Cataloging

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 MARC bibliographic frameworks 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.

Adding records

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 ‘New record’

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    • Choose the framework you would like to base your record on

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

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

  • Click ‘New from Z39.50/SRU’

  • Click on the arrow to pre-select a framework for your imported your catalog record (the Default framework is used if you do not make a selection).

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    • Search for the item you would like to catalog

    Note

    If no results are found, try searching for fewer fields, not all Z39.50 targets can search all of the fields above.

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

  • The display of extra MARC fields and subfields can be configured via the AdditionalFieldsInZ3950ResultSearch preference.

  • From the results’ ‘Action’ button you can view the MARC or Card view for the record or choose to import it into Koha.

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    • If you don’t find the title you need in your Z39.50 search results you can click the ‘Try Another Search’ button at the bottom left of your results

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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’.

  • To expand a collapsed tag click on the tag description

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

    • It is possible to change the source of the MARC documentation using the MARCFieldDocURL system preference

    • 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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    • If this icon appears you must click the icon to the right of the field to search for an existing authority.

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    • From the results list click ‘Choose authority’ to bring that into your catalog record

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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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    • To move subfields in to the right order, click the up arrow to the left of the field

    • To duplicate a subfield click on the clone icon (to remove a copied field, click the delete clone icon) to the right of the field

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    • To remove a subfield (if there is more than one of the same type), click the - (minus sign) to the right of the field

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

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    • Some fixed fields have editors that will change based on the material type you’re cataloging (for example the 006 and the 008 fields)

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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

  • If you are about to add a duplicate record to the system you will be warned before saving

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Advanced editor cataloging

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

Note

This feature does not currently include any support for UNIMARC or NORMARC fixed fields.

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.

Shortcut

Behavior

Alt-C

Insert copyright symbol (©)

Alt-P

Insert copyright symbol (℗) (sound recordings)

Ctrl-D

Insert delimiter (‡)

Ctrl-H

Get help on current subfield

Ctrl-Shift-L

Link field to authorities

Ctrl-S

Save record

Ctrl-X

Delete current field

Ctrl-Shift-X

Delete current subfield

Enter

New field on next line

Shift-Enter

Insert line break

Tab

Move to next position

Shift-Tab

Move to previous position

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

Libraries sometimes make journal articles and articles within monographs and serials accessible to library patrons through analytics cataloging. Analytics cataloging creates separate bibliographic records for these articles, chapters, sections, etc. found within a larger resource such as a book, an article within a journal, newspaper or serial. In analytics cataloging, although a separate bib record is created for the title, it is not physically separated from the host item.  Learn more about Analytics in Chapter 13 of 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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This will prompt you to enter the barcode for the item this record should be linked to.

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After entering the item’s barcode and clicking ‘Select’ you will receive a confirmation message.

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The record will now have the 773 field filled in properly to complete the link.

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To view all of the items tied to the host record, do a search for the record, click the ‘Analytics’ tab on the left and the analytics tied to each barcode will be shown under the ‘Used in’ column.

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Note

It is also possible to create analytic records from this screen by clicking on ‘Create analytics’

You can also see the analytics attached to this record by clicking the ‘Show analytic’ link towards the top of the record in the normal view.

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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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To view all of the items tied to the host record, do a search for the record, click the ‘Analytics’ tab on the left and the analytics tied to each barcode will be shown under the ‘Used in’ column.

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You can also see the analytics attached to this record by clicking the ‘Show analytic’ link towards the top of the record in the normal view.

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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

If you have linked an analytic record incorrectly you can remove that link by editing the item on the analytic record (not the host record). To do this, go to the analytic record and click the ‘Edit’ button and choose to ‘Edit items’. To the left of each item you will see two options.

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  • Clicking ‘Edit in host’ will allow you to edit the item on the host record.

  • Clicking ‘Delink’ will remove the 773 field and the link between the analytic and the host.

