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Library Automation through Koha


The Free/Open Source Library Automation Software

User Manual

Prepared by

T. Venkata Narayana
B.Sc., M.A., M.L.I.Sc., PGDLAN

Mobile No : 99482 57642 e-mail ID : thandu_venkat@yahoo.com H.No.: 1-1-406/A, Beside Nirmala Hospital, Suryapet Nalgonda (Dt), A.P. 508 213

Prepared by T.Venkata Narayana

Contents:
1. Services available 2. Open source software what is it? 3. Introduction to the Koha software 4. Comparison between Koha and other Library Management Softwares 5. System configuration 6. Required additional softwares to install Koha 7. Software Installation methods and sequence 7.1 Apache 7.2 Mysql 7.3 Perl 7.4 Koha 7.5 Mozilla firefox 7.6 Sqlyog 7.7 Wrar 8. Koha database settings on Windows 9. Copy additional files / folders to specified path (location) 9.1 Add folders from add_intranet 9.2 Add folders from add_en 9.3 Add files from Opac_User 9.4 Add file from duedate_cardno_accno_title_author 10. Open Koha interfaces to start working 10.1 Librarian Interface (http://Intranet) 10.2 User Interface (http://opac) 10.3 Important Instructions to use Koha interfaces 11. Librarian Interface (http://intranet) : Modules in Koha 11.1 Parameters 11.2 Acquisition 11.3 Catalogue 11.4 Members 11.5 Circulation 11.6 Authorities 11.7 Reports 5 5 5 7 8 8 8 9 14 17 23 29 32 37 40 41 41 41 41 42 42 42 42 42 43 44 47 47 59 62 63 63

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3 11.1 Parameters 11.1.1 Library branches 11.1.2 Book fund 11.1.3 Currencies 11.1.4 Item type 11.1.5 Borrower categories 11.1.6 Issuing rules 11.1.7 Authorized values 11.1.8 Thesaurus structure 11.1.9 Biblio framework 11.1.10 Links Koha 11.1.11 MARC check 11.1.12 Printers 11.1.13 Stop words 11.1.14 Z39.50 servers 11.1.15 System preferences 11.1.16 MARC biblio export 11.1.17 Upload MARC records in reservoir 11.1.18 General barcodes 11.2 Acquisitions 11.3 Catalogue 11.3.1 Record 11.3.2 Item 11.3.3 Item type 11.3.4 Item count 11.3.5 Location 11.3.5.1 Home branch 11.3.5.2 Holding branch 11.3.6 Data Entry elements / data fields / MARC tags 11.3.7 Data entry without marc 11.3.8 Data entry with marc 11.3.9 Add items 11.3.10 Edit delete records or items (with instructions) 44 44 44 44 44 45 45 45 45 46 46 46 46 46 46 46 46 46 47 47 47 47 47 47 47 47 47 47 48 49 51 52 55

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4 11.3.11 Edit delete items 11.3.12 Delete record 11.3.13 Complete 11.3.14 Normal 11.3.15 ISBD 11.3.16 Add to shelf 11.3.17 Print 11.3.18 Request 11.4 Members entry 11.4.1 Add members 11.4.2 Important instructions to add member 11.4.3 Edit delete patron / members 11.4.4 User login passwords 11.4.5 Patron images 11.4.6 Reading record 11.4.7 Fines 11.5 Circulation 11.5.1 Issues 11.5.2 Returns 11.6 Authorities 11.7. Reports 11.7.1 Borrowers 11.7.2 Catalogue 11.7.3 Circulation 11.7.4 Overdue report and total issues 12. User interface (http://opac) 12.1 Simple view 12.2 Complete view 12.3 ISBD 12.4 Add to shelf 12.5 Print 12.6 Request 12.7 Login (User Login) 57 58 58 58 59 59 59 59 59 59 60 61 61 61 61 61 62 62 63 63 63 63 63 64 64 64 66 66 67 67 67 67 67

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5 13. Data backup and restoration 13.1 Simple method 13.2 Simple restoration 13.3 Backup wit SQLyog 13.4 Restoration with SQLyog 14. Important questions with answers 14.1 How to check and remove NULL? 14.2 How to check missing accession numbers / barcodes? 14.3 How to take print out of patrons / members 68 68 68 68 72 74 74 78 79

