Koha-Library-Management-System/C3/Import-MARC-to-Koha/English

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Title: Import MARC file into Koha

Contributor: Bella Tony, IIT Bombay

Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay

Keywords:


Visual Cue Time


Title Slide Welcome to the Spoken Tutorial on Import MARC file into Koha.
Learning Objectives In this tutorial we will learn to-

1. Import a MARC file into KOHA and

2. Search imported data in OPAC

Slide Number 3

System Requirement

To record this tutorial, I am using * Ubuntu Linux OS 16.04
  • Koha version 16.05 and
  • Firefox Web browser
  • You may use any other web browser of your choice.
Slide 4a

Pre-requisites

To follow this tutorial, learners should be familiar with Library Science.
Slide 4b

Pre-requisites

To practice this tutorial, * You should have Koha installed on your system.
  • You should also have Admin access in Koha.

If not, please refer to the Koha Spoken Tutorial series on this website.

Slide:

Remember that:

Importing records into Koha is done in two steps:

  1. Stage MARC records for import
  2. Manage staged records
Importing records into Koha is done in two steps:
  1. Stage MARC records for import
  2. Manage staged records
Log into Koha as Superlibrarian Bella and her password To begin, let’s login to Koha with our Superlibrarian access.
Click on Tools On the Home page, click on Tools.
Point to Catalog >> click on Stage MARC records for import A new page opens.

Under the section Catalog, click on Stage MARC records for import.

Cursor on:

Stage MARC records for import

A new page opens with the title Stage MARC records for import.
Point to Stage records into the reservoir >> click on Browse Go to the section Stage records into the reservoir.

Here click on Browse... adjacent to Select the file to stage.

Highlight- Downloads folder Then go to the Downloads folder.

A window File Upload opens

Highlight on TestData.mrc in Downloads folder Here locate the file named TestData.mrc



Recall, we had created TestData.mrc file in one of the earlier tutorial.

Cursor on: TestData.mrc

Click on Open

Select the TestData.mrc file, if not already selected and click on the button Open at the bottom of the page.
Cursor on

TestData.mrc

Cursor on:

Browse...

On the same page, you will see TestData.mrc as name of the file, adjacent to the tab Browse.
Click on Upload file Now, click on Upload file button at the bottom of the page.
Cursor on:

Upload progress bar in brown color

You will see the Upload progress bar in brown color.
Show

Upload is complete upto 100%

After the Upload is complete upto 100%, we are prompted to fill in the some details.
Cursor on:

Comments about this file:

Type:

Book Data

First, fill the field for Comments about this file.

This is useful for identifying the uploaded file in KOHA.

I will enter Book Data.

Cursor on Record type:


Cursor on Bibliographic

Next is Record type:

Here, Koha by default selects Bibliographic.

Cursor on Character encoding:

Cursor on UTF-8 (Default)

Similarly for Character encoding, Koha by default selects, UTF-8 (Default)
Cursor on:

Look for existing records in catalog?

Next come to the section Look for existing records in catalog?
Cursor on: Record matching rule:

Cursor on: Do not look for matching records

Cursor on: ISBN/ISSN number

Under this section, go to Record matching rule:
  • Koha by default, selects Do not look for matching records
  • If you want to match existing records, select another option from the drop down i.e.-
    • ISBN/ISSN number.


Cursor on: Action if matching record found:

Cursor on: Replace existing record with incoming record

Now we come to Action if matching record found:

Koha by default, selects Replace existing record with incoming record.

Cursor on: Action if no match is found:

Cursor on: Add incoming record

Then comes Action if no match is found:


Koha by default, selects Add incoming record

Cursor on: Check for embedded item record data

Cursor on:

Yes

No


Cursor on Yes

Next, we come to the section Check for embedded item record data.

There are two options here# Yes and

  1. No

Koha by default, selects Yes.

Cursor on: How to process items: >> cursor on: Always add items For How to process items:, Koha by default selects, Always add items.
Highlight-
  • Add items only if matching bib was found
  • Add items only if no matching bib was found
  • Replace items if matching bib was found (only for existing items)
There are other options, as well.

You may choose any of these options as per your preference.

Click on Stage for import at the bottom of the page

Cursor on:

Job progress in a Blue colored bar.

Click on the Stage for import button at the bottom of the page.

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

Cursor on: Stage MARC records for import When the progress is complete upto 100%, a new page opens with heading Stage MARC records for import.

Note that:

Now, we have successfully imported the data which we had in our Excel sheet.

Cursor on:

MARC staging results :* Processing bibliographic records

  • 5 records in file
  • 0 records not staged because of MARC error
  • 5 records staged
  • Did not check for matches with existing records in catalog
  • 15 item records found and staged
It has the following details.

MARC staging results :* Processing bibliographic records

  • 6 records in file
  • 0 records not staged because of MARC error
  • 6 records staged
  • Did not check for matches with existing records in catalog
  • 6 item records found and staged
Narration only Note that you will see a different value on your Koha interface, as per your .mrc data.
Highlight both options:

+Stage MARC records

-Manage staged records

On this same page, above the title, you will see two options:

+Stage MARC records and

-Manage staged records

Cursor on-

+Stage MARC records

Note that-

I will not click on +Stage MARC records as I have already imported the Excel file i.e. TestData.

