Catalogação

Before you start cataloging in Koha you’re going to want to do some basic setup. Refer to the Implementation Checklist for a full list of these things. Most importantly you’re going to want to make sure that your Planilhas bibliográficas MARC are all defined the way you want. Once in the cataloging module you will not be able to add or remove fields and subfields so your frameworks must be ready before you start cataloging.

You can also use OCLC Connexion to send records directly in to Koha. For more information on that please review the OCLC Connexion Gateway setup Appendix.

  • Get there: More > Cataloging

Bibliographic Records

In Koha the bibliographic record contains the main information related to the material. This includes things like the title, author, ISBN, etc. This information is stored in Koha in Marc (different flavors of Marc are supported in Koha). Once this information is saved, Item Records can be attached.

Adicionar registros

Records can be added to Koha via original or copy cataloging. You can also choose to use the basic or advanced cataloging interface for all of your work.

If you would like to catalog a record using a blank template in the basic editor

  • Click ‘Novo Registro’

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    • Escolha o frameword no qual você quer que o seu registro seja baseado

If you would like to catalog a record using a blank template in the advanced editor

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If you want to catalog a record based on an existing record at another library in the editor you last used (basic or advanced)

  • Click ‘New from Z39.50/SRU’

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    • Pesquisar pelo material que você quer catalogar

      • Note

        Se não obteve nenhum resultado, opte por pesquisar em poucos campos, nem todos os servidores Z39.50 permitem pesquisar em todos os campos abaixo.

    • Search targets can be altered by using the Z39.50 Admin area.

    • From the results you can view the MARC or Card view for the records or choose to Import them into Koha

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      • Além do link de importação à direita de cada título, você pode clicar no título em que está interessado e surgirá um menu com links para ter uma visualização prévia do registro e possibilidade de importá-lo

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      • Se você não encontrar o título que procura nos resultados de busca do Z39.50 você pode clicar no botão ‘Nova busca’ na parte inferior esquerda da tela de resultados

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Basic Editor Cataloging

In the basic editor once you’ve opened a blank framework or imported a record via Z39.50 you will be presented with the form to continue cataloging

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  • If you would rather not see the MARC tag numbers you can change the value in your hide_marc system preference or each user can check the box next to ‘Show tags’ found under ‘Settings’.

  • Para expandir ou ocultar uma tag, clique na descrição da tag

  • To get help from the Library of Congress on a Marc tag click the question mark (?) to the right of each field number

    • If you feel that this clutters the screen you can hide the question marks by unchecking the box next to the ‘Show MARC tag documentation links’ note found under ‘Settings’
  • Sometimes fields may not be editable due to the value in your BiblioAddsAuthorities system preference. If you have this preference set to not allow catalogers to type in fields controlled by authorities you may see a lock symbol to the left of the field.

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    • Se este ícone aparecer, você precisará clicar no icone no lado direito do campo para buscar por uma autoridade existente.

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    • Na lista de resultados, clique ‘Escolher autoridade’ para trazer estas informações para o registro no catálogo

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  • To duplicate a field click on the ‘repeat this tag’ icon to the right of the tag

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    • Para mover os subcampos para a ordem correta, clique na seta para cima no lado esquerdo do campo

    • Para duplicar um subcampo clique no ícone de clonagem (para remover um campo copiado, clique no ícone de exclusão de clonagem) à direita do campo

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    • Para remover um subcampo (se tiver mais que um do mesmo tipo), clique no sinal de subtração (-) à direita do campo

  • To use a plugin click on the icon to the right of the filed

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    • Alguns campos fixos possuem informações que mudam com base no tipo de material que você está catalogando (por exemplo os campos 006 e 008)

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  • Once you’ve finished, click the ‘Save’ button at the top and choose whether you want to save and view the bib record you have created or continue on to add/edit items attached to the record

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    • Choosing ‘Save and view record’ will bring you right to the record you just cataloged
    • Choosing ‘Save and edit items’ will bring you to the add/edit item form after saving the bib record so that you can attach holdings
    • Choosing ‘Save and continue editing’ will allow you to save your work so far and keep you in the editor to continue working
  • Se você está para adicionar um registro duplicado no sistema, você será avisado sobre isto antes de salvar

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Advanced Editor Cataloging

In order to use the Advanced cataloging editor you need to enable the EnableAdvancedCatalogingEditor preference.

Important

This feature is currently experimental, and may have bugs that cause corruption of records. It also does not include any support for UNIMARC or NORMARC fixed fields. Please help us test it and report any bugs, but do so at your own risk.

In the advanced editor once you’ve opened a blank framework or imported a record via Z39.50 you will be presented with the form to continue cataloging

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Using the search box on the left you can perform Z39.50 searches

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And from those Z39.50 results you can view the marc record by clicking the link to the right

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Clicking ‘Import’ will bring the record in to the editor where you can perform your edits

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Note

When adding a new field in the Advanced Editor, you need to key underscores for a blank indicator, and surround the indicators with spaces.

Note

You need to key a space before the first subfield delimiter, but not before or after other subfield delimiters in the field.

At the bottom of the editor you will see help from the Library of Congress for the field you are on. In cases where your MARC is invalid you will see red highlighting. To edit the record using only keyboard functions the Keyboard shortcuts button will inform you of the necessary commands

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Advanced Cataloging Keyboard Shortcuts

The following keyboard shortcuts can be used in the advanced cataloging module to save time and clicking.

