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Migrating records into Figshare

    Basic outline and things to consider:

    1. Extract files: In order to migrate anything into Figshare, you must be able to extract the records (metadata and files) from the legacy repository/database. If the records include metadata and files, the metadata needs to include a link or field that identifies the related file. The most common format for extracting metadata is csv (but any spreadsheet file is acceptable), and the files and metadata can be transferred in a number of ways, including via ftp if the collection is very large (there may be a cost involved with FTP transfer).
    2. Metadata: Before any migration samples can begin, you will need to determine which metadata fields from your legacy repository/database should be transferred to Figshare. Once this is decided, we can provide you with a template for mapping metadata fields to Figshare fields. First, you will need to map fields to the default Figshare fields (specifically, fields that are mandatory for publication), after which you will need to fill in custom fields for any required additional fields, and map them to legacy fields.
    3. Group location: This is simply a decision about where in the repository you want to migrate your records into. In some cases, it may be as simple as deciding that all records go into a single group, but in other cases (typically IRs), there are complex requirements around where a record should reside, so these need to be discussed and often, a field in the metadata will need to be used to map records to a group in Figshare
    4. Ownership and Authors: The account into which the records are migrated will be the owner of the items in the repository. This account will have edit access to the migrated records into the future, so you will need to decide which account the records should be migrated into. This might be a user account on the institutional SSO, or a general admin account that we create for your repository using a shared service email address. By default, we do not migrate items into the accounts of the authors, nor do we link authors to author profiles for migrations, but if either of these are important requirements, you should make your Implementation Manager aware, so that we can investigate the possibilities and discuss any potential issues. Please note that the migration of user records into individual author accounts and linking author values to author profiles are highly dependant on the information that can be extracted and provided from the legacy repository/database (eg. if there were no links to author accounts in the legacy system, it is unlikely that there is enough information available for us to do this in Figshare).
    5. Test migrations on stage: Once we have completed the above mentioned tasks, we can develop the migration script and run an initial test migration with a sample of items on your stage environment, for you to review and provide feedback. We will run a number of tests until the migrated records appear as expected in Figshare, after which we will have the script ready for the live migration
    6. Production migration: On an agreed date, we will run the live migration on your production environment. The final migration can take anything from a day to a week, depending on the quantity and size of the files and metadata to be migrated.

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