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Chapter 6. Cataloging

6.1. Bibliographic Records
6.1.1. Adding Records
6.1.2. Adding Analytic Records
6.1.3. Editing Records
6.1.4. Duplicating Records
6.1.5. Attaching files to Records
6.1.6. Merging Records
6.1.7. Deleting Records
6.2. Item Records
6.2.1. Adding Items
6.2.2. Editing Items
6.2.3. Item Information
6.2.4. Moving Items
6.2.5. Deleting Items
6.2.6. Item Specific Circulation History
6.3. Authorities
6.3.1. Adding Authorities
6.3.2. Searching Authorities
6.3.3. Editing Authorities
6.3.4. Merging Authorities
6.4. Cataloging Guides
6.4.1. Bibliographic Record Cataloging Cheat Sheet
6.4.2. Item/Holdings Record Cataloging Guide
6.4.3. Handling On Order Items and Holds
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.
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. You can also choose to use the basic or advanced cataloging interface for all of your work.
If you would like to catalog a record using a blank template in the basic editor
  • Click 'New Record'
    • Choose the framework you would like to base your record off of
If you would like to catalog a record using a blank template in the advanced editor
If you want to catalog a record based on an existing record at another library in the editor you last used (basic or advanced)
  • Click 'New from Z39.50/SRU'
    • Search for the item you would like to catalog
      • Note

        If no results are found, try searching for fewer fields, not all Z39.50 targets can search all of the fields above.
    • Search targets can be altered by using the Z39.50 Admin area.
    • 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
In the basic editor once you've opened a blank framework or imported a record via Z39.50 you will be presented with the form to continue cataloging
  • If you would rather not see the MARC tag numbers you can change the value in your hide_marc system preference or each user can check the box next to 'Show tags' found under 'Settings'.
  • To expand a collapsed tag click on the tag description
  • To get help from the Library of Congress on a Marc tag click the question mark (?) to the right of each field number
    • If you feel that this clutters the screen you can hide the question marks by unchecking the box next to the 'Show MARC tag documentation links' note found under 'Settings'
  • Sometimes fields may not be editable due to the value in your BiblioAddsAuthorities system preference. If you have this preference set to not allow catalogers to type in fields controlled by authorities you may see a lock symbol to the left of the field.
    • 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
    • Choosing 'Save and view record' will bring you right to the record you just cataloged
    • Choosing 'Save and edit items' will bring you to the add/edit item form after saving the bib record so that you can attach holdings
    • Choosing 'Save and continute editing' will allow you to save your work so far and keep you in the editor to continue working
  • If you are about to add a duplicate record to the system you will be warned before saving
In order to use the Advanced cataloging editor you need to enable the EnableAdvancedCatalogingEditor preference.

Important

This feature is currently experimental, and may have bugs that cause corruption of records. It also does not include any support for UNIMARC or NORMARC fixed fields. Please help us test it and report any bugs, but do so at your own risk.
In the advanced editor once you've opened a blank framework or imported a record via Z39.50 you will be presented with the form to continue cataloging
Using the search box on the left you can perform Z39.50 searches
And from those Z39.50 results you can view the marc record by clicking the link to the right
Clicking 'Import' will bring the record in to the editor where you can perform your edits

Note

When adding a new field in the Advanced Editor, you need to key underscores for a blank indicator, and surround the indicators with spaces.

Note

You need to key a space before the first subfield delimiter, but not before or after other subfield delimiters in the field.
At the bottom of the editor you will see help from the Library of Congress for the field you are on. In cases where your MARC is invalid you will see red highlighting. To edit the record using only keyboard functions the Keyboard shortcuts button will inform you of the necessary commands
The following keyboard shortcuts can be used in the advanced cataloging module to save time and clicking.
Shortcut Behavior
Ctrl-D Insert delimiter (‡)
Ctrl-H Get help on current subfield
Ctrl-S Save record
Ctrl-X Delete current field
Ctrl-Shift-X Delete current subfield
Enter New field on next line
Shift-Enter Insert line break
Tab Move to next position
Shift-Tab Move to previous position
To record a new macro:
  • Select the "> Macros..." button
  • A window will pop up. In this window, select "New macro...," key the new macro's name in the pop-up box and select OK.
  • Now click to the right of the little number 1, and key the first line of your macro. For a multi-line, i.e., multi-field macro, hit the return key so that a little number 2 appears, and key the second line/field, etc.
  • Your macros will be automatically saved. When finished you can select the "x" to close the window, or select a macro to run on the record that you're editing, or select another macro to run.
To edit an existing macro:
  • Select the "> Macros..." button
  • A window will pop up. In this window, select the macro that you wish to edit & make your changes.
  • Your work will automatically be saved, and when finished you can select the "x" to close the window, or select a macro to run on the record that you're editing, or select another macro to run.
The basic syntax of the macro language:
  • new 500=‡aEdited with Rancor
    • Creates a new 500 with a ‡a subfield and sets it to "Edited with Rancor".
  • 245c= by J.K. Rowling.
    • Sets the first ‡c subfield of the first 245 tag in the record to " by J.K. Rowling", creating it if necessary.
  • 082a={084a}
    • Sets the ‡a subfield of the first 082 tag (creating the subfield if necessary) to the contents of the first 084‡a.
  • indicators=_1
    • Sets the indicators of the last mentioned tag (in this case, 082) to "_" and "1".
  • new 090a=Z674.75.W67
    • Creates a new ‡a subfield on the first 090 (but only if that field already exists) and sets it to Z674.75.W67.
  • new 090a at end=Z674.75.W67
    • Same as above.
  • new 245b after a= a tale of might and magic /
    • Creates a new ‡b after the first a subfield and sets it to " a tale of might and magic /".
  • delete 245b
    • Deletes the first ‡b subfield on the first 245 to ‡b
Libraries sometimes make journal articles and articles within monographs and serials accessible to library patrons through analytics cataloging. Analytics cataloging creates separate bibliographic records for these articles, chapters, sections, etc. found within a larger resource such as a book, an article within a journal, newspaper or serial. In analytics cataloging, although a separate bib record is created for the title, it is not physically separated from the host item.  Learn more about Analytics in Chapter 13 of AACR2.
If you would like to catalog analytic records there are two options. One is to use the Easy Analytics funtion; the other is the Analytics Enhanced Workflow.