Atalho Comportamento
Ctrl-D Inserir delimitador (‡)
Ctrl-H Obtenha ajuda no subcampo atual
Ctrl-S Salvar registro
Ctrl-X Excluir campo atual
Ctrl-Shift-X Delete current subfield
Enter Novo campo na próxima linha
Shift-Enter Inserir quebra de linha
Aba Mover para a próxima posição
Shift-Tab Mover para a posição anterior
Macros in Advanced Cataloging

To record a new macro:

  • Select the “> Macros…” button
  • A window will pop up. In this window, select “New macro…,” key the new macro’s name in the pop-up box and select OK.
  • Now click to the right of the little number 1, and key the first line of your macro. For a multi-line, i.e., multi-field macro, hit the return key so that a little number 2 appears, and key the second line/field, etc.
  • Your macros will be automatically saved. When finished you can select the “x” to close the window, or select a macro to run on the record that you’re editing, or select another macro to run.

To edit an existing macro:

  • Select the “> Macros…” button
  • A window will pop up. In this window, select the macro that you wish to edit & make your changes.
  • Your work will automatically be saved, and when finished you can select the “x” to close the window, or select a macro to run on the record that you’re editing, or select another macro to run.

The basic syntax of the macro language:

  • new 500=‡aEdited with Rancor
    • Creates a new 500 with a ‡a subfield and sets it to “Edited with Rancor”.
  • 245c= by J.K. Rowling.
    • Sets the first ‡c subfield of the first 245 tag in the record to ” by J.K. Rowling”, creating it if necessary.
  • 082a={084a}
    • Sets the ‡a subfield of the first 082 tag (creating the subfield if necessary) to the contents of the first 084‡a.
  • indicators=_1
    • Sets the indicators of the last mentioned tag (in this case, 082) to “_” and “1”.
  • new 090a=Z674.75.W67
    • Creates a new ‡a subfield on the first 090 (but only if that field already exists) and sets it to Z674.75.W67.
  • new 090a at end=Z674.75.W67
    • Same as above.
  • new 245b after a= a tale of might and magic /
    • Creates a new ‡b after the first a subfield and sets it to ” a tale of might and magic /”.
  • delete 245b
    • Deletes the first ‡b subfield on the first 245 to ‡b

Adding Analytic Records

Algumas bibliotecas utilizam, às vezes, a catalogação analítica para tornarem artigos de jornal e artigos que compõem trabalhos monográficos ou seriados mais acessíveis aos usuários. A catalogação analítica envolve a criação de um registro bibliográfico exclusivo para estes artigos, capítulos, seções etc. encontrados dentro de um material maior, como capítulo em um livro, um artigo em um jornal ou periódico. Na catalogação analítica, apesar de um registro exclusivo ser criado para o título, ele não é fisicamente separado do item que o hospeda (aprenda mais sobre Analíticas no capítulo 13 da AACR2)

If you would like to catalog analytic records there are two options. One is to use the Easy Analytics funtion; the other is the Analytics Enhanced Workflow.

Easy Analytics

The Easy Analytics feature makes linking analytic records together easier. The first thing you need to do is set the EasyAnalyticalRecords preference to ‘Display’ and the UseControlNumber preference to ‘Don’t use.’

After cataloging your analytic record (see Adding Records for more on creating records) click ‘Edit’ from the normal view and choose to ‘Link to Host Item’

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Será solicitado um código de barras para o exemplar ao qual este registro deve ser ligado.

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Após digitar um código de barras e clicar ‘Selecionar’ você receberá uma mensagem de confirmação.

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O registro agora terá o campo 773 devidamente preenchido para completar o link.

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Para ver todos os exemplares ligados a um registro, faça uma busca pelo registro, clique na aba Analíticas na esquerda e as analíticas relacionadas a cada código de barras serão exibidas na coluna ‘Utilizada em’.

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Note

It is also possible to create analytic records from this screen by clicking on “Create Analytics”

Você também pode ver as analíticas relacionadas a este registro clicando em ‘Exibir Analíticas’ na parte superior do registro na visualização normal.

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When looking at the analytic record you will also see a link to the host item under the ‘Host records’ column in the holdings table when viewing the ‘Analytics’ tab.

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Analytics Enhanced Workflow

To use the Enhanced Workflow method of adding analytics, the first thing you need to do is set the EasyAnalyticalRecords preference to ‘Don’t display’ and the UseControlNumber preference to ‘Use.’

After cataloging your original record (see Adding Records for more on creating records) click ‘New’ from the normal view and choose to ‘New child record.’

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This will open a new blank record for cataloging. The blank record will only have the 773 field filled in properly to complete the link once the record is saved.

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Para ver todos os exemplares ligados a um registro, faça uma busca pelo registro, clique na aba Analíticas na esquerda e as analíticas relacionadas a cada código de barras serão exibidas na coluna ‘Utilizada em’.

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Você também pode ver as analíticas relacionadas a este registro clicando em ‘Exibir Analíticas’ na parte superior do registro na visualização normal.

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When looking at the analytic record you will also see a link to the host item under the ‘Host records’ column in the holdings table when viewing the ‘Analytics’ tab.

