Difference between revisions of "Koha Library Software"

Latest revision as of 11:15, 23 March 2026

Koha Library Management Software

Koha is a first open source Integrated Library System (ILS). It is used world-wide and was created in 1999 by Katipo Communications. It has library standard compliant like MARC21/UNIMARC, Unicode, Z39.50, ILL, etc. The first installation of Koha went live in January 2000.

Koha allows total customization and full control over library data. It costs significantly less than proprietary library systems. The platform serves diverse needs, from academic and public to legal and corporate libraries. Users benefit from a vibrant, enthusiastic open-source community. As an ILS, it ensures libraries never fall behind with outdated technology. The system is partially translated into 62 different languages.

Koha’s primary strengths are its web accessibility and intuitive interface. Software installation on individual staff or user terminals is not required. It supports all core library operations, including Acquisition and Cataloging, Circulation and Serial Control, Patron Management and OPAC. The platform integrates modern Web 2.0 tools. It is easily configurable and frequently updated with new features.

Koha’s main strength is its web accessibility and ease of use. Libraries do not have to install the software on staff and user terminals. Koha supports all library house keeping activities such as Acquisition, Cataloging, Circulation, Serial Control, Patron Management, and OPAC. It also supports Web 2.0 tools. Thus, Koha can be readily configured to the needs of each library and is updated with new features frequently.

Koha 24.05 was released on May 28, 2024 as an open-source Integrated Library System (ILS) with key improvements. It includes enhanced MARC record handling, faster search functionality, and streamlined cataloging workflows. It also features better reporting tools, numerous bug fixes, and a more user-friendly interface. Additionally, it introduces advanced library administration options for managing branches, circulation policies, and user permissions, improving overall system performance and usability.

The Spoken Tutorial effort for Koha Library Software series has been contributed by Ms. Vaibhavi Satardekar, and Ms. Maya Hans from the Spoken Tutorial Project, IIT Bombay. The content inputs were given by Dr. Manju Naika Central Library, IIT- Bombay and domain reviews were done by Ms. Samruddhi Hawaldar, Central Library, IIT-Bombay. Novice check for the tutorials was done by Ms. Ketki Bhamble. The entire series of Koha has been edited by Arvind Pillai, Spoken Tutorial Project, IIT Bombay.

Learners: Library Science students and Library Staff who wish to create a Koha library for their institute.

Basic Level

1. Create Virtual Machine using WSL

• Install WSL
• Install Ubuntu on WSL
• Create and run a virtual Linux environment on WSL

2. Koha Library Management System on Ubuntu Linux OS 24.05

• Update system packages
• Add Koha 24.05 repository
• Install Koha package
• Modify port configuration
• Setup database (MariaDB)
• Enable Apache module
• Create Koha instance
• Configure database access
• Complete Koha setup

3. Koha Web Installation and Onboarding

• Koha Web Installer
  • Perl modules confirmation
  • Database settings
  • Database setup
  • Basic configuration settings
  • MARC21 configuration
  • Optional configuration
• Onboarding
  • Library code setup
  • Library contact details
  • Create an admin account (Superlibrarian)
  • Create item type
  • Create circulation rules

4. Add a new library

• Add a new library
• Fill in the form
  • Fill in the Library code Library Contact Details
• Add a general email id for the created Library to send messages and updates
• Add Reply-To mail to receive reply messages
• Fill in the URL to link the library name to the holdings table on the OPAC
  • Enter OPAC details
  • Edit Library details

5. Modify a library

• Introduction to Koha administration
• Access the libraries page
• View the list of libraries
• Select the library to modify
  • Find the action options
  • Choose the edit option
  • Fill in the OPAC details
  • Update library details
• Save the changes
• Confirm modification success

6. Create a Library Group

• Access library groups
• Add a new group
  • Enter group title and description
  • Configure group options
  • Save the group
  • Confirmation message
  • Edit or manage group options
• Add a sub-group
  • Enter sub-group title and description
  • Save the sub-group

7. Add a new patron category

• Add a new patron category
• Access patron categories
• Open new category form
• Fill mandatory fields
  • Set enrollment period
  • Specify age limits
  • Apply enrollment fees
  • Configure notification settings
• Define category type and library limitations
• Set OPAC permissions

8. Add new patron

• Create a new patron
• Select patron type
  • Enter patron identity details
  • Provide address and contact information
  • Configure registration and expiry dates
  • Define OPAC/Staff login credentials
  • Save patron record
• Set permissions to the patron
• Modify patron details
• Save modified details

9. Add an New Item type

• Introduction to item types in Koha
• Navigate to item types in Koha
• Create a new item type
  • Setup item type details
  • Choose an icon for the item type
  • Hide in OPAC feature
  • Not for loan option
  • Set up rental and replacement costs
  • Configure check-in message and SIP media type
• Save and manage item types

10. Create MARC framework

• About MARC frameworks
• Create a MARC framework
• Create a MARC bibliographic framework
• Add new framework
  • Framework code and description
• About MARC framework tags
• Edit a tag
• System preferences
• Enable authority preferences
• Save preferences

11. Set currency

• Acquisition parameters
• Currencies and exchange rates
• Add New currency
  • Currency
  • Rate
  • Symbol
  • ISO code
• Active currency
• Edit currency

12. Add a Budget

• Introduction to budget
• Access the budget module
• Add a new budget
  • Set time period
  • Allocate budget amount
  • Activate budget
• Save budget details

13. Allocate Funds

• Access Acquisitions module
• Navigate to budgets
• Select budget for allocation
• Create new fund
  • Enter fund details
  • Set warnings
  • Choose library
• Submit the allocation

