Exporting data
Note
Only staff with the
export_catalog permission as well
as at least one of the
editcatalogue sub-permissions (or the
superlibrarian permission)
will have access to this tool.
Note
Only staff with the export_catalog permission as well as at least one of the editcatalogue sub-permissions (or the superlibrarian permission) will have access to this tool.
Get there: More > Cataloging > Export > Export catalog data
Koha comes with a tool that will allow you to export your bibliographic, items and authority records in bulk. This can be used to send your records to fellow libraries, organizations or services; or simply for backup purposes.
Exporting bibliographic recordsAt the top of the screen you need to pick what data you’re exporting. If you’re exporting bibliographic records with or without the item information, click the ‘Export bibliographic records’ tab.
Fill in the form in order to limit which records are exported (all fields are optional)
From biblionumber / To biblionumber: limit the exportation to a range of biblionumbers
Item type: limit to a specific item type, or several item types
Warning
This limit will use the item type defined in the item-level_itypes system preference.
If the item-level_itypes system preference is set to ‘specific item’ and there are no items attached to a bibliographic record, that record will not be exported.
To export all bibliographic records of a specific type, the item-level_itypes system preference needs to be set to ‘bibliographic record’.
With items owned by the following libraries: limit to a specific library or group of libraries
Warning
This is a filter; if this is set to the default value (all libraries selected), or select one or more libraries, bibliographic records with no items attached will not be exported.
To get bibliographic records with no items, ‘clear all’ selected libraries (i.e. de-select all libraries).
Call number range: limit to a call number range
Accession date (inclusive): limit to an acquisition date range
Use a file: you can load a file of biblionumbers of the records to be exported. The file type needs to be .csv or .txt
Don’t export items: by default, items will be exported. Check this box to only export bibliographic records
Remove items not owned by selected libraries: check this box to limit the exported items to items from the library you’re logged in as (if the ‘With items owned by the following libraries’ field above is set to ‘All’) or to the library or libraries selected above
Don’t export fields: enter which fields that should not be exported, separated by spaces. This can be handy if you’re sharing your data, you can remove all local fields before sending your data to another library
File format: choose the file type, MARC or MARCXML
File name: if needed, enter a new file name for the export file
Click ‘Export bibliographic records’
Exporting authority recordsAt the top of the screen you need to pick what data you’re exporting. If you’re exporting authority records, click the ‘Export authority records’ tab.
Fill in the form in order to limit which records are exported (all fields are optional)
From authid / To authid: limit the exportation to a range of authids
Authority type: limit the exportation to records of a specific authority type
Use a file: you can load a file of authids of the records to be exported. The file type needs to be .csv or .txt
Next choose fields that you would like to exclude from the export separated by a space (no commas)
Don’t export fields: enter which fields that should not be exported, separated by spaces.
To exclude all subfields of the 200 field, for example, just enter 200
To exclude a specific subfield, enter it beside the field value. For example, 100a will exclude just the subfield ‘a’ of the 100 field
File format: choose the file type, MARC or MARCXML
File name: if needed, enter a new file name for the export file
Click ‘Export authority records’