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Editing Analytics

Caso você tenha linkado um registro analítico de forma incorreta, você pode remover este lnk editando o exemplar no registro analítico (não no registro hospedeiro). Para fazer isso, vá para o registro analítico e clique no botão ‘Editar’ e escolha ‘Editar exemplares’. À esquerda de cada exemplar você verá as duas opções.

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  • Clicando em ‘Editar no hóspede’ irá permitir que edite o item no registro hóspede.
  • Clicando ‘Delink’ irá remover o campo 773 e o relacionamento entre o analítico e o hóspede.

Editando Registros

To edit a record you can click ‘Edit Biblio’ from the search results on the cataloging page

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or by clicking the Edit button on the Bibliographic Record and choosing ‘Edit Record’

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O registro será aberto no editor MARC

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A alternativa é pesquisar no Z39.50 para substituir o seu registro por um registro completo encontrado em outra biblioteca. Você pode fazer isso escolhendo ‘Substituir registro via Z39.50’ no menu Editar.

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Apenas se você escolher recuperar um registro no Z39.50 pesquisando em outras bibliotecas para o registro em questão.

Quando você tiver feito todas as edições, você pode clicar em ‘Salvar’ no topo do editor.

You can also use the edit menu to add your own custom cover image if you have either OPACLocalCoverImages and/or LocalCoverImages set to ‘Display’ by choosing ‘Upload Image’ from the menu.

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Choosing to ‘Upload Image’ will take you to the Upload Local Cover Image Tool.

Duplicando registros

Algumas vezes o registro que você precisa catalogar não pode ser encontrado via Z39.50. Nestes casos, você pode criar um registro duplicado com base em um registro semelhante e editar apenas os campos que diferem este novo registro. Para duplicar um registro clique em ‘Editar como Novo (Duplicar)’ no menu Editar no Registro Bibliográfico

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Isto irá abrir um novo registro MARC com os campos preenchidos conforme o registro bibliográfico original.

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Attaching files to Records

If you would like to upload files to Koha you can do so with a few settings.

  • You will need to ask your system administrator to set the ‘upload_path’ config variable to point to where the files will be stored

    • You can see if your upload path is set correctly by visiting About Koha > System Information. If there is an error you will see it there.

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  • You will want to be sure that your OPACBaseURL system preference is set appropriately

  • You will want to add the upload.pl plugin to the 856$u subfield in one (or multiple) of your frameworks

Once you are all set up you can continue with cataloging as regular. You will see a plugin icon next to the 856$u that will open up the upload and/or search window

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From this menu you can click browse to find a file and attach it, or you can search files you have uploaded previously using the search box. From the search results you can choose which file to attach.

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Once the file is chosen it will appear as a link in the MARC record and on the detail display.

Merging Records

Para mesclar os registros juntos bibliográficas você vai querer ir para o Módulo de Catalogação e faça uma pesquisa.

If you see duplicates on that search results screen you can check the boxes next to the duplicates and click the ‘Merge selected’ button at the top of the results.

Once you have selected the records you want to merge, click the ‘Merge selected’ button at the top of the list. You will be asked which of the records you would like to keep as your primary record and which will be deleted after the merge. If the records were created using different frameworks, Koha will also ask you what Framework you would like the newly merged record to use.

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You will be presented with the MARC for all of the records (each accessible by tabs labeled with the bib numbers for those records). By default the entire first record will be selected, uncheck the fields you don’t want in the final (destination) record and then move on to the second tab to choose which fields should be in the final (destination) record.

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Se tentar adicionar um campo que não é repetível duas vezes será apresentada uma mensagem de erro ao usuário

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Below the records you are merging is an option to enter fields to report on. This will allow you to control what fields you see on the merge confirmation page:

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If you enter nothing you will be presented with a confirmation of biblionumbers only

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If you enter fields you will see those on the confirmation page (you can set defaults with the MergeReportFields preference)

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Assim que completar as seleções clique no botão de ‘Unificar’. O primeiro registro irá agora mostrar os dados que escolheu para o mesmo, assim como todas as informações de exemplares e reservas dos dois registros bibliográficos, e o segundo será excluído.

Important

Importante: deve-se recriar o índice zebra imediatamente após a fusão de registros. Se é feita uma pesquisa para um registro que tenha sido excluído, o Koha vai apresentar os usuários com um erro no OPAC.

Note

If you would like you can also use the Listas tool for merging records together. Learn more here.

Deleting Records

To delete a bibliographic record simply choose the ‘Edit’ button and select ‘Delete record’

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Bibliographic records can only be deleted one all items have been deleted. If you try to delete a bibliographic record with items still attached you will see that the delete option is grayed out.

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Item Records

In Koha each bibliographic record can have one or more items attached. These items are sometimes referred to as holdings. Each item includes information to the physical copy the library has.

Adicionar exemplares

After saving a new bibliographic record, you will be redirected to a blank item record so that you can attach an item to the bibliographic record. You can also click ‘Add/Edit Items’ from the cataloging search results

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or you can add new item at any time by clicking ‘New’ on the bibliographic record and choosing ‘New Item’

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O formulário de edição do exemplar irá aparecer:

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No mínino os seguintes campos devem ser preenchidos para novos materiais:

  • 2 - Fonte de classificação

  • a - Localização permanente

  • b - Current location

  • o - Número de chamada completo

    • If you’d like you can use the call number browser plugin for this field. If it’s enabled you’ll see a … to the right of the field. When clicked that will open a call number browser window if the row is highlighted in Red then the call number is in use, if there is a thin Green line instead then the call number can be used.