Editing records

To edit a record you can click the ‘Actions’ button and choose ‘Edit biblio’ from the search results on the cataloging search page

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

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The record will open in the MARC editor

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The alternative is to search via Z39.50 to overlay your record with a fuller record found at another library. You can do this by choosing ‘Replace record via Z39.50/SRU’ from the ‘Edit’ menu.

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Once you choose that, you will be brought to a Z39.50 search window to search other libraries for the record in question.

Once you have made your edits (via either method) you can click ‘Save’ at the top left of the 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 ‘Upload image’ will take you to the Upload Local Cover Image Tool.

Duplicating records

Sometimes a copy of the record you need to catalog can’t be found via Z39.50. In these cases you can create a duplicate of similar record and edit the necessary pieces to create a new record. To duplicate an existing record click ‘Edit as new (duplicate)’ from the ‘Edit’ menu on the bibliographic record.

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This will open a new MARC record with the fields filled in with the values from the original bibliographic record.

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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.

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Note

If the file is a PDF, it will be opened directly in the user’s browser whereas if the file is an image or another type of file, the user will be prompted to download it.

Merging records

To merge bibliographic records together you will want to go to the Cataloging module and perform a search.

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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Should you try to add a field that is not repeatable two times (like choosing the 245 field from both record #1 and #2) you will be presented with an error

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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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Once you have completed your selections click the ‘merge’ button. The primary record will now CONTAIN the data you chose for it as well as all of the items/holdings from both bib records, and the second record will be deleted.

Important

It is important to rebuild your zebra index immediately after merging records. If a search is performed for a record which has been deleted Koha will present the patrons with an error in the OPAC.

Note

If you would like you can also use the Lists 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 once 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.

Adding items

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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The item edit form will appear:

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At the very least, if you plan on circulating the item, the following fields should be entered for new items:

  • 2 - Source of classification

  • a - Permanent location

  • b - Current location

  • o - Full call number

    • 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 - Barcode

  • v - Cost, replacement price

    • This value will be charged to patrons when you mark an item they have checked out as ‘Lost’

  • y - Koha item type

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.

Below the add form there are 3 buttons for adding the item

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  • ‘Add item’ will add just the one item

  • ‘Add & duplicate’ will add the item and fill in a new form with the same values for you 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

Your added items will appear above the add form once submitted

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Your items will also appear below the bibliographic details on the bib record display.

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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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Editing items

Items can be edited in several ways.

  • Clicking ‘Edit’ and ‘Edit items’ from the bibliographic record

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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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  • Clicking ‘Edit items’ beside the item on the ‘Items’ tab

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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

Quick item status updates

Often circulation staff need to change the status of an item to Lost or Damaged. This doesn’t require you to edit the entire item record. Instead clicking on the item barcode on the checkout summary or checkin history will bring you to an item summary. You can also get to the item summary by clicking on the Items tab to the left of the bib detail page.

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From this view you can mark an item lost by choosing a lost status from the pull down and clicking the ‘Set status’ button.

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You can also mark an item as damaged by choosing a damaged status from the pull down and clicking the ‘Set status’ button.

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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.

Item information

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.

Moving items

Items can be moved from one bibliographic record to another using the ‘Attach item’ option

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Visit the bibliographic record you want to attach the item to and choose ‘Attach item’ from the ‘Edit’ menu.

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Simply enter the barcode for the item you want to move and click ‘Submit’

If this is the last remaining item attached to a bibliographic record you will be presented with a button to delete the original host record.

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

Deleting items

There are many ways to delete item records. If you only need to delete one item you can do this by opening up the detail page for the bib record and clicking the ‘Edit’ button at the top. From there you can choose to ‘Edit items’.

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You will be presented with a list of items and next to each one will be a link labeled ‘Delete’. Click that link and if the item is not checked out it will delete that item.

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If you know that all of the items attached to your record are not currently checked out you can use the ‘Delete all items’ option under the ‘Edit menu’ and it will remove all items from the record.