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1. Services Available:Installation and Configuration of Koha Software Supply of softwares CD (open source) with manual Two days training for Library staff Preparation of MARC 21 records for library stock Data Conversion from MS-EXCEL, MS-ACCESS to MARC 21 format Data should be available in given format Preparation of Classification numbers for library books according to DDC

Other Services:
Book selection Stock Verification

Digital Library:
Installation of Dspace (open source software) for digital library Installation & configuration of WINISIS (open source software) to maintain Journals contents and abstracts, it is easy to search current and previous journals without manual work

2. Open Source Software What Is It?


Open source promotes software reliability and quality by supporting independent peer review and rapid evaluation of source code. To be certified as open source, the license of a program must guarantee the right to read, redistribute, modify, and use it freely

3. Introduction to Koha software What is Koha?


Koha software which is an Free/Libre Open Source Software (FLOSS), developed by Katipo Communications, New Zealand. Koha is considered as a highly sophisticated Integrated Library System (ILS) in the open source domain which offers full featured ILS including OPAC, circulation, cataloguing, acquisitions, serials control etc. The software is web-centric, modular, multilingual and conforms to bibliographic standards including MARC 21, Z 39.50, ISO 2709, etc. There are more

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7 than three hundred libraries worldwide in Africa, Australia, Canada, USA, France and New Zealand using the software. Nelsoville public library syste, Athens, Ohio has 7 branches; 3,00,000 items, 50,000 borrowers; 6,00,000 annual circulation and is using the Koha software (http://athenscountry.lib.oh.us). The Harvard country library system is also using Koha with 50,00,000 issues transactions per year. The north east university library, Cyprus has 20 lakh records created using Koha software (www.library.neu.edu.tr). In India West-Bengal and Kerala states governments decided to computerize public libraries with the Koha software. At present Delhi public library is using Koha library automation software with the collection 3,00,000.

About Koha

Koha is an open-source Integrated Library System (ILS) It supports global standards including MARC 21 bibliographic format and Z 39.50 information retrieval protocol.

Web-centric architecture (no additional software/utilitey is required at the client side, access through the browser Mozilla Firefox only).

Provides tremendous freedom for customization. All the modules of LMS including Acquisition, cataloguing, Circulation, OPAC, Membership Management, System Administration, Serial Control, etc is available.

Web based OPAC system. The software is UNICODE compliant. The creation and retrieval of Indic script based documents is possible.

Export/Import and backup / restoration facilities are available. Including features of fourth generation Library Management Software (LMS). Koha uses Mysql as backend RDBMS and Apache Web server (these software are also open source).

Why use Koha Instead of a Commercial Product?


The main attraction of Koha is that it is free, since it is open source software. It is best to think of it as "free to change," however, rather than "free of cost." It is possible to set up a functioning Koha system without spending any money, but you

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8 will still spend more time on the implementation than you would with a commercial ILS (where you are paying the software vendor to set it up for you). Most libraries should probably plan on investing time, training, and some money before they have Koha up and running. That being said, Koha is still much less expensive than commercial library software, especially when you consider that there are no annual license fees. The best reason to use Koha is the fact that you will have complete control over your library software and data. Because the entire source code is open, a library can modify Koha to do things as the library wants them done.

4. Comparison between Koha and Other Library Automation Softwares


(1 indicates presence 0 indicates absence of service)
BASIS Plus & TECHLIB Plus Virtua ILS ng- TLMS Alice for Windows Core Services SLIM 21 LIBSYS Sl. No KOHA SOUL

1 2 3 4 5 6 7 8 9 10

Acquisition Cataloguing Circulation OPAC OPAC & web

1 1 1 1 1 1 1 0 1 1 9

1 1 1 1 1 1 1 0 1 1 9

1 1 1 1 1 1 1 0 1 1 9

1 1 1 1 1 1 1 0 1 1 9

1 1 1 1 1 1 1 0 1 1 9

1 1 1 1 1 1 1 0 1 1 9

1 1 1 1 1 1 1 0 1 1 9

1 1 1 1 1 1 1 1 1 1 10

Serials control Bibliographic format support Data exchange format support Community information Retroconversion Standard report/ administration Total number of supports

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5. System Configuration Hardware:


Pentium IV (3.0 GHz) or above 512MB RAM 80 GB Hard disk CD / DVD Writer UPS

6. Required Softwares to install Koha


apache_2.0.59-win32-x86-no_ssl.msi mysql-4.0.26-win32 ActivePerl-5.8.8.820-MSWin32-x86-274739.msi Koha2.2.8-W32-R0.EXE Mozila Firefox Setup 2.0.0.10.exe SQLyog614.exe Wrar