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  • p - Código de barras

  • v - Cost, replacement price

    • This value will be charged to patrons when you mark an item they have checked out as ‘Lost’
  • y - Tipo de material do Koha

To make sure that these values are filled in you can mark them as mandatory in the framework you’re using and then they will appear in red with a ‘required’ label. The item will not save until the required fields are filled in.

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  • Note

    To make item subfields required in a framework you’ll want to edit the 952 field in the framework editor.

Abaixo do formulário de adição de exemplares há três botões

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  • Adicionar exemplar adicionará apenas um item
  • Add & Duplicate will add the item and fill in a new form with the same values for your to alter
  • Add Multiple items will ask how many items and will then add that number of items adding +1 to the barcode so each barcode is unique

Os exemplares que você adicionou aparecerão acima do formulário de inserção uma vez que ele forem salvos

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Os seus exemplares também aparecerão abaixo dos detalhes bibliográficos na exibição do registro.

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If you have SpineLabelShowPrintOnBibDetails set to ‘Display’ then there will also be a link to print a quick spine label next to each item.

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You can also filter the contents of your holdings table by clicking the ‘Activate filters’ links. This will show a row at the top where you can type in any column to filter the results in the table.

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Editando Exemplares

Itens podem ser editados de diversas maneiras.

  • Clicando ‘Editar’ e ‘Editar exemplares’ no registro bibliográfico

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    Which will open up a list of items where you can click the ‘Actions’ button to the left of the specific item you would like to edit and choose ‘Edit’.

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  • Clicando ‘Editar exemplares’ ao lado do item na aba ‘Itens’

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    Which will open up the editor on the item you’d like to edit

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  • Clicking ‘Edit’ and then ‘Edit items in batch’

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    This will open up the batch item modification tool where you can edit all of the items on this record as a batch.

  • You can also enable StaffDetailItemSelection to have checkboxes appear to the left of each item on the detail display. You can then check off the items you would like to edit and click ‘Modify selected items’ at the top of the list.

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  • You can click ‘Edit’ to the right of each item in the Holdings tab

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  • There is also a link to Edit items from the search results in the staff client

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  • Finally you can use the Batch Item Modification tool

Atualizações rápidas do status de exemplar

É comum que os funcionários responsáveis pela circulação tenham que alterar o status de um material para Perdido ou Danificado. Para isto, não é necessário alterar todo o registro do exemplar. Ao invés de clicar no código de barras do exemplar na tela de resumo de empréstimo ou histórico de devoluções irá levá-lo para uma tela de resumo do exemplar. Você também pode acessar o resumo do exemplar clicando na aba Exemplares no lado esquerdo da página de detalhes do registro bibliográfico.

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Para esta visualização você pode marcar um item como perdido escolhendo o status de perdido e clicando no botão ‘Alterar status’.

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Você também pode marcar um item como danificado pela escolha de um estado danificado da suspenso e clicando no botão “Definir status ‘.

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Duplicating Items

You can easily duplicate each item by clicking the ‘Action’ button the left of each item on the edit items screen

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From here you can choose to ‘Duplicate’ the item and this will populate the form with the values from the item you chose.

Informação do item

To the left of every bibliographic record there is a tab to view the items.

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Clicking that tab will give you basic information about the items. From here you can see basic information about the item such as the home library, item type, collection code, call number and replacement price. You can also see and edit the status information. If an item is marked lost or withdrawn you will also see the date that status was applied.

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In the History section you will see information about the check out history of the item and if you ordered the item via the acquisitions module then this section will include information about the order.

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If the Order or Accession date is linked, clicking it will bring you to the acquisitions information for that item.

Movendo Exemplares

Exemplares podem ser movidos de um registro bibliográfico para outro utilizando a opção Juntar Exemplar

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Entre no registro bibliográfico no qual você deseja adicionar exemplares e clique em ‘Adicionar Exemplar’ no menu ‘Editar’.

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Entre com o código de barras para o exemplar que você deseja mover e clique ‘Selecionar’

If you want to move all items to a new record creating only one bibliographic record you can use the Merge Records tool instead.

Excluindo Exemplares

Existem muitas maneiras de excluir registros de itens. Se você quiser excluir apenas um item você pode fazê-lo abrindo a página de detalhes para o registro do clicar no botão ‘Editar’. Após, clique no botão ‘Editar itens’.

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Será apresentado uma lista com exemplares e perto de cada um terá um link chamado ‘Excluir’. Clique em cada link e se o item não estiver emprestado ele será excluído.

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Se você tem certeza que os itens do registro não estão emprestados você pode usar a opção ‘Excluir todos os itens’ no Menu editar e isso removerá todos os itens do registro.

You can also enable StaffDetailItemSelection to have checkboxes appear to the left of each item on the detail display. You can then check off the items you would like to delete and click ‘Delete selected items’ at the top of the list.

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Finally you can use the batch delete tool to delete a batch of items.

Item Specific Circulation History

Cada registro bibliográfico mantem um histórico de circulação (com ou sem a informação de usuário de acordo com suas configurações), mas cada item também tem sua página de histórico. Para vê-la, clique na aba ‘Itens’a esquerda do registro que estiver visualizando.

