Table of Contents
Before you start cataloging in Koha you're going to want to do some basic setup. Refer to the Implementation Checklist for a full list of these things. Most importantly you're going to want to make sure that your Frameworks are all defined the way you want. Once in the cataloging module you will not be able to add or remove fields and subfields so your frameworks must be ready before you start cataloging.
You can also use OCLC Connexion to send records directly in to Koha. For more information on that please review the OCLC Connexion Setup appendix.
Get there: More > Cataloging
In Koha the bibliographic record contains the main information related to the material. This includes things like the title, author, ISBN, etc. This information is stored in Koha in Marc (different flavors of Marc are supported in Koha). Once this information is saved, items or holdings can be attached.
Records can be added to Koha via original or copy cataloging. If you would like to catalog a record using a blank template
Click 'New Record'
Choose the framework you would like to base your record off of
If you want to catalog a record based on an existing record at another library
Click 'Z39.50 Search'
Search for the item you would like to catalog
If no results are found, try searching for fewer fields, not all Z39.50 targets can search all of the fields above.
Search targets can be altered by using the Z39.50 Admin area.
From the results you can view the MARC or Card view for the records or choose to Import them into Koha
In addition to the Import link to the right of each title, you can click on the title you're interested in and a menu will pop up with links to preview the record and import it
If you don't find the title you need in your Z39.50 search results you can click the 'Try Another Search' button at the bottom left of your results
Once you've opened a blank framework or imported a record via Z39.50 you will be presented with the form to continue cataloging
To expand a collapsed tag click on the tag description
To get help from the Library of Congress on a Marc tag click the question mark (?) to the right of each field number
If you feel that this clutters the screen you can hide the question marks by unchecking the box next to the 'Show MARC tag documentation links' note at the top right of the editor
Sometimes fields may not be editable due to the value in your BiblioAddsAuthorities system preference. If you have this preference set to not allow catalogers to type in fields controlled by authorities you may see a lock symbol to the left of the field.
If this icon appears you must click the icon to the right of the field to search for an existing authority.
From the results list click 'Choose authority' to bring that into your catalog record
To duplicate a field click on the 'repeat this tag' icon to the right of the tag
To move subfields in to the right order, click the up arrow to the left of the field
To duplicate a subfield click on the clone icon (to remove a copied field, click the delete clone icon) to the right of the field
To remove a subfield (if there is more than one of the same type), click the - (minus sign) to the right of the field
To use a plugin click on the icon to the right of the filed
Some fixed fields have editors that will change based on the material type you're cataloging (for example the 006 and the 008 fields)
Once you've finished, click the 'Save' button at the top and choose whether you want to save and view the bib record you have created or continue on to add/edit items attached to the record
If you are about to add a duplicate record to the system you will be warned before saving
Libraries sometimes make journal articles and articles within monographs and serials accessible to library patrons through analytics cataloging. Analytics cataloging creates separate bibliographic records for these articles, chapters, sections, etc. found within a larger resource such as a book, an article within a journal, newspaper or serial. In analytics cataloging, although a separate bib record is created for the title, it is not physically separated from the host item. Learn more about Analytics in Chapter 13 of AACR2.
If you would like to catalog analytic records in Koha you first need to update the EasyAnalyticalRecords preference to 'Display.'
After cataloging your analytic record (see Adding Records for more on creating records) click 'Edit' from the normal view and choose to 'Link to Host Item'
This will prompt you to enter the barcode for the item this record should be linked to.
After entering the item's barcode and clicking 'Select' you will receive a confirmation message.
The record will now have the 773 field filled in properly to complete the link.
If you have linked an analytic record incorrectly you can remove that link by editing the item on the analytic record (not the host record). To do this, go to the analytic record and click the 'Edit' button and choose to 'Edit items'. To the left of each item you will see two options.
Clicking 'Edit in Host' will allow you to edit the item on the host record.
Clicking 'Delink' will remove the 773 field and the link between the analytic and the host.
To view all of the items tied to the host record, do a search for the record, click the Analytics tab on the left and the analytics tied to each barcode will be shown under the "Used in" column.
It is also possible to create analytic records from this screen by clicking on "Create Analytics"
You can also see the analytics attached to this record by clicking the 'Show Analytic' link towards the top of the record in the normal view.
To edit a record you can click 'Edit Biblio' from the search results on the cataloging page
or by clicking the Edit button on the Bibliographic Record and choosing 'Edit Record'
The record will open in the MARC editor
The alternative is to search via Z39.50 to overlay your record with a fuller record found at another library. You can do this by choosing 'Replace Record via Z39.50' from the Edit menu.
Once you choose that you will be brought to a Z39.50 search window to search other libraries for the record in question.
Once you have made your edits (via either method) you can click 'Save' at the top left of the editor.
Choosing to 'Upload Image' will take you to the Upload Local Cover Image Tool.
Sometimes a copy of the record you need to catalog can't be found via Z39.50. In these cases you can create a duplicate of similar record and edit the necessary pieces to create a new record. To duplicate an existing record click 'Edit as New (Duplicate)' from the Edit menu on the Bibliographic Record
This will open a new MARC record with the fields filled in with the values from the original Bibliographic Record.