Académique Documents
Professionnel Documents
Culture Documents
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
Contents:
1. Services available
5. System configuration
7.1 Apache
7.2 Mysql
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7.3 Perl
17
7.4 Koha
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29
7.6 Sqlyog
32
7.7 Wrar
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40
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11.1 Parameters
44
11.2 Acquisition
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11.3 Catalogue
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11.4 Members
59
11.5 Circulation
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11.6 Authorities
63
11.7 Reports
63
3
11.1 Parameters
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11.1.3 Currencies
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11.1.12 Printers
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11.2 Acquisitions
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11.3 Catalogue
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11.3.1 Record
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11.3.2 Item
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11.3.5 Location
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11.3.11 Edit delete items
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11.3.13 Complete
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11.3.14 Normal
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11.3.15 ISBD
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11.3.17 Print
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11.3.18 Request
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11.4.7 Fines
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11.5 Circulation
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11.5.1 Issues
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11.5.2 Returns
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11.6 Authorities
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11.7. Reports
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11.7.1 Borrowers
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11.7.2 Catalogue
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11.7.3 Circulation
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12.3 ISBD
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12.5 Print
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12.6 Request
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13. Data backup and restoration
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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
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 uses Mysql as backend RDBMS and Apache Web server (these software
are also open source).
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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.
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
&
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
10
Installation Methods
7.1 Apache
Select apache and double click on this
Select Next
11
Click on Next
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
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
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Click on browse
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Select ok
Click on Documentation
Select cross marc option ( x )
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Click Next
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Select Next
Click on Install
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Click on Finish
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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
26
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 . . .
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29
Click on OK and wait for some time ( Dont use cancel button )
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Click on Next
31
32
Click on Finish
33
7.6 SQLyog
Select and double click on SQLyog614
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)
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Click on New
It gives the Name New Connection ( Dont Change) Click OK
And Click on Connect
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7.7 Wrar
Select and double click on Wrar file
39
Click on Insall
Click on OK
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Click on Done
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database=blank228
;database=sample228
(Note: ; semicolon should be must before database=sample228)
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Click on Yes
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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
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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.
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11.1.5 Borrower categories:
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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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11.1.18 General barcodes: Not preferable in windows operating system. Separate
barcode software available with barcode printer.
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
020
ISBN
81-317-1547-7
082
DDC Number
621.38
100
Author
Ranganathan, S.R.
245
Title
Sub Title
: subtitle
All Authors
250
Edition
.- 3rd ed.
260
Place of publication
.- New Delhi
Publisher
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
DDC Number
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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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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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.
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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
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.
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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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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:
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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.
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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In this page it will give the information of the patron name and over due books list
related to returned book barcode.
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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.
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Opac Main page
Advanced 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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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
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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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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
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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
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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.
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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.
Dont make any changes, dont save the SQLyog at any time