14. Duplicate a Budget

• Introduction to duplicate budget
• Access the acquisition parameters
• Select budget for duplication
  • Set time period
  • Adjust budget amount
  • Configure additional options
• Save budget details

15. Place Order For a Book

• Access system preferences
• Add a new vendor
• Acquisition options
• Create a basket
  • Add orders to the basket
  • Budget and fund usage alerts
• Close the basket
• Receive shipments
• View receipt summary

16. Close a Budget

• Access Acquisitions module
• Locate the budget
  • Select the close option
  • Move unreceived orders
  • Unspent funds
• Finalize the process
• Closure report

17. Cataloging

• Access Cataloging module
• Add a new record
  • MARC record initialization
  • ISBN entry
  • Add cataloging source
  • Title and author information
  • Physical description and subject tags
  • Koha item type
• Save MARC record
• Add item details

18. System Preferences

• Access system preferences
  • Configure enhanced content settings
• Save enhanced content preferences
• Navigate to OPAC preferences
  • Update OPAC appearance settings
  • Configure OPAC features
  • Update OPAC privacy settings
• Save OPAC preferences

19. Circulation and fine rules

• Access Koha staff interface
• Set Circulation and fine rules
  • Customize circulation rules
• Save and clone the rules

20. Checkout Checkin

• Checkout process
• View checkout details
• Renewing items
• Check in item

21. OPAC

• Access the OPAC page
• Perform a basic search
• Sort search results
• View item availability
• Refine your search
• Advanced search option
• Use multiple search criteria
  • Keyword
  • Subject
  • Title
  • Author
  • Publisher
  • ISBN
• Set Filters for item type and language
• Use more search options

22. Access to Library Account on Web

• Access the OPAC page
• Login into the account
• Patron details overview
• Navigating the patron account tabs
• View items in the cart
• Add items to lists
• View checkout history
• Make a purchase suggestion

23. Catalog Serials

• Introduction to Serials module
• Add MARC record for Serial
• Add item details for Serial
• Verify the cataloging

24. Add subscription for serials

• Add a new serial subscription
• Select vendor
• Enter subscription details
• Review and save subscription

25. Receive serials

• Search for serial title
• Receive serial
• Update issue status

26. Configure a Claim Notice

• Create a New Claim Notice
• Compose the Email
• Save the Notice

27. Send Claim Notice

• Search serial title
• Claim late serials
• Send claims to vendor

28. Check Expiration and Renew Serial

• Search Expired Serial
• Check Expiration Date
• Renew Serial

29. Add a patron image

• Setting patron image preferences
• Search patron
• Add patron image
• Upload the patron image

30. Create Spine Label Template

• Create a Spine Label Template
• Configure Label Dimensions and Margins
• Save the Template

31. Create Spine Label Layout

• Create a Spine Label Layout
• Configure Label Dimensions
• Save the Layout

32. Create Spine Label Batch

• Create a Label Batch
• Add Barcode
• Export Labels
• Download PDF

Intermediate Level

33. Import Patron Data

• Open the Tools module
• Download the CSV file
• Prepare the CSV file
• Upload the CSV file
• Verify the imported patrons

34. Set Z39.50 server

• Introduction of Z39.50
• Add a new Z39.50 server
• Get server details from IRSpy
• Select a target server
• Save the form

35. Copy Cataloging using Z39.50

• Open the Z39.50/SRU search
• Select the search criteria
• View and import the search results
• Edit the MARC record
• Save and add item details

36. Place hold through staff interface

• Login with staff credentials
• Search for the item
• Find the specific item
• Place the hold
• Search the patron
• Choose the pickup location
• Confirm the hold
• Check the hold status

37. Place hold on an item through OPAC

• Open OPAC
• Search for the Item
• Select the Specific Item
• Place hold on an item
• Login OPAC
• Choose the pickup location
• Confirm the hold
• Check the hold status

38. Make purchase suggestion using Koha

• Introduction to purchase suggestion
• Search the patron
• Add new purchase suggestion
• Submit the suggestion

39. Make purchase suggestion through OPAC

• Login OPAC
• Make purchase suggestion
• Save purchase suggestion

40. Manage Purchase Suggestion

• Overview of the permissions required
• View pending suggestions on staff dashboard
• Approve a purchase suggestion
• View the result

41. Configure Patron Discharge Certificate

• Introduction to discharge certificate
• Enable the discharge feature
• Customize the discharge notice
• Save the notice

42. Issue Patron Discharge Certificate

• Access the patron account
• Verify the checkout details
• Generate the discharge certificate

Advance Level

43. Create Guided Reports

• Access the reports module
• Choose create a guided report
• Step by step build a report
• Save the report

44. Create SQL Report

• Access the reports module
• Choose create SQL report
• Type and save the SQL code
• Run the report

45. Run Saved Report

• Access the reports module
• Choose create SQL report
• Type and save the SQL code
• Run the report

46. Download MarcEditor on Windows

• Background – Why MarcEditor is needed
• Steps to Download MarcEdit software

47. Install MarcEditor on Windows

• Run MarcEdit software
• Install MarcEditor

48. Extract Excel to Marc Codefile

• Download Excel codefile
• Extract Excel to MARC codefile
• Verify extracted codefile

49. Convert excel data to Marc 21 format

• Open MarcEdit 7.7
• Convert Excel to .mrk format
• Import file to view Data Snapshot
• Map the Fields to MARC21 tags
• Join the common subfields
• Save template

50. Compile .mrk into .mrc file

• Open MarcEdit 7.7
• Open the .mrk file
• Compile the .mrk file into a MARC file (.mrc)
• Save the compiled MARC file

51. Import MARC file into Koha

• Access cataloging module
• Stage MARC records for import
• Testdata file upload
• Manage staged MARC records
• Ensure imported records