Data	Polaris Element / Header Value	Description	Category	Data Requirements
Purchase Order Id	PurchaseOrderId	Unique id number that identifies the purchase order	Required	ID must be present in primary Purchase Order file.
Purchase Order Number	PurchaseOrderNo	The library defined purchase order number	Required
Line number	LineNumber	The physical line number of as it appears on the purchase order	Required
Purchase Order Line Item Id	POLineItemId	Unique ID number for a purchase order line item record	Required	Legacy internal line item number if available to help identify order line.
Isbn / Issn	IsbnIssn	The internation standard book number or serial number for the item.	Recommended
Price	Price	The list price for the line item record.	Required	$.$$
Vendor Title Number	VendorTitleId	Bibliographic catalog number for item ordered (NOT the bib record control number).	Optional
Bibliographic Record Id	BibliographicRecordId	The bibliographic record control number linked to line item record.	Required
Title	Title	Title of record used for display purposes.	Required (or title taken from bibliographic record)
Author	Author	Author of record used for display purposes.	Recommended (or taken from bibliographic record)
Title Non Filing Count	TitleNonFilingCount	Total number of non-filing characters in title that should be ignored for collating purposes	Required (or taken from bibliographic record title information).
Material type	MaterialType	The target material type (item type) that the item will be assigned to	Optional