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Abaixo do cabeçalho ‘Histórico’ há um link ‘Ver histórico de empréstimos’, clicando neste link é aberto um histórico do exemplar ligeiramente diferente do que aparece na página de histórico do registro bibliográfico.

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Autoridades

Registros de Autoridades são uma maneira de controlar campos nos seus registros MARC. Utilizar registros de Autoridades permite que você controle assuntos, cabeçalhos, nomes pessoais e lugares.

Adicionando autoridades

Para adicionar um novo registro de autoridade, escolha o tipo de autoridade no botão ‘Nova autoridade’ ou pesquisa em outro biblioteca clicando no botão ‘Novo a partir do Z39.50’.

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Se você quiser adicionar uma nova autoridade do princípio, o formulário que aparecerá permite que você insira todos os detalhes necessários relativos ao seu registro de autoridades.

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Para expandir valores colapsados, simplesmente clique no título e os subcampos aparecerão. Para duplicar um campo ou subcampo, clique no sinal de adição (+) ao lado do nome. Para utilizar plugins que auxiliam no preenchimento do campo, clique nas reticências (…) ao lado do campo.

Para relacionar autoridades a outros cabeçalhos, você pode usar o plugin de localização clicando nas reticência (…) ao lado do campo.

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Aqui você pode pesquisar pelo arquivo de autoridades pela autoridade que deseja linkar. Se você não conseguir encontrar a autoridade, você pode clicar no botão ‘Criar nova’ e adicionar a autoridade que for preciso. Este plugin também permite estabelecer o relacionamento entre as autoridades.

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Caso você opte por procurar o registro de autoridade em outra biblioteca, surgirá uma caixa de pesquisa

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Nos resultados você pode escolher o link ‘Importar’ à direita do registro que você deseja adicionar ao Koha

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Você será levado a um formulário em branco para editar o registro de autoridade antes de salvá-lo em seu sistema

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Pesquisando autoridades

A partir da página de autoridades, você pode pesquisar por termos existentes e pelos registros bibliográficos aos quais eles estão relacionados.

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From the results you will see the authority record, how many bibliographic records it is attached to, an ‘Actions’ menu that includes the ability to edit, merge and delete (if there are no bibliographic records attached).

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Clicking on the Details link to the right of the authority record summary will open the full record and the option to edit the record.

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Caso a autoridade tenha Remissivas Ver Também, você irá vê-las na tela de resultados de pesquisa, clicando nos cabeçalhos linkados irá disparar a busca por estes cabeçalhos ao invés dos outros.

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Editando autoridades

Authorities can be edited by clicking on the authority summary from the search results and then clicking the ‘Edit’ button above the record. Or by clicking on the ‘Edit’ link to the left of the authority on the search results.

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Once you’ve made the necessary edits, simply click ‘Save’ and dontmerge is set to ‘Do’, Koha will immediately update all of the bib records linked to the authority with the new authority record’s data. If dontmerge is set to “Don’t” then Koha won’t edit bib records when changes are made to authorities, rather, this is done later by the merge_authority.pl cronjob.

Para excluir um registro de autoridade você precisa primeiro verificar se ele não está ligado a nenhum registro bibliográfico. Se não estiver sendo utilizado por nenhum registro, um link ‘Excluir’ aparecerá à direita do registro na página de resultados de busca.

Merging Authorities

If you have duplicate authority records you can merge them together by clicking the ‘Merge’ link, found in the actions menu, next to two results on an authority search.

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After clicking ‘Merge’ on the first result you will see that authority listed at the top of the results.

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Next you need to click ‘Merge’ next to the second result you’d like to merge.

You will be asked which of the two records you would like to keep as your primary record and which will be deleted after the merge.

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Você será presenteado com o MARC para ambos os registos (qualquer um acessível por separados marcados com o número de registo). Por padrão todo o primeiro registo vai ser selecionado, desmarque os campos que não deseja no registo final (destino) e depois vá ao segundo separado para escolher quais os campos que também devem estar no registo final.

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Once you have completed your selections click the ‘Merge’ button. The primary record will now contain the data you chose for it and the second record will be deleted.

