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Time Narration
00:01 Welcome to the Spoken Tutorial on Import MARC file into Koha.
00:07 In this tutorial, we will: learn to import a MARC file into KOHA and

search imported data in OPAC.

00:20 To record this tutorial, I am using: Ubuntu Linux OS 16.04
00:28 Koha version 16.05 and Firefox Web browser.
00:36 You may use any other web browser of your choice.
00:41 To follow this tutorial, learners should be familiar with Library Science.
00:47 To practice this tutorial, You should have Koha installed on your system.

And, You should also have Admin access in Koha.

00:58 If not, please refer to the Koha Spoken Tutorial series on this website.
01:05 Importing records into Koha is done in two steps:

Stage MARC records for import and Manage staged records.

01:18 To begin, let’s login to Koha with our Superlibrarian access.
01:24 On the Home page, click on Tools.
01:28 A new page opens. Under the section Catalog, click on Stage MARC records for import.
01:40 A new page opens with the title Stage MARC records for import.
01:46 Go to the section Stage records into the reservoir.
01:51 Here, click on Browse... adjacent to Select the file to stage.
01:58 A window File Upload opens. Then go to the Downloads folder.
02:06 Here, locate the file named TestData.mrc.
02:12 Recall, we had created TestData.mrc file in one of the earlier tutorial.
02:20 Select the TestData.mrc file, if not already selected.

And, click on the button Open at the bottom of the page.

02:32 On the same page, you will see TestData.mrc as name of the file, adjacent to the tab Browse.
02:43 Now, click on Upload file button at the bottom of the page.
02:49 You will see the Upload progress bar in brown color.
02:55 After the upload is complete up to 100%, we are prompted to fill in some details.
03:03 First, fill the field for Comments about this file.
03:09 This is useful for identifying the uploaded file in KOHA.
03:14 I will enter Book Data.
03:18 Next is Record type. Here, Koha by default, selects Bibliographic.
03:26 Similarly, for Character encoding, Koha by default selects UTF-8 (Default).
03:35 Next, come to the section Look for existing records in catalog?
03:41 Under this section, go to Record matching rule:

Koha by default, selects Do not look for matching records.

03:51 If you want to match existing records, select another option from the drop down i.e. ISBN/ISSN number.
04:04 Now we come to Action if matching record found.
04:09 Koha by default, selects Replace existing record with incoming record.
04:16 Then comes Action if no match is found. Koha by default, selects Add incoming record.
04:25 Next, we come to the section Check for embedded item record data?

There are two options here, Yes and No.

04:37 Koha by default, selects Yes.
04:41 For How to process items, Koha by default, selects Always add items.
04:48 There are other options, as well. You may choose any of these options as per your preference.
04:56 Click on the Stage for import button at the bottom of the page.

You will see “Job progress” in a blue colored bar.

05:06 When the progress is complete up to 100%, a new page opens with the heading Stage MARC records for import.
05:17 Note that now we have successfully imported the data which we had in our Excel sheet.
05:25 It has the following details.
05:28 Note that you will see a different value on your Koha interface as per your .mrc data.
05:36 On this same page, above the title, you will see two options:

Stage MARC records and Manage staged records.

05:48 Note that I will not click on Stage MARC records as I have already imported the Excel file i.e. TestData.
06:00 If you need to import any other file then click on Stage MARC records and follow the steps as mentioned earlier.
06:11 Next, we have to manage the imported records in KOHA Catalog.

So, click on Manage staged records.

06:22 A new window Manage staged MARC records › Batch 6 opens.
06:30 On this page, Koha fills the following fields with the values shown here.
06:37 And for the following fields, Koha by default, selects these entries from the drop down.
06:45 But, you can change these entries from their respective drop-downs as per your requirement.
06:52 Next is the button named Apply different matching rules.
06:57 You may click on this button to avoid the duplication of the records in the database.

I will skip this button and move ahead.

07:09 Now, locate Add new bibliographic records into this framework.

And from the drop down, I will select BOOKS.

07:20 Again, you may select as per your requirement.
07:25 Now, I will click on the tab Import this batch into the catalog .
07:32 However, before clicking we will go through the section Citation.
07:37 Please note the particular numbers.

Note that you will see a different number with the details that we have imported from Excel.

07:48 Now, we will click on the button named Import this batch into the catalog.
07:55 When we do so, the Job progress bar appears.
08:00 When the progress is complete up to 100%, a new page opens
08:06 with the heading Manage staged MARC records › Batch 6 and the following details which were entered earlier.
08:16 It is possible to undo your import. In case, you found a mistake in the imported data, to correct it do the following.
08:27 Click on the tab Undo import into catalog at the bottom of the section.
08:34 I will not click here.
08:37 Next is Completed import of records.
08:42 Here, you will see the details of the records added, updated and so on.
08:49 Then you will see the section Citation with the details that have been imported.
08:56 Once the import is complete, a link to the new Record will appear.
09:02 This is visible to the right side of each Citation that was imported.
09:08 Now, we will confirm whether the titles are added in the Catalog or not.
09:15 To do so, at the top of the same page, locate the field for Search the catalog.
09:22 I will now do a small test to confirm the imports of records into Koha.
09:29 So, I will type one of the titles from the imported record in the Citation section.
09:37 Then, click on the Submit button at the right side of the field.
09:43 A new page opens- Inorganic chemistry Housecroft, Catherine E.
09:50 Koha shows the searched Title result, which proves that records are imported properly.
09:58 With this, we have completed importing MARC into Koha.
10:04 Let us Summarize.

In this tutorial, we learnt to import a MARC file into KOHA and search imported data in OPAC.

10:17 For assignment-

Use the 10 records of MARC that were converted in an earlier tutorial and import them into KOHA.

10:29 Hint: Please refer to the tutorial, Conversion of Excel data to Marc 21 format.
10:37 The video at the following link summarizes the Spoken Tutorial project.

Please download and watch it.

10:45 The Spoken Tutorial Project team conducts workshops and gives certificates.

For more details, please write to us.

10:56 Please post your timed queries in this forum.
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More information on this mission is available at this link.

11:10 This is Bella Tony from IIT Bombay, signing off.

Thank you for joining.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14