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

Each bibliographic record keeps a circulation history (with or without the patron information depending on your settings), but each item also has its own circulation history page. To see this, click on the ‘Items’ tab to the left of the record you are viewing.

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Below the ‘History’ heading is a link to ‘View item’s checkout history,’ clicking that will open up the item’s history which will look slightly different from the bibliographic record’s history page.

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Authorities

Authority records are a way of controlling fields in your MARC records. Using authority records will provide you with control over subject headings, personal names and places.

Adding authorities

To add a new authority record you can either choose the authority type from the ‘New authority’ button or search another library by clicking the ‘New from Z39.50’ button.

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If you choose to enter a new authority from scratch, the form that appears will allow you to enter all of the necessary details regarding your authority record.

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To expand collapsed values simply click on the title and the subfields will appear. To duplicate a field or subfield just click the plus sign (+) to the right of the label. To use field helper plugins simply click the ellipsis (…) to the right of the field.

When linking authorities to other headings, you can use the authority finder plugin by clicking the ellipsis (…) to the right of the field.

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From there you can search your authority file for the authority to link. If you can’t find the authority to link, you can click the ‘Create new’ button and add the necessary authority for the link. This plugin also allows for you to choose the link relationship between the authorities.

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If you choose to search another library for the authority record you will be presented with a search box

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From the results you can choose the ‘Import’ link to the right of the record you would like to add to Koha

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You will then be presented with the form to edit the authority before saving it to your system

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Searching authorities

From the authorities page you can search for existing terms and the bibliographic records they are attached to.

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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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If the authority has ‘See also’s in it you will see those broken out on the search results, clicking the linked headings will run a search for that heading instead.

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Editing authorities

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.

To delete an authority record you first must make sure it’s not linked to any bibliographic records. If it is not used by any bibliographic records a ‘Delete’ link will appear to the right of the record on the search results and as a button that appears after clicking on the summary of the authority record.

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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You will be presented with the MARC for both of the records (each accessible by tabs labeled with the authority 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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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.

264

PRODUCTION, PUBLICATION ETC.

Production, Publication, Distribution, Manufacture, and Copyright Notice.

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. The label is set dynamically from the second indicator so generally this would be set to ‘1’ for Publisher: .

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

952$b

Holding library ** (usually the same as 952$a )

Branch code

Required. Code must be defined in Libraries

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

Koha XSLT material type icons

When you have any of the XSLT system preferences (OPACXSLTDetailsDisplay, OPACXSLTResultsDisplay, XSLTDetailsDisplay, and/or XSLTResultsDisplay) along with the DisplayOPACiconsXSLT and DisplayIconsXSLT preferences turned on you will see material type icons on the related screen.

Important

These images are coming from values found in your leader, if your leader is not cataloged properly it might be best to turn off the DisplayOPACiconsXSLT preference (which can be done while leaving the other XSLT preferences turned on).

image1081

  • Book [BK]

    • leader6 = a (and one of the leader7 values below)

      • leader7 = a

      • leader7 = c

      • leader7 = d

      • leader7 = m

    • leader6 = t

image1082

  • Computer File [CF]

    • leader6 = m

image1083

  • Continuing Resource [CR]

    • leader7 = b

    • leader7 = i

    • leader7 = s

image1084

  • Map [MP]

    • leader6 = e

    • leader6 = f

image1085

  • Mixed [MX]

    • leader6 = p

image1086

  • Sound [MU]

    • leader6 = c

    • leader6 = d

    • leader6 = i

    • leader6 = j

image1087

  • Visual Material [VM]

    • leader6 = g

    • leader6 = k

    • leader6 = r

image1088

  • Kit

    • leader6 = o

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 [http://marcedit.reeset.net/]. 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”

    image719

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

    image720

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

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

    image721

  • Click on Tools > Add/Edit Field

    image722

  • Enter in the Koha specific item info

    image723

    • 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

    image724

    • 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

    image725

  • 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.