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Cataloging Guides

Bibliographic Record Cataloging Cheat Sheet

Tag Label Description Instructions
000 LEADER Describes the record(i.e. surrogate) – is it a record for a monograph? A serial? Click in this field to fill it in. Then set “Bibliographic level” to ‘a’ for articles or ‘s’ for serials. Otherwise, leave everything as is.
001 CONTROL NUMBER Accession number. Enter the accession number written inside the item here. For articles and items which do not have accession numbers, leave blank.
003 CONTROL NUMBER IDENTIFIER Your MARC Organizational Code Click in this field to fill it in (will auto fill if you have your MARCOrgCode preference set).
005 D & T LATEST TRANSACTION Current date and time. Click in this field to fill it in.
008 FIXED-LENGTH DATA ELEMENTS Field containing computer-readable representations of a number of things. Generally you will only use ‘s’ (single) or ‘m’ (multiple) options for position 06- use the former when the item was published in a single year, the latter when it was published over the course of several. If there is a single date, only enter a date in the first date field (positions 07-10). Enter the three-digit country code in positions 15-17, being sure to add spaces if the country code is fewer than three characters long. If there is an index, note that fact in position 31. Enter the three-letter language code in positions 35-37.
010 LCCN A number assigned by the Library of Congress to uniquely identify the work. Check on the copyright page of the book (if it was published in the US) or the LC catalog for this number. If you can’t find it, don’t worry about it.
020 ISBN Unique number used by publishers to identify books. If this number isn’t listed on the book, there probably isn’t one.
022 ISSN Unique number used by publishers to identify serials. If this number isn’t listed on the book, there probably isn’t one.
033 DATE/TIME OF EVENT Used for auction dates. Required for auction catalogs. For auctions that took place on only one day, enter the date of the auction in the format YYYYMMDD in the subfield ‘a’ and a ‘0’ in the first indicator. For auctions that took place over two consecutive days or any number of non-consecutive days, create a subfield ‘a’ for each day with the date in the format YYYYMMDD, and put a ‘1’ in the first indicator. For auctions that took place over more than two consecutive days, create a subfield ‘a’ (in format YYYYMMDD) for the first day and a subfield ‘a’ (also in format YYYYMMDD) for the last day, and put a ‘2’ in the first indicator.
040 CATALOGING SOURCE Identifies which libraries created and modified the record. For imported records, add a subfield ‘d’ with your OCLC code as the value. For new records, make sure that the subfield ‘c’ with your OCLC code as the value.
041 LANGUAGE CODE Identifies all the languages used in an item, when two or more languages are present. For significant portions of a text in a given language, there should be a subfield ‘a’ with that language code. If there are only summaries or abstracts in a specific language, create a subfield ‘b’ with that language code.
100 MAIN ENTRY–PERSONAL Authorized form of the main author’s name See Authorized headings sheet and AACR2. The first indicator should generally be a ‘1’, to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be ‘0’.
110 MAIN ENTRY–CORPORATE Authorized form of the name of the main corporate author. Required for auction catalogs. Auction catalogs should use a 110 field rather than a 100 field. See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.
111 MAIN ENTRY–MEETING Authorized form of the name of a meeting which acted as a main offer (e.g. conference proceedings) See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.
245 TITLE STATEMENT Transcription of the title statement from the title page (or chief source of information) Enter the title in subfield ‘a’, the subtitle in subfield ‘b’, and the statement of responsibility in subfield ‘c’. If you are creating a record for a single volume or part of a multi-part item, you should put the part number in subfield ‘n’ and the part title in subfield ‘p.’ For auction catalogs, the date (in ‘MM/DD/YYYY’ format) should be listed in square brackets in subfield ‘f’. See ISBD punctuation sheet. Set the first indicator to ‘0’ if there is no author, otherwise set it to ‘1’. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the second indicator to ‘4’).
246 VARYING FORM OF TITLE Alternate form of title for searching and filing purposes If the patron might look for the work under a different title, enter it here. Do not include initial articles. The first indicator should be ‘3’, unless the title is merely a variant spelling, in which case the first indicator should be ‘1’.
250 EDITION STATEMENT Transcription of the edition statement from the title page (or chief source of information) Transcribe the edition statement exactly as it appears on the title-page. You may abbreviate if the edition statement is very long.
260 PUBLICATION (IMPRINT) Publication information. Put the location of publication in subfield ‘a’, the publisher in subfield ‘b’, and the year (or probable year) in subfield ‘c’. See ISBD punctuation sheet.
300 PHYSICAL DESCRIPTION Physical description Enter the pagination statement in subfield ‘a’, a brief description of “special” contents such as illustrations or maps in subfield ‘b’ (see AACR2), and the size of the item in subfield ‘c’. See ISBD punctuation sheet.
490 SERIES STATEMENT Shows the series statement exactly as it appears on the item. Transcribe the series statement into subfield ‘a’ with the volume number in subfield ‘v’. See ISBD punctuation sheet. Set the first indicator to ‘1’ if you are using an 830. As a general rule, you should do so.
500 GENERAL NOTE Notes that don’t fit anywhere else. Enter notes as full sentences, with a separate 500 field for each distinct topic.
501 WITH NOTE Notes whether the work is bound with the works described by other records. Put description of relationship in subfield ‘a’.
504 BIBLIOGRAPHY, ETC. NOTE Indicates whether the work includes a bibliography. If the work includes a bibliography and index, put the text “Includes bibliographical references (p. XXX-XXX) and index.” in subfield ‘a’. If the work does not include an index, remove that part of the sentence. If the references are scattered throughout the work and not gathered into a distinct sentence, remove the parenthetical statement.
