Koha 228 and 229 User Manual - Windows Version

1
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
14
7.3 Perl
17
7.4 Koha
23
7.5 Mozilla firefox
29
7.6 Sqlyog
32
7.7 Wrar
37
8. Koha database settings on Windows
40
9. Copy additional files / folders to specified path (location)
41
9.1 Add folders from add_intranet
41
9.2 Add folders from add_en
41
9.3 Add files from Opac_User
41
9.4 Add file from duedate_cardno_accno_title_author
42
10. Open Koha interfaces to start working
42
10.1 Librarian Interface (http://Intranet)
42
10.2 User Interface (http://opac)
42
10.3 Important Instructions to use Koha interfaces
42
11. Librarian Interface (http://intranet) : Modules in Koha
43
11.1 Parameters
44
11.2 Acquisition
47
11.3 Catalogue
47
11.4 Members
59
11.5 Circulation
62
11.6 Authorities
63
11.7 Reports
63
3
11.1 Parameters
44
11.1.1 Library branches
44
11.1.2 Book fund
44
11.1.3 Currencies
44
11.1.4 Item type
44
11.1.5 Borrower categories
45
11.1.6 Issuing rules
45
11.1.7 Authorized values
45
11.1.8 Thesaurus structure
45
11.1.9 Biblio framework
46
11.1.10 Links Koha
46
11.1.11 MARC check
46
11.1.12 Printers
46
11.1.13 Stop words
46
11.1.14 Z39.50 servers
46
11.1.15 System preferences
46
11.1.16 MARC biblio export
46
11.1.17 Upload MARC records in reservoir
46
11.1.18 General barcodes
47
11.2 Acquisitions
47
11.3 Catalogue
47
11.3.1 Record
47
11.3.2 Item
47
11.3.3 Item type
47
11.3.4 Item count
47
11.3.5 Location
47
11.3.5.1 Home branch
47
11.3.5.2 Holding branch
47
11.3.6 Data Entry elements / data fields / MARC tags
48
11.3.7 Data entry without marc
49
11.3.8 Data entry with marc
51
11.3.9 Add items
52
11.3.10 Edit delete records or items (with instructions)
55
4
11.3.11 Edit delete items
57
11.3.12 Delete record
58
11.3.13 Complete
58
11.3.14 Normal
58
11.3.15 ISBD
59
11.3.16 Add to shelf
59
11.3.17 Print
59
11.3.18 Request
59
11.4 Members entry
59
11.4.1 Add members
59
11.4.2 Important instructions to add member
60
11.4.3 Edit delete patron / members
61
11.4.4 User login passwords
61
11.4.5 Patron images
61
11.4.6 Reading record
61
11.4.7 Fines
61
11.5 Circulation
62
11.5.1 Issues
62
11.5.2 Returns
63
11.6 Authorities
63
11.7. Reports
63
11.7.1 Borrowers
63
11.7.2 Catalogue
63
11.7.3 Circulation
64
11.7.4 Overdue report and total issues
64
12. User interface (http://opac)
64
12.1 Simple view
66
12.2 Complete view
66
12.3 ISBD
67
12.4 Add to shelf
67
12.5 Print
67
12.6 Request
67
12.7 Login (User Login)
67
5
13. Data backup and restoration
68
13.1 Simple method
68
13.2 Simple restoration
68
13.3 Backup wit SQLyog
68
13.4 Restoration with SQLyog
72
14. Important questions with answers
74
14.1 How to check and remove NULL?
74
14.2 How to check missing accession numbers / barcodes?
78
14.3 How to take print out of patrons / members
79
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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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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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
BASIS Plus
& TECHLIB
Plus
KOHA
LIBSYS
SOUL
SLIM 21
ng- TLMS
Virtua ILS
Acquisition
Cataloguing
Circulation
OPAC
OPAC
Serials control
Bibliographic
format support
Data exchange
format support
Community
information
Retroconversion
10
Core
Services
Sl. No
Alice for
Windows
(1 indicates presence 0 indicates absence of service)
&
web
Standard
report/
administration
Total number of
supports
10
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)
12
Click on Next
13
Click on Next
Click on Install
14
Click on Finish
15
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
16
Click on Next
Click on Next ( Dont change any options )
17
Click on Finish
18
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
19
Click on browse
Change C:\perl as C:\usr

