Cataloging guides Bibliographic record cataloging cheat sheet

This section is for MARC21.

Tag

Label

Description

Instructions

000

LEADER

Describes the record (i.e. surrogate) – is it a record for a monograph? A serial?

Click in this field to fill it in. Then set “Bibliographic level” to ‘a’ for articles or ‘s’ for serials. Otherwise, leave everything as is. The value in position 6 influences the type of material in 008.

001

CONTROL NUMBER

Accession number.

Enter the accession number written inside the item here. For articles and items which do not have accession numbers, leave blank. You can use the autoControlNumber system preference to automatically fill this field with the biblionumber of the record.

003

CONTROL NUMBER IDENTIFIER

Your MARC organizational code

Click in this field to fill it in (will auto fill if you have your MARCOrgCode preference set).

005

D & T LATEST TRANSACTION

Current date and time.

Click in this field to fill it in.

008

FIXED-LENGTH DATA ELEMENTS

Field containing computer-readable representations of a number of things.

The type of material is automatically set according to the leader, position 06. Generally you will only use ‘s’ (single) or ‘m’ (multiple) options for position 06- use the former when the item was published in a single year, the latter when it was published over the course of several. If there is a single date, only enter a date in the first date field (positions 07-10). Enter the three-digit country code in positions 15-17, being sure to add spaces if the country code is fewer than three characters long. If there is an index, note that fact in position 31. Enter the three-letter language code in positions 35-37.

010

LCCN

A number assigned by the Library of Congress to uniquely identify the work.

Check on the copyright page of the book (if it was published in the US) or the LC catalog for this number. If you can’t find it, don’t worry about it.

020

ISBN

Unique number used by publishers to identify books.

If this number isn’t listed on the book, there probably isn’t one.

022

ISSN

Unique number used by publishers to identify serials.

If this number isn’t listed on the book, there probably isn’t one.

033

DATE/TIME OF EVENT

Used for auction dates. Required for auction catalogs.

For auctions that took place on only one day, enter the date of the auction in the format YYYYMMDD in the subfield ‘a’ and a ‘0’ in the first indicator. For auctions that took place over two consecutive days or any number of non-consecutive days, create a subfield ‘a’ for each day with the date in the format YYYYMMDD, and put a ‘1’ in the first indicator. For auctions that took place over more than two consecutive days, create a subfield ‘a’ (in format YYYYMMDD) for the first day and a subfield ‘a’ (also in format YYYYMMDD) for the last day, and put a ‘2’ in the first indicator.

040

CATALOGING SOURCE

Identifies which libraries created and modified the record.

For imported records, add a subfield ‘d’ with your OCLC code as the value. For new records, make sure that the subfield ‘c’ with your OCLC code as the value.

041

LANGUAGE CODE

Identifies all the languages used in an item, when two or more languages are present.

For significant portions of a text in a given language, there should be a subfield ‘a’ with that language code. If there are only summaries or abstracts in a specific language, create a subfield ‘b’ with that language code.

100

MAIN ENTRY–PERSONAL

Authorized form of the main author’s name

See Authorized headings sheet and