505 FORMATTED CONTENTS List of contents in a standard format. Unformatted contents can be listed in a 500 (General Note) field. See ISBD punctuation sheet. Set the first indicator to ‘0’. If you are separately coding authors and titles, set the second indicator to ‘0’. Otherwise, leave the second indicator blank.
518 DATE/TIME OF EVENT NOTE Used for auction dates. For auction catalogs, enter the date of the auction in the format ‘January 2, 1984’ in the subfield ‘a’
520 SUMMARY, ETC. A brief summary or abstract of the book or article. In general you do not need to write a summary. A summary might be called for, however, with items that cannot be easily reviewed by a patron, such as books with highly acidic paper or CD-ROMs.
546 LANGUAGE NOTE Note describing the languages used in the work Only needed for works in multiple languages. See ISBD punctuation sheet.
561 PROVENANCE INFORMATION Describes the previous ownership of the item. Used only for rare books.
563 BINDING INFORMATION Describes the binding of the item. Used only for rare books.
590 LOCAL NOTE Local notes. Required for auction catalogs. Used for auction catalogs to indicate what types of coins are sold in the auction- Roman, Greek, etc.
600 SUBJECT ADDED–PERSONAL Authorized form of personal names for people discussed in the work See Authorized headings sheet and AACR2. The first indicator should generally be a ‘1’, to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be ‘0’. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.
610 SUBJECT ADDED–CORPORATE Authorized form of corporate names for organizations discussed in the work See Authorized headings sheet and AACR2. Set the first indicator to ‘2’. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.
611 SUBJECT ADDED–MEETING Authorized form of meeting names for meetings discussed in the work See Authorized headings sheet and AACR2. Set the first indicator to ‘2’. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.
630 SUBJECT ADDED–UNIFORM TITLE Authorized form of titles for other works discussed in the work See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the first indicator to ‘4’). If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.
650 SUBJECT ADDED–TOPICAL Library of Congress Subject Heading terms describing the subject of the work See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.
651 SUBJECT ADDED–GEOGRAPHICAL Library of Congress Subject Heading geographical terms describing the subject of the work See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.
655 INDEX TERM–GENRE/FORM Describes what an item is as opposed to what the item is about. Generally used only for auction catalogs, which should have the genre heading “Auction catalogs.” (make sure to find the authorized heading!) If you found the name in the LC authority file, set the second indicator to ‘0’. If you are using a term from a specific thesaurus, set the second indicator to ‘7’ and put the code for the thesaurus in subfield ‘2’. Otherwise set the second indicator to ‘4’.
690 LOCAL SUBJECT ADDED–TOPICAL Used for headings from any custom subject authority file. If there is no appropriate LCSH term, you can use a 690 with subject headings you find on other items in the catalog.
691 LOCAL SUBJECT ADDED–GEOGRAPHICAL Used for headings from any custom subject authority file. If there is no appropriate LCSH term, you can use a 691 with subject headings you find on other items in the catalog.
700 ADDED ENTRY–PERSONAL Used for second authors and other persons related to the production of the work. See Authorized headings sheet and AACR2. The first indicator should generally be a ‘1’, to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be ‘0’.
710 ADDED ENTRY–CORPORATE Used for corporate bodies related to the production of the work (e.g. publishers). See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.
711 ADDED ENTRY–MEETING Used for meetings related to the production of the work (e.g. symposia that contributed to the work). See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.
730 ADDED ENTRY–UNIFORM TITLE Used for uniform titles related to the production of the work (e.g. a work that inspired the present work) See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the first indicator to ‘4’).
773 HOST ITEM ENTRY Describes the larger bibliographic unit that contains the work (e.g. book or journal containing the article being described in the current record) If the host publication is author main entry, enter the authorized form of the author’s name in subfield ‘a’. Put the title in subfield ‘t’. If the host publication is an independent work, put publication information in subfield ‘d’. When available, ISSN and ISBN should always be used in, in subfields ‘x’ and ‘z’ respectively. Relationship information (e.g. volume number, page number, etc.) goes in subfield ‘g’. Subfield ‘q’ contains an encoded representation of the location of the item: volume, issue, and section numbers are separated by colons, and the first page is entered following a ‘<’ at the end of the subfield. See ISBD punctuation sheet. Set the first indicator to ‘0’. If you want the label “In:” to be generated, leave the second indicator blank. If you want something else displayed before the 773 text, set the second indicator to ‘8’ and add a subfield ‘i’ with the label you want at the beginning of the field (e.g. “$iOffprint from:”).
830 SERIES ENTRY–UNIFORM TITLE Authorized form of the series name transcribed in the 490 field. Often this will just be the same as the 490. See Authorized headings sheet and AACR2. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the second indicator to ‘4’).
852 LOCATION/CALL NUMBER Provides the section name for pre-barcode books, pamphlets, and some articles and serials. Do not put anything in this field if you are cataloging a volume which gets only one record and a barcode. If the item does not get a barcode, or you are currently creating a record for an article in a volume, put the section in subfield ‘a’ (see ANS cataloging documentation), and the call number in subfield ‘i’. Set the first indicator to ‘8’.
856 ELECTRONIC ACCESS Links to material available online. Put the URL of any electronic copies or summaries, etc. in subfield ‘u’ and a link title in subfield ‘y’. Set the first indicator to ‘4’.
942 ADDED ENTRY ELEMENTS (KOHA) Used for Koha-specific data. Set the subfield ‘c’ to the appropriate item type.