Cursor on-

+Stage MARC records

If you need to import any other file then click on +Stage MARC records.

And follow the steps as mentioned earlier.

Cursor on: Catalog


Click on Manage staged records

Next, we have to manage the imported records in KOHA Catalog.

So, click on Manage staged records.

Cursor on:

Manage staged MARC records › Batch 6

A new window Manage staged MARC records › Batch 6, opens.
Highlight:* File name: TestData.mrc
  • Comments: Book Data
  • Type: Bibliographic records
  • Staged: 2018-09-14 11:36:51
  • Status: Staged
On this page, Koha fills the following fields with the values shown here.* File name: TestData.mrc
  • Comments: Book Data
  • Type: Bibliographic records
  • Staged: 2018-09-14 11:36:51
  • Status: Staged
Cursor on:
  • For Matching rule applied: Do not look for matching records
  • For Action if matching record found: Add incoming record
  • For Action if no match found: Add incoming record and
  • For Item processing: Always add items
And for the following fields tabs, Koha by default, selects these entries from the drop down.
  • For Matching rule applied: Do not look for matching records
  • For Action if matching record found: Add incoming record
  • For Action if no match found: Add incoming record and
  • For Item processing: Always add items
Narration only But, you can change these entries from their respective drop-downs, as per your requirement.
Cursor on:

Apply different matching rules

Next is the button named Apply different matching rules.

You may click on this button to avoid the duplication of the records in the database.


I will skip this button and move ahead.

Cursor on:

Add new bibliographic records into this framework:

Select:

Book

Now locate Add new bibliographic records into this framework:

And from the drop down, I will select BOOKS

Again, you may select as per your requirement.

Click on Import this batch into the catalog Now come to the section Manage staged MARC records › Batch 6

I will click on the tab Import this batch into the catalog at the bottom.

Cursor on:

Citation

However, before clicking we will go through the section Citation.
Highlight The number of records with the details Please note the particular numbers

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

Click on the button- Import this batch into the catalog Now, we will click on the button named Import this batch into the catalog at the bottom.
Cursor on Job progress.

Cursor on: Manage staged MARC records › Batch 6

When we do so, the Job progress bar appears.


When the progress is complete upto 100%, a new page opens.

  • With the heading Manage staged MARC records › Batch 6

And the following details which were entered earlier.

Click on: Undo import into catalog


It is possible to undo your import.

Incase, you found a mistake in the imported data:

to correct it, do the following,

  • click on the tab Undo import into catalog at the bottom of the section.
Narration only I will not click here
Cursor on, Completed import of records Next is Completed import of records.
Highlight all >> Added, Updated Here you will see the details of the records added, updated and so on.
Cursor on: Citation Then you will see the section Citation, with the details that have been imported.
Cursor on:
  • Record
Once the import is complete, a link to the new Record will appear.

This is visible to the right side of each Citation that was imported.

Now we will confirm whether the titles are added in the Catalog or not.
Cursor on the field for Search the catalog To do so, at the top of the same page, locate the field for Search the catalog.
Type any of the Title from the imported record from the Citation section

Type- Inorganic chemistry Housecroft, Catherine E.

I will now do a small test to confirm the imports of records into Koha.

So, I will type one of the titles from the imported record in the Citation section.

Click on the Submit Then, click on the Submit button at the right side of the field.
Cursor on:* Inorganic chemistry Housecroft, Catherine E. A new page opens-* Inorganic chemistry Housecroft, Catherine E.
Narration only Koha shows the searched Title result, which proves that records are imported properly.
Narration only With this we have completed importing MARC into Koha.
Summary

In this tutorial we learnt to:

  • 1. Import a MARC file into KOHA
  • 2. Search imported data in OPAC


Summary

In this tutorial we learnt to:

1. Import a MARC file into KOHA and

2. Search imported data in OPAC

Assignment-

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

Hint:

Please refer to the tutorial,

Conversion of Excel data to Marc 21 format.

Assignment-

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

Hint:

Please refer to the tutorial,

Conversion of Excel data to Marc 21 format.

Slide:

About Spoken Tutorial project* Watch the video available at http://spoken-tutorial.org/What_is_a_Spoken_Tutorial

  • It summarises the Spoken Tutorial project.
  • If you do not have good bandwidth, you can download and watch it.
The video at the following link summarizes the Spoken Tutorial project.

Please download and watch it.

Slide:

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The Spoken Tutorial Project Team:* conducts workshops and

  • gives certificates.

For more details, please write to us.

Slide:

Forum for specific questions

Please post your timed queries in this forum.
Slide:

Acknowledgement

  • Spoken Tutorial Project is a part of the Talk to a Teacher project
  • It is supported by the National Mission on Education through ICT, MHRD, Government of India
  • More information on this Mission is available at
  • http://spoken-tutorial.org/NMEICT-Intro
Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.

More information on this mission is available at this link.

This is Bella Tony from IIT Bombay signing off.

Thank you for joining.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya

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