7. Softwares installation methods and sequence:


7.1 Apache 7.2 Mysql 7.3 Perl 7.4 Koha 7.5 Mozilla firefox 7.6 Sqlyog 7.7 Wrar All The above softwares are open source

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Installation Methods
7.1 Apache
Select apache and double click on this

Select Next

Select accept and click on Next

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Click on Next

Network Domain : localdomain Server Name : localhost Administrators Email Address : any mail IS i.e. library@yahoo.com ( Dont change green selected point ) Click on Next (after adding details it appears like below picture)

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Click on Next

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Click on Next

Click on Install

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Click on Finish

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7.2 MySql
Open mysql folder Select Setup executable file and double click or press enter key on keyboard

Click on Next

Click on Next

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Click on Next

Click on Next ( Dont change any options )

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Click on Finish

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7.3 Perl
Select ActivePerl-5.8.8.820-MSWin32-x86-274739 file and double click on this or press enter key on keyboard

Click on Next

Accept and select next

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Click on browse

Change C:\perl as C:\usr (Check once again folder name changed as C:\usr or not)

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Select ok

Click on Documentation Select cross marc option ( x )

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and select next

Click Next

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Select Next

Click on Install

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Click on Finish

Restart the system

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7.4 Koha
Select and double click on Koha2.2.8-W32-R0

Click on Next

Click on Next

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Click on Next ( Dont change any options )

Click on Next

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Click on Next

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This process will take few minutes pleas wait up to appear below window With the following message like Check for errors Press any key to continue . . .

Press enter key on keyboard one time only and wait . . .

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Click on Continue ( Dont use Test Connection )

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Click on OK and wait for some time ( Dont use cancel button )

Computer will restart automatically

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7.5 Mozilla Firefox


Select and double click on Mozilla Firefox

Click on Next

Select accept and Click on Next

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Click on Next ( Dont change any option )

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Click on Finish

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7.6 SQLyog
Select and double click on SQLyog614

Click on Next

Select accept and click on Next

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Select on Next

Click on Install

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Click on Next

Click on Finish ( Dont remove select on Run SQlyog community 6.14 )

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Click on Continue

Click on Connect ( If it connect the SqlYog it shows the below options Dont give any passwords, dont change any thing here)

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Some times it may not connect to the SqlYog Follow the below options to connect

Click on New It gives the Name New Connection ( Dont Change) Click OK And Click on Connect

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It Connects the SqlYog Just Close it ( File exit )

7.7 Wrar
Select and double click on Wrar file

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Click on Insall

Click on OK

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Click on Done

Just Close it ( File Close )

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8. Koha Database Settings on Windows


Go to C:\etc folder, open koha.conf (koha text file) file, and enter the first line database=blank228 Comment out the entry database=sample228 It should be like the entry given below (Blank 228 database is your college database)

database=blank228 ;database=sample228
(Note: ; semicolon should be must before database=sample228)

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9. Copy additional files / folders to specified path (locations)


9.1 open your CD and open the folder add_intranet. In this folder you can see two subfolders reports and value_builder. Copy these two subfolders and paste it in the location C:\usr\koha228\intranet. 9.2 In your CD, now find the folder add_en. Here you will have one subfolder value_builder. Copy this subfolder in the location given below C:\usr\koha228\intranet\htdocs\intranet-tmpl\default\en 9.3 Open the CD and go to the folder OPAC-USER here you can find the opacuser.pl file, copy these file to given paths ( observe the below pictures ) opac-user

Copy opac-user file to the folder C:\usr\koha228\opac\cgi-bin\koha

Click on Yes

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9.4 Open the CD and go to the older due_date-card_no-acc_no-title-author You can find two files Overdue and Overdue.tmpl

Copy the file overdue to the following folder C:\usr\koha228\intranet\cgi-bin\koha Copy the another file overdue.tmpl to the following folder C:\usr\koha228\intranet\htdocs\intranet-tmpl\default\en

10. Open Koha interfaces to start working


10.1 Librarian Interface (Intranet) : http://intranet to work with Koha. In this koha intranet different modules are available to atomize the library in-house operations. 10.2 User Interface (OPAC) : http://opac for search through LAN it web based. We can search the library catalogue through any client which is connected to local area connection. Master computer should be connected to the LAN. 10.3

Important Instructions to work with Koha:place, if you want to change from one module to anotyer module just click on different module only.

a) Dont use upward or backward shortcuts (symbols) on menus at any

b) Dont close the Koha directly by using X button or file exit.

