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PALNI Hyku Migration: Get Started

Orientation Graphics

Graphic pointing reader to start with step-by-step guide below, then quick start guide and user guide
Overview of Hyku migration process, in four steps: prepare, migrate, review, maintain
Hyku's 3 work types: general/image, oer, etd

General Information

Hyku Commons
Landing page for PALNI, PALCI, Louis and VIVA collaborative repository. Institutions who have published collections appear here.

Hyku for Consortia website
PALNI's landing page for Hyku. Project status, news updates, toolkits and more can be found here.

Hyku Quick Start Guide
Google doc with instructions on how to: configure the theme and branding; establish the repository's workflows, collections, and roles/users; create content; and make the repository public. Includes screenshots of the Hyku back end.

Hyku Commons User Guide
Text and video tutorials on all aspects of Hyku. Introductory resources, metadata guidelines, administration guides, bulk upload, UI, and configuration and appearance.

Community discussion area for Hyku users. Must be added to the group to log in.

Hyku Commons status page
Check here to see if outages, maintenance, or other incidents may be affecting your Hyku instance.

Bulkrax on GitHub
Code for bulkrax (bulk upload) tool for Hyku.

Customizing themes video
YouTube video walking through the process of editing and customizing theme layouts for your Hyku repository.

Hyku Definitions
Glossary of terms used in the Hyku back end and in community discussions.

Listing a Repository on Hyku Commons
Instructions and guidelines on making a repository public, including minimum best practices for a public-facing repository.

Step-By-Step Guide

Preparing to Migrate

(Email to start!)

  1. Decide which collection to migrate
  2. Schedule a migration consultation meeting
  3. Request new repository in Hyku 
  4. Set up users in Hyku
  5. Create collection and/or admin set in Hyku (optional - set up a test collection first)
  6. Locate and/or export files to migrate
  7. Decision point: Do you want to do any metadata remediation in CONTENTdm before exporting ? 
  8. Export data from existing system
  9. Verify completeness of export
  10. Keep a copy of legacy metadata
  11. Crosswalk planning and documentation
  12. Data remediation and documentation
  13. Organize for preservation and/or future use: legacy and remediated metadata sheets, files

Active Migration

  1. Attend training session on Bulkrax
  2. Prepare ingest spreadsheets
  3. Arrange files per import specs
  4. Create importer
  5. Bulk upload no more than 500 at a time
  6. Post to Hyku Community on Basecamp or contact for troubleshooting help

After Migrating

  1. Check integrity of data and objects
  2. Finalize landing page for the collection
  3. Update known links to old collection space to new one
  4. Celebrate your accomplishment!

Later Considerations

  1. Strategize take down process for old collection
    1. Possibility of a tombstone page and/or redirect
    2. Where items are shared, will you add new records or update old ones?
      1. Indiana Memory/DPLA
      2. WorldCat
  2. Gather and preserve legacy statistics

Exporting from CONTENTdm

Exporting CONTENTdm collection metadata directly from CONTENTdm
PDF of instructions for using the export function in the CONTENdm web admin. Includes link to OCLC's instructional help page.

Bridge to Hyku documentation
Samvera community resource for migrating repository content to Hyku. Includes instructions and guiding questions for migration planning (including metadata normalization/remediation) and a list of tools.

Please note this documentation provides a general overview of the process, but does not reference the PALNI instance of Hyku.  Refer to PALNI specific documentation for guidance on mapping exported metadata fields.

CDM Bridge video tutorial
YouTube video walking through the metadata cross-walking and file exporter tool, CDM Bridge. CDM Bridge is one of the tools provided by Bridge2Hyku.

CDM Bridge software download

Offers ability to export either metadata or metadata and image and text files from CONTENTdm.  Please not that files will be exported as JP2 (JPEG 2000) files and will have generic names (ex. 1, 2, 3, 4, etc.).  Files will need to be converted to jpg, pdf, or another supported file type before importing into Hyku and it may be helpful to rename the files.  This software was not created for the PALNI instance of Hyku and does not contain all the available metadata fields and includes some different field names.  The software can be used to export files from CONTENTdm, but it may be easier to work with the metadata from a direct CONTENTdm export.  This export does not delete or remove items from your CONTENTdm collection.

Administration Overview

List of User Roles
PDF of user roles in Hyku. Refer to this when setting or reviewing permissions.

User Permission Matrix
PDF of spreadsheet comparing permissions across user roles in Hyku.

Advice From Your Peers

  • Locate the collection’s original files as early as possible. If you know where the original files are for a collection, locate them and move copies to a new location for the migration project. It will save you time with not having to export the files with the metadata from the system. As well, copying or moving them will help you not have to track them down later if you forget where they were.

  • Document everything. Do not only think about creating a record of how things were and then changed but also backing up everything after the migration process is over. As well, if several people are going to be working on the project, test and document the workflow to help yourself understand the process better to better educate those helping you.

  • Migrate on a collection level rather than all at once. This will allow you to review the specialized metadata for that collection, make hard decisions and cross walk the metadata, and then reflect before moving on to the next collection.

  • Take the time to cleanup or remediate your metadata now. While it is time consuming, it will save you time in the long run as you 1. Won’t have to run into errors importing metadata into the new system due to legacy formatting and 2. Start clean and streamlined by refining the information now.

  • Think ahead to the next migration process. Migration is a continually recurring event due to evolving technologies and changing contracts. While metadata may be edited in the new system, go ahead and save the original files and metadata upload and/or export spreadsheets for the next time. You’ll be able to reference them now and manipulate them later.