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

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Time Narration
00:01 Welcome to the Spoken Tutorial on Import MARC file into Koha.
00:06 In this tutorial we will learn to- Import a MARC file into KOHA and

Search imported data in OPAC

00:15 To record this tutorial, I am using Ubuntu Linux OS 16.04
00:22 Koha version 16.05 and Firefox Web browser
00:29 You may use any other web browser of your choice.
00:33 To follow this tutorial, learners should be familiar with Library Science.
00:39 To practice this tutorial, You should have Koha installed on your system.

And You should also have Admin access in Koha.

00:48 If not, please refer to the Koha Spoken Tutorial series on this website.
00:56 Importing records into Koha is done in two steps:

Stage MARC records for import and Manage staged records

01:06 To begin, let’s login to Koha with our Superlibrarian access.
01:13 On the Home page, click on Tools.
01:17 A new page opens. Under the section Catalog, click on Stage MARC records for import.
01:27 A new page opens with the title Stage MARC records for import.
01:33 Go to the section Stage records into the reservoir.
01:38 Here click on Browse... adjacent to Select the file to stage.
01:46 Then go to the Downloads folder. A window File Upload opens
01:52 Here locate the file named TestData.mrc
01:58 Recall, we had created TestData.mrc file in one of the earlier tutorial.
02:05 Select the TestData.mrc file, if not already selected.

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

02:17 On the same page, you will see TestData.mrc as name of the file, adjacent to the tab Browse.
02:28 Now, click on Upload file button at the bottom of the page.
02:33 You will see the Upload progress bar in brown color.
02:38 After the Upload is complete upto 100%, we are prompted to fill in the some details.
02:45 First, fill the field for Comments about this file.
02:50 This is useful for identifying the uploaded file in KOHA.
02:55 I will enter Book Data.
02:58 Next is Record type: Here, Koha by default selects Bibliographic.
03:04 Similarly for Character encoding, Koha by default selects, UTF-8 (Default).
03:13 Next come to the section Look for existing records in catalog?
03:18 Under this section, go to Record matching rule:

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

03:27 If you want to match existing records, select another option from the drop down i.e.- ISBN/ISSN number.
03:40 Now we come to Action if matching record found:
03:45 Koha by default, selects Replace existing record with incoming record.
03:51 Then comes Action if no match is found: Koha by default, selects Add incoming record.
03:59 Next, we come to the section Check for embedded item record data?

There are two options here Yes and No

04:09 Koha by default, selects Yes.
04:13 For How to process items:, Koha by default selects, Always add items.
04:21 There are other options, as well. You may choose any of these options as per your preference.
04:28 Click on the Stage for import button at the bottom of the page.

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

04:37 When the progress is complete upto 100%, a new page opens with heading Stage MARC records for import.
04:47 Note that now, we have successfully imported the data which we had in our Excel sheet.
04:56 It has the following details.
04:59 Note that you will see a different value on your Koha interface, as per your .mrc data.
05:07 On this same page, above the title, you will see two options:

Stage MARC records and Manage staged records

05:18 Note that- I will not click on Stage MARC records as I have already imported the Excel file i.e. TestData.
05:28 If you need to import any other file then click on Stage MARC records.

And follow the steps as mentioned earlier.

05:38 Next, we have to manage the imported records in KOHA Catalog.

So, click on Manage staged records.

05:49 A new window Manage staged MARC records › Batch 6, opens.
05:56 On this page, Koha fills the following fields with the values shown here.
06:03 And for the following fields, Koha by default, selects these entries from the drop down.
06:10 But, you can change these entries from their respective drop-downs, as per your requirement.
06:17 Next is the button named Apply different matching rules.
06:23 You may click on this button to avoid the duplication of the records in the database.

I will skip this button and move ahead.

06:32 Now locate Add new bibliographic records into this framework:

And from the drop down, I will select BOOKS.

06:43 Again, you may select as per your requirement.
06:47 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.

07:01 However, before clicking we will go through the section Citation.
07:06 Please note the particular numbers

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

07:17 Now, we will click on the button named Import this batch into the catalog at the bottom.
07:25 When we do so, the Job progress bar appears.
07:29 When the progress is complete upto 100%, a new page opens.
07:35 With the heading Manage staged MARC records › Batch 6

And the following details which were entered earlier.

07:46 It is possible to undo your import. In case, you found a mistake in the imported data, to correct it do the following.
07:56 Click on the tab Undo import into catalog at the bottom of the section.
08:02 I will not click here.
08:05 Next is Completed import of records.
08:09 Here you will see the details of the records added, updated and so on.
08:15 Then you will see the section Citation, with the details that have been imported.
08:22 Once the import is complete, a link to the new Record will appear.
08:29 This is visible to the right side of each Citation that was imported.
08:35 Now we will confirm whether the titles are added in the Catalog or not.
08:40 To do so, at the top of the same page, locate the field for Search the catalog.
08:48 I will now do a small test to confirm the imports of records into Koha.
08:55 So, I will type one of the titles from the imported record in the Citation section.
09:02 Then, click on the Submit button at the right side of the field.
09:07 A new page opens, Inorganic chemistry Housecroft, Catherine E.
09:15 Koha shows the searched Title result, which proves that records are imported properly.
09:22 With this we have completed importing MARC into Koha.
09:28 Let us Summarize

In this tutorial we learnt to: Import a MARC file into KOHA and Search imported data in OPAC

09:41 For Assignment-

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

09:51 Hint: Please refer to the tutorial, Conversion of Excel data to Marc 21 format.
09:59 The video at the following link summarizes the Spoken Tutorial project.

Please download and watch it.

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For more details, please write to us.

10:13 Please post your timed queries in this forum.
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10:29 This is Bella Tony from IIT Bombay signing off.

Thank you for joining.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14