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c) Always use logout option to close the Koha (in main menu logout should not appear, go to any module to use logout option. d) Check Catalogue report for NULL: NULL will appear for books / items because if we not selected Item type at data entry level Marc page 5. Refer MARC tags 942 c Item type and if not selected home branch and holdings branch also it display the NULL e) Some times we add biblio graphic record without any items or barcodes, this type of entries also shows NULL Null appeared titles are not circulated. Check these titles and change

11. Librarian Interface (http://intranet) : Modules in Koha

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11.1 Parameters: (Note: Only Borrower Categories and Issuing rules can be modified by according to your need. Remaining options are predefined, dont change any other options.)

11.1.1 Library branches: Library branches are predefined. Dont change any branch.

11.1.2 Book fund: Pre defined dont change any thing. Acquisitions are made by two types one is normal it is budget based. Second one is simple it is bibliographicdata acquisitions. It is not necessary to use for acquisitions. Because we have the library stock before installing this software. So we have to add stock directly to Koha.

11.1.3 Currencies: Pre defined dont change any thing.

11.1.4 Item type: Pre defined dont change any thing

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46 11.1.5 Borrower categories:

11.1.6 Issuing rules:

11.1.7 Authorized values: Pre defined dont change any thing 11.1.8 Thesaurus structure: Pre defined dont change any thing

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47 11.1.9 Biblio framework: Pre defined dont change any thing 11.1.10 Links Koha: Pre defined dont change any thing 11.1.11 MARC check: Pre defined dont change any thing 11.1.12 Printers: Pre defined dont change any thing 11.1.13 Stop words: Pre defined dont change any thing 11.1.14 Z39.50 servers: Pre defined dont change any thing 11.1.15 System preferences: Pre defined dont change any thing 11.1.16 MARC biblio export: Koha supports export and import of bibliographic data through easy to use interfaces. These interfaces can be accessed from the system parameter setting option. MARC biblio export is the option for exporting bibliographic data from the catalogue database of Koha.

11.1.17 Upload MARC records in reservoir: To upload MARC records to the Koha reservoir. These MARC records are useful to add records to Koha.

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48 11.1.18 General barcodes: Not preferable in windows operating system. Separate barcode software available with barcode printer.

11.2 Acquisitions: Acquisitions are made by two types one is normal it is


budget based. Second one is simple it is bibliographic-data acquisitions. It is not necessary to use for acquisitions. Because we have the library stock before installing this software. So we have to add stock directly to Koha.

11.3 Catalogue:
11.3.1 Record?: Record is a bibliographic details of a particular title. It is like catalogue cord main entry (like unit card). It will be based on book International Standard Book Number (ISBN). It should not be a duplicate entry. If you want to add new arrivals of the same title which is available in previous stock just add the accession numbers to the available title. When the edition and volume is different from previous title, enter the new arrival as a new entry. There may be ISBN will be different. ISBN is the primary key for all further works of the title.

11.3.2 Item?: Item is a single accession number for the title (record). Item number should not be a duplicate. In this Koha item number is called as barcode.

11.3.3 Item type: Item type is type of material it may be book, journal, CD, DVD audio cassette etc. To mention item type details in the bibliographic record, we should prepare list of item types in parameters item types.

11.3.4 Item count: It gives the number of books availability of a particular title. It calculates the items based on ISBN. When ISBN is different from edition to edition it shows item count separately.

11.3.5 Location: 11.3.5.1 Home branch: Name of the College 11.3.5.2 Holding branch: Name of the College

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49 11.3.6 Data Entry elements / data fields / MARC tags: Two types of data entry methods are available to the Koha database. One is without MARC, and another one is with the help of MARC records.