(Check once again folder name changed as C:\usr or not)
20
Select ok
Click on Documentation
Select cross marc option ( x )
21
and select next
Click Next
22
Select Next
Click on Install
23
Click on Finish
Restart the system
24
7.4 Koha
Select and double click on Koha2.2.8-W32-R0
Click on Next
Click on Next
25
Click on Next ( Dont change any options )
Click on Next
26
Click on Next
27
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 . . .
28
Click on Continue ( Dont use Test Connection )
29
Click on OK and wait for some time ( Dont use cancel button )
Computer will restart automatically
30
7.5 Mozilla Firefox

Select and double click on Mozilla Firefox
Click on Next
Select accept and Click on Next
31
Click on Next ( Dont change any option )
32
Click on Finish
33
7.6 SQLyog
Select and double click on SQLyog614
Click on Next
Select accept and click on Next
34
Select on Next
Click on Install
35
Click on Next
Click on Finish
( Dont remove select on Run SQlyog community 6.14 )
36
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)
37
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
38
It Connects the SqlYog

Just Close it ( File exit )
7.7 Wrar
Select and double click on Wrar file
39
Click on Insall
Click on OK
40
Click on Done
Just Close it ( File Close )
41
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
43
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:-
a) Dont use upward or backward shortcuts (symbols) on menus at any

place, if you want to change from one module to anotyer module
just click on different module only.
b) Dont close the Koha directly by using X button or file exit.
44
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
45
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
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
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.
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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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
Tag No.
Sub
Field
Data entry model with

connecting symbols
020
ISBN
81-317-1547-7
082
DDC Number
621.38
100
Author
Ranganathan, S.R.
245
Title
Analog and Digital

Communicatons
Sub Title
: subtitle
All Authors
/ by S.R. Ranganathan and

B.K. Sharma
250
Edition
.- 3rd ed.
260
Place of publication
.- New Delhi
Publisher
: New Age International
Year of publication/
, 2008.
Pages
256p.
Volume
Vol. 3
ECE
300
650
Subject heading
( To identify branch
wise collection for
Engineering Coll.
Lib. )
655
Subject heading
Electronics
942
Item Type
Select Item type form

default
DDC Number
621.38
50
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
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)
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
53
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
54
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.
55
Select the option Save bibliographic Record and go to Items and follow the
instructions given at 11.3.9
56
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.
57
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.
58
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.
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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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:
61
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
62
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.
63
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
64
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
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
66
Opac Main page
Advanced Search
Hints for Search
67
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.
68
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.
69
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.
70
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
71
Click on Connect
Select blank 228 and click mouse right button
72
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.
73
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.
74
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.
75
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.
76
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
77
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.
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.
79
Depends on the ISBN we can modify the bibliographic record by adding items or
barcodes. The NULL error will be removed.
14.2 How to check missing accession numbers / barcodes?
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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1

Mobile No : 99482 57642

Prepared by T.Venkata Narayana

2. Open source software what is it?

3. Introduction to the Koha software

4. Comparison between Koha and other Library Management Softwares

6. Required additional softwares to install Koha

7. Software Installation methods and sequence

7.5 Mozilla firefox

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

Prepared by T.Venkata Narayana

11.1.1 Library branches

11.1.2 Book fund

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

11.1.13 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

11.3.3 Item type

11.3.4 Item count

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)

Prepared by T.Venkata Narayana

11.3.12 Delete record

11.3.16 Add to shelf

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

11.7.4 Overdue report and total issues

12. User interface (http://opac)

12.1 Simple view

12.2 Complete view

12.4 Add to shelf

12.7 Login (User Login)

Prepared by T.Venkata Narayana