Yale Library staff migrated 13 million records to the Alma platform, enhancing search and access through teamwork and careful planning.
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L-R: Brandon Dudley , Kalee Sprague, Marty Kurth. (Photo by Robert DeSanto)
How many people does it take to migrate over 13 million bibliographic records? The answer is 75 library staff members who spent two years moving the library’s data from legacy search tools Orbis and Morris to the new Alma platform. The team navigated various challenges to help successfully launch the new software.
Yale Library’s discovery tools
For over 20 years, library patrons used the Orbis and Morris discovery tools to search the Yale Library’s holdings. In July, the tools were retired and replaced by systems powered by Alma, a cloud-based software designed to improve resource management and access.
Thanks to the project team’s careful planning, transitioning to the new software went smoothly. While the interface maintained its familiar look and feel, several new features enhanced the user experience, including improved search functionality, streamlined material requests, and a redesigned “My Account” that simplified how patrons manage library interactions.
Members of the university community and visitors can use the Yale Library’s online search tools found on its “Find, Request and Use“ webpage to locate books, articles, special collections, media, and more. In addition, over 600 library staff rely on these systems to perform their jobs, making them a critical part of the library’s infrastructure.
“The system’s impact extends from user experience to daily operations,” said Marty Kurth, associate university librarian for technical services. His team, which maintains relationships with publishers and other content providers, and processes acquisitions (e.g., journals, videos or e-books) that become accessible through Alma, now benefits from the new infrastructure.
“We now have a contemporary cloud-based technology that positions us well to anticipate and participate in future development as library collections evolve,” said Kurth.
“The success of Yale’s research enterprise depends on library systems that organize, describe, discover, retrieve, and manage all kinds of information and processes—from the delivery of a rare manuscript to a scholar working in the Beinecke reading room to the ongoing management of data sets supporting publication of a medical breakthrough in a leading journal,” added Barbara Rockenbach, the Stephen F. Gates ’68 University Librarian. “Our investments in library technology are critical to the creation and dissemination of new knowledge that is at the heart of Yale’s research mission.”
Lloyd Suttle, vice provost for academic resources, was one of the first patrons to check out books in the new system. He selected a two-volume history of New Haven. (Photo by Dan Renzetti)
Teams and tasks
The library technology platform migration project took just over two years and involved a network of 11 taskforces established to work on various parts of the system, such as acquisitions, fulfillment, and e-resources. As the project progressed, a group of staff were brought in to test the migrated data. Brandon Dudley, library services platform senior project and program director, was responsible for providing project direction, handling vendor relations, managing milestones and deliverables, and ensuring the migration was a success.
“Internally, we had a very large structure of staff to ensure project success,” said Dudley.
Kalee Sprague, technical team lead and senior systems librarian, co-coordinated the development of the primary public-facing interfaces, working closely with multiple task forces and team members throughout all phases.
“I think it’s essential to appreciate the collaborative effort put in by everyone. It wasn’t just the IT department or the library staff. It was a university-wide effort,” said Sprague.
Integrating the old with the new
The team encountered some technical challenges integrating existing programs, which were developed in-house, with the new cloud-based Alma. “The previous software was designed in the 1980s, before the internet and the web,” said Dudley.
Another challenge was data cleanup and accuracy. Moving vast amounts of information — 2 million orders, 200,000 loans, and almost 350,000 patrons — to a new platform introduced risks, and the team dedicated considerable effort to ensure data integrity.
During the project migration, several test loads were conducted, moving small batches of data to the new software to ensure everything worked properly. Throughout the process, feedback was an important factor. The User Experience team often met with faculty, staff, and students to understand how they used the system and to allow them to try out the new tool in the test phase.
Managing the transition
Preparing both staff and visitors for the new platform was a crucial undertaking. The team provided training and information sessions to explain changes and benefits, including hands-on workshops, video tutorials, and department super users.
“A big challenge was change management — transitioning people from using, for some, a system they’ve interacted with their whole careers to a more modern tool,” said Sprague. “We found that most staff welcomed the new technology and were ready for a more user-friendly experience.”
Successful launch and future impact
The project’s success highlights the importance of thoughtful planning, strong teamwork, and ongoing communication with the community. Now equipped with a modern, flexible system that enhances how users discover and access its vast collections, the library is better equipped to meet future demands.