At present all the Library Management (LMS) are MARC based each and every field of a book or any other item has its own identification number for catalogue entry in automation. Required MARC tags for a document: MARC Biblio Page 0 0 0 1 1 1 1 1 1 1 1 1 300 250 260 Tag No. 020 082 100 245 Sub a a a a b c a a b c a b Field ISBN DDC Number Author Title Sub Title All Authors Edition Place of publication Publisher Year of publication/ Pages Volume Subject heading ( To identify branch wise collection for Engineering Coll. Lib. ) Subject heading 621.38 Ranganathan, S.R. Analog and Digital Communicatons : subtitle / by S.R. Ranganathan and B.K. Sharma .- 3rd ed. .- New Delhi : New Age International , 2008. 256p. Vol. 3 Data entry model with connecting symbols 81-317-1547-7

650

ECE

655

Electronics

4
4

942

c
k

Item Type
DDC Number

Select Item type form default


621.38

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Note: At the time of Cataloguing must select item type. If not selected item
type that particular accession numbers of the title will be not circulated. At the time of circulation it gives the message like item not found.

11.3.7 Data entry without marc: There is a method to add entries to the Koha database by using Catalogue Add biblio - Create empty biblio

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51 After completing the data entry in MARC tags save the bibliographic record information by selecting the option Save Bibliographic Record And Go To Items on left top of the MARC page.

After clicking on Save Bibliographic Record And Go To Items it gives the next page to add accession numbers (barcode numbers), price of the book and date of accession. e.g. In price field enter price details like 250 not Rs.250 or 250.00 Date format mm/dd/yyyy (25/12/2008 not 25-12-2008)

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52 Must select home branch and holding branch details here. (These options are given at the time of the settings in parameters ) just click the side button to select the home branch and holding branch. If not selected these branches that particular barcodes or accession numbers are not circulated.

11.3.8 Data entry with marc: First prepare MARC records for available titles to add entries to Koha database or download MARC records from any other libraries for required titles. With the data entry with MARC records we get a chance to add all the repeated titles at a time.

Upload MARC records to Koha reservoir by using Parameters upload MARC records in reservoir. Uploaded MARC records are stored in Koha reservoir. At the time of add biblio by using MARC records we should enter title / part of the title or ISBN (no need to enter symbol between ISBN numbers) to search and pickup the title from the Koha reservoir. It will give the search results, select that particular title and click on add biblio ( appeared at right side of the search results )

Give ISBN or Title or Part of the title to search Marc

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Select the MARC record and click on Add Biblio to add the record to Koha 11.3.9 Add items (How to add additional copies): Some times same title may be purchased in different times and entered with different accession numbers (Called different barcodes in Koha ). Search the Koha catalogue for availability of particular title. If it is available add extra accession numbers or barcodes to the available title. If not available (it is new) make the entry as create empty biblio.

Search the catalogue with accession number (item barcode) or any other options

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The main bibliographic entry will be opened (main entry) here many options are available in this area now we use only Edit Items to add additional copies for this title so Click on edit items

Now add barcodes (accession numbers) for the additional copies.

OR
Search for availability in MARC by giving ISBN or Title or part of the title. If it is available in Biblios in Koha and MARC biblios in reservoir, use the record information to add copies click on edit from Biblios in Koha menue to update.

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Select the option Save bibliographic Record and go to Items and follow the instructions given at 11.3.9

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At the time of record entry some times you may get remarks like Error: Barcode already exists!, you check this barcode number has given to another title. So come out and search catalogue for this barcode and modify it.

11.3.10 Edit delete records or items


Note: To come out from any option from this dont use backward or forward shortcuts you may lose data or you may get errors in entries. So, click on any other module to come out. Edit: To edit bibliographic details of the record (Title), search the catalogue for that record with barcode, title, author, ISBN or any searchable field and open that title.

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Edit Biblio (Edit bibliographic information /main entry details): Click on Edit biblio to change the main entry details, after modification click on save bibliographic record and go to Items to save the record and click on any other module to come out.

Duplicate: To add different edition as a new entry for an available title, no need to type all the data for that. Just find out the title and click on Duplicate to create new entry for new edition. You have to change the ISBN compulsory and click on Add Bibliographic Record and go to Items to add barcodes / accession numbers. It will be the entirely new entry only benefit is without typing the all details of the title, just you are copying the details of previous entry ISBN and Barcodes are different.

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11.3.11 Edit delete items: Note: Check barcode number for it is available or on loan ( issued book acc no ) if it is already issued, please take it return before modify or delete. Dont modify or delete on loan items. Select Edit Items to modify the item derails barcode, price date of accession, not for loan etc.

