Koha-Library-Management-System/C3/Import-MARC-to-Koha/English-timed
From Script | Spoken-Tutorial
| 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. |
| 10:59 | Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.
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. |