Table: Cataloging Guide

Item/Holdings Record Cataloging Guide

This table represents the default embedded holdings data in Koha. This information can be used for migration or importing data purposes

MARC21 Tag/subfield Data Element Description Notes
952$0 Withdrawn status

Default values:

  • 0 = Not withdrawn
  • 1 = Withdrawn
Coded value, matching Authorized Value category (‘WITHDRAWN’ in default installation)
952$1 Lost status

Default values:

  • 0 = Available
  • 1 = Lost
  • 2 = Long Overdue (Lost)
  • 3 = Lost and Paid For
  • 4 = Missing in Inventory
  • 5 = Missing in Hold Queue

It’s possible to configure OPAC so that lost items don’t display with the hidelostitems system preference.

Coded value, matching Authorized Value category (‘LOST’ in default installation)

952$2 Classification Classification scheme that defines filing rules used for sorting call numbers. A choice of classification sources as they are defined in administration. If no classification scheme is entered, the system will use the value entered in the DefaultClassificationSource preference.
952$3 Materials specified Specific issues of serials or multi-part items. Displayed when items are checked out and in to tell the staff how many pieces the item has. Copy/volume data is stored in 952$h and $t for display in Normal views.
952$4 Damaged status

Default values:

  • 0 = Not damaged
  • 1 = Damaged
Coded value, matching Authorized Value category (‘DAMAGE’ in default installation)
952$5 Use restrictions

Default values:

  • 0 = No use restrictions
  • 1 = Restricted Access
Coded value, matching Authorized Value category (‘RESTRICT’ in default installation). This value has no effect on circulation.
952$7 Not for loan

Default values:

  • -1 = Ordered
  • 0 = Available for loans
  • 1 = Not for Loan
  • 2 = Staff Collection
Coded value, matching Authorized Value category (‘NOT_LOAN’ in default installation). Negative number values can still be placed on hold.
952$8 Collection code Coded value Coded value, matching Authorized Value category (‘CCODE’ in default installation)
952$9 Item number System-generated item number. Does not display in the item record.
952$a Owning Library ** Branch code Required. Code must be defined in Libraries, Branches and Groups
952$b Holding library ** (usually the same as 952$a ) Branch code Required. Code must be defined in Libraries, Branches and Groups
952$c Shelving location code   Coded value, matching Authorized Value category (‘LOC’ in default installation)
952$d Date acquired YYYY-MM-DD Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD
952$e Source of acquisition Coded value or vendor string Filled in automatically with the Koha assigned vendor id by Acquisitions when an item is received.
952$g Purchase price Decimal number, no currency symbol (ex. 10.00) Filled in automatically by Acquisitions when an item is received.
952$h Serial enumeration   Filled in automatically by Serials if the issue is received there.
952$o Koha full call number   Can be filled in automatically based on the itemcallnumber system preference.
952$p Barcode * Max 20 characters  
952$t Copy number Max 32 characters  
952$u Uniform Resource Identifier Item specific URL Full URL starting with http:// Only needed if your item has its own URL, not necessary if the bib record has a 856$u that applies to all items on the record.
952$v Replacement price Decimal number, no currency symbol (ex. 10.00) Filled in automatically by Acquisitions when an item is received.
952$w Price effective from YYYY-MM-DD Date formats in the 952 subfields are required to be in the system internal format for data loading and subsequent item editing: YYYY-MM-DD. Filled in automatically by Acquisitions when an item is received.
952$x Nonpublic note   This is a note field for notes that will not appear in the OPAC. Right now this note does not appear anywhere but in the item edit screen in the staff client.
952$y Koha item type ** Coded value, required field for circulation Required. Coded value, must be defined in Item types
952$z Public note    

Table: Koha Embedded Holdings Data

* - required for circulation

** - required by Koha

Handling On Order Items and Holds

If you tend to import your MARC records when you have ordered the book (as opposed to when you receive the books), and allow patrons to place holds on those books, you may need to add item records to the *.mrc file before importing.

The easiest way to import your latest order is to first run your records through MARCEdit. Download your MARC records, saving them to your desktop or some other location you use/will remember. If you have MARCEdit already installed you should simply have to double click on your MARC records, and they will automatically open in MARCEdit.

Important

This tutorial was written with MARCEdit version 5.2.3769.41641 on Windows XP, instructions may be different if your version or operating system is different.

  • Your original file will automatically be in the input; ensure MarcBreaker is chosen, and then click “Execute”

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  • You will be presented with a summary of the records processed at the bottom of the screen

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  • Click ‘Edit Records’ to continue on to adding item records

  • Your screen will be replaced with a larger screen containing the MARC records

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  • Click on Tools > Add/Edit Field

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  • Enter in the Koha specific item info

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    • In the Field box, type 942
    • In the Field Data box, type \$c and the item type code (\$cBOOK in this example)
    • Check the ‘Insert last’ option
    • Click ‘Add Field’
  • Enter in the item record data

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    • In the Field box, type 952
    • In the Field Data box, type $7ORDERED_STATUS$aPERM_LOC$bCURR_LOC$cSHELVING_LOCATION$eSOURCE_OF_ACQ$yITEM_TYPE
      • ex. $7-1$aCPL$bCPL$cNEW$eBrodart$yBOOK
        • In a default install of Koha -1 is the value for the Ordered status
      • You may want to look at other subfields you would like data in – for example, changing the collection code to put all the items in the same collection (8), automatically fill in the acquisition date (d), or put in a public note (z).
      • Be sure you use the $ to separate subfields; adding each subfield on a separate line will cause that many items to be imported with your MARC record (in the example above, four items, each with one of those subfields corrected)
      • Make sure you look at the Administration > Authorized Values in Koha to put the correct code into the field
    • Check the ‘Insert last’ option
    • Click ‘Add Field’
  • Close the field editor window

  • Click on File > Compile into MARC

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  • Choose where to save your file

Now you want to go into your Koha system and follow the instructions for importing MARC records.

Once the item has come in, you will need to go to the item record and individually change the item to have the correct barcode, and manually change the status from Ordered to the blank line in the Not for Loan field.

Note

If you purchase your cataloged item records, you may want to request your vendor put in the information you need into the MARC records for you; that way, you could import the edited-by-the-vendor file, overwriting the current record, automatically replacing the data with what you need.