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59 Select the folder icon at right side to edit the item, data will appear as below

You can modify the data of an item and click on modify item at bottom left, the item will be modified. To Delete item: In the Edit items one another icon is available side by folder icon, you can click on this to delete a particular barcode or accession number. 11.3.12 Delete record: To delete complete bibliographic information from the database. Record identity of the record in Khoa is ISBN, before deleting the record check barcodes / accession numbers related to this record. No barcodes should be on loan, if it is loan take returns and delete the all the barcodes related to the record or title from Edit Items, now you come out and again search catalogue for that ISBN and select delete option to delete record permanently. 11.3.13 Complete: To view the complete details of the record. 11.3.14 Normal: To vies details minimum details.

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60 11.3.15 ISBD: To view the details of the entry as catalogue format. 11.4.16 Add to shelf: Not required. 11.3.17 Print: To take printout. 11.3.18 Request: To reserve the book.

11.4 Members
11.4.1 Add members:

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11.4.2 Important instructions to add members: 1. Member Card Number is primary key for members entry, it should not be duplicate 2. Should enter surname in given name and enter name in surname area 3. Category is necessary there is a dropdown option is available, select from Student, Teaching staff, Non-Teaching staff etc. 4. Postal address and Town fields are necessary 5. Joining branch select with dropdown option. 6. Joining Date and Expiry Dates are necessary for validate the membership. If not entered the dates at the time of circulation it gives the message like membership expired. e.g. Date formats should be mm/dd/yyyy (24/12/2008) 7. After giving all details click save option available at the bottom of the page 8. The following page will displayed, here click on change user name and password to give user login in opac

Patron Details

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Give user name as user ID number and password as you wish. Users / patrons may change their passwords at user login in OPAC. If user forgot the password librarian have the rights to give new password from edit member.

11.4.3 Edit delete patron / members: To edit the member record go to members module search for member by members ID or name of the member, click on that name member details page will be opened. You can modify any thing here. To delete members from the data base first check for transactions on that ID number if any issues are there take back them then delete the member. 11.4.4 User login passwords: It is useful to check transactions details of the user on OPAC. User may change his / her password from OPAC user login. 11.4.5 Patron images: First prepare patron images in jpg format, rename the images with patrons ID Number with jpg extension (e.g. 08631A0501.jpg). Copy all the patron images in a folder and rename the folder as patronimages copy this folder in to the following path.

C:\usr\koha228\intranet\htdocs
All the patron images should 300X300 pixels as jpg format. Image converter software available in CD provided with this manual. 11.4.6 Reading record: To take report of a patron / user reading books list previous and prest. To view this reading list click on members ID or name. To view present circulated books to a member give the patron ID number at circulation module, Issues it will display the issued books list with issue and due dates. 11.4.7 Fines: Not completed.

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11.5. Circulation:
11.5.1 Issues:

Enter patron ID

It will display the patron details with previous issues list, to issue another book enter the book barcode in item barcode field, dont select dates or sticky due date it needs confirmation to issue. Just select confirm issue, book will be issued

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11.5.2 Returns: Just enter the barcode number in return

In this page it will give the information of the patron name and over due books list related to returned book barcode.

11.6 Authorities: No need to change 11.7. Reports: Must select one row and one column for any report.
11.7.1 Borrowers: To display number of borrows by category. 11.7.2 Catalogue: To know the total items by branch and by item type Note: NULL will appear for books / items because if we not selected Item type at data entry level Marc page 5, refer MARC tags 942 c Item type and if not selected home branch and holdings branch also it display the NULL

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65 Null appeared titles are not circulated. Check these titles and change 11.7.3 Circulation: To know the day wise reports of the issues and returns. 11.7.4 Overdue report: From this we can have the report of over due books report, total issues report and daily issues reports.

By default it give the over due books list. By selecting Show any items currently it show all issued books list.

12. User Interface OPAC Online Public Access Catalogue

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Advanced Search

Hints for Search

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Search Results

12.1 Simple view: Select the required it gives the total catalogue details with availability of barcodes, if any barcode is on circulation it gives the date due (Simple view).

12.2 Complete view: It shows below image, here we can fine items mark select this item to view barcode, price home branch , holding branch and date of accessioned.

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12.3 ISBD: To view as catalogue card format. 12.4 Add to shelf: Not required. 12.5 Print: To print the search results. 12.6 Request: To reserve the selected books 12.7 Login: Patrons my use this option to view personal issued books details, for reservation of books and give recommend the books.