6.1.2.1. Easy Analytics

The Easy Analytics feature makes linking analytic records together easier. The first thing you need to do is set the EasyAnalyticalRecords preference to 'Display' and the UseControlNumber preference to 'Don't use.'
After cataloging your analytic record (see Adding Records for more on creating records) click 'Edit' from the normal view and choose to 'Link to Host Item'
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.
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.

Note

It is also possible to create analytic records from this screen by clicking on "Create Analytics"
You can also see the analytics attached to this record by clicking the 'Show Analytic' link towards the top of the record in the normal view.
When looking at the anaytic record you will also see a link to the host item under the 'Host records' column in the holdings table when viewing the 'Analtyics' tab.
To use the Enhanced Workflow method of adding analytics, the first thing you need to do is set the EasyAnalyticalRecords preference to 'Don't display' and the UseControlNumber preference to 'Use.'
After cataloging your original record (see Adding Records for more on creating records) click 'New' from the normal view and choose to 'New child record.'
This will open a new blank record for cataloging. The blank record will only have the 773 field filled in properly to complete the link once the record is saved.
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.
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.
When looking at the anaytic record you will also see a link to the host item under the 'Host records' column in the holdings table when viewing the 'Analtyics' tab.
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 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.
You can also use the edit menu to add your own custom cover image if you have either OPACLocalCoverImages and/or LocalCoverImages set to 'Display' by choosing 'Upload Image' from the menu.
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.
If you would like to upload files to Koha you can do so with a few settings.
  • You will need to ask your system administrator to set the 'upload_path' config variable to point to where the files will be stored
    • You can see if your upload path is set correctly by visiting About Koha > System Information. If there is an error you will see it there.
  • You will want to be sure that your OPACBaseURL system preference is set appropriately
  • You will want to add the upload.pl plugin to the 856$u subfield in one (or multiple) of your frameworks
Once you are all set up you can continue with cataloging as regular. You will see a plugin icon next to the 856$u that will open up the upload and/or search window
From this menu you can click browse to find a file and attach it, or you can search files you have uploaded previously using the search box. From the search results you can choose which file to attach.
Once the file is chosen it will appear as a link in the MARC record and on the detail display.
To merge bibliographic records together you will want to go to the Cataloging module and perform a search.
If you see duplicates on that search results screen you can check the boxes next to the duplicates and click the 'Merge selected' button at the top of the results.
Once you have selected the records you want to merge, click the 'Merge selected' button at the top of the list. You will be asked which of the records you would like to keep as your primary record and which will be deleted after the merge. If the records were created using different frameworks, Koha will also ask you what Framework you would like the newly merged record to use.
You will be presented with the MARC for all of the records (each accessible by tabs labeled with the bib numbers for those records). By default the entire first record will be selected, uncheck the fields you don't want in the final (destination) record and then move on to the second tab to choose which fields should be in the final (destination) record.
Should you try to add a field that is not repeatable two times (like choosing the 245 field from both record #1 and #2) you will be presented with an error
Below the records you are merging is an option to enter fields to report on. This will allow you to control what fields you see on the merge confirmation page:
If you enter nothing you will be presented with a confirmation of biblionumbers only
If you enter fields you will see those on the confirmation page (you can set defaults with the MergeReportFields preference)
Once you have completed your selections click the 'merge' button. The primary record will now CONTAIN the data you chose for it as well as all of the items/holdings from both bib records, and the second record will be deleted.

Important

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

Note

If you would like you can also use the Lists tool for merging records together. Learn more here.
To delete a bibliographic record simply choose the 'Edit' button and select 'Delete record'
Bibliographic records can only be deleted one all items have been deleted. If you try to delete a bibliographic record with items still attached you will see that the delete option is grayed out.