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13. Data backup and restoration: Koha has now provision for backup and
restoration of databases from the librarian interfaces. Koha utilizes MySQL (an open source RDBMS) as backend RDBMS. The backup and restoration of Koha database can be done in two methds.

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13.1 .Simple backup: By simply copying the data subfolder of MySQL (for Windows only) Data folder is available at C:\mysql Copy this data folder to another safe location like D:\ and rename this folder data backup and date. 13.2 Simple restoration: To replace the data backup in this method simply replace the backup data folder to the C\:\MySQL folder.

13.3. Backup with SQLyog to take backup of Koha. This method of data backup and restoration is quite difficult librarian should be familiar with SQL.

Open SQLyog

Click on Continue

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Click on Connect

Select blank 228 and click mouse right button

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Select Backup Database as SQL Dump

Observe the above picture carefully and follow the directions given below. 1. There are three types of exports are available, always select Structure and data export only 2. Remove right marks from all check boxes 3. Give the path (location) to save the file at Save to file.

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Click on export 13.4 Restoration with SQLyog: to restore the data to Koha. Open SQLyog

Select blank 228 and click mouse right button and select empty database to clean the database other wise backup restore is not possible.

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Select blank 228 and click mouse right button select Restore from SQL Dump Select the Koha backup SQL dump at File to execute and click on Execute.

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Koha SQL backup file will be restored.

14. Important questions with answers:


14.1. How to check and remove NULL? Null will appear in two cases 1) Not selecting the item type at the time of creating bibliographic record entry. 2) Not selecting home branch and holding branch at the time of add items.

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We can find out these NULL appeared catalogue items at catalogue report. NULL catalogue items are not circulated.

Note: Dont make any changes in SQLyog tables, when you close the SQLyog it display the below image with do you want to save. Click on no

1.

To remove NULL for Item types identify the ISBN of that Title

Preview Image supplied with the software CD Double click on blank228 in SQLyog select biblioitems table and click on Table data , you can find item type and ISBN columns side by side. When in the column item type is NULL take ISBN of that available in next column within the same row. To view all records data select check box show all

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Exit SQLyog and open Koha intranet, search for that ISBN related title. It gives the ISBN related title information, now you can edit biblio in MARC tags 942 C is the Item type selection field. Select item type here and save the bibliographic record and go to items. just click on any other module to come out from that page. 2. To remove NULL for home branch or holding branch identify the barcode

for that item barcode or accession number.

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78 Double click on blank228 in SQLyog select items table and click on Table data , you can find barcode, home branch and holding branch columns. Identify the home branch and holding branch columns for NULL and take barcode of that NULL within the same row. To view all records data select check box show all Exit SQLyog and open Koha intranet, search for that barcodes. It gives the barcodes related title information, now you can edit the edititems field and modify the barcode home branch and holding branch and click on any other module to come out from that page. Preview Image supplied with the software CD

3.

Some times bibliographic entry will be made without giving any item

numbers or barcodes to that particular title. This type of entries also shows NULL in reports. To remove NULL we should know the ISBN of that title To identify this type of NULl errors, export biblioitem table and item table data as HTML output by using SQLyog. In these two tables biblionumber will be same.

But in item table biblionumbers will be many it depends on number of copies of the title. In biblioitem table this biblionumber will appear only once So first sort the biblionumbers in item table data and remove duplications remaining numbers should appear only once. Now copy biblionumbers columns from both tables (biblioitem table and item table) in to a new excel file and sort the numbers all the numbers should be same in both. We can identify the extra number in biblioitem table column. This number will not appear in items table column. Because we not entered or added any items or barcodes to that biblionumber. With that biblionumber we can find out the ISBN of that number from biblioitem table data.

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Double click on blank228 in SQLyog select items table and click mouse right button it shows different menus select export and select export table data as csv,sql,Excel etc. the following picture will appear. Select export as HTML Give path to save file

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The HTML file will be saved with items data. Now open this file with MS-Excel now you can find the column of barcodes. Just sort out this column as ascending order now all the barcodes are arranged ascending order. Now it is very easy to identify missing accession numbers in our Koha database. Add the missing barcodes or accession numbers later to update the Koha database.

14.3 How to take print out of patrons / members list Export the borrows table as HTML from blank228 using SQLyog, open HTML page with MS-Excel and modify according to need.

Dont make any changes, dont save the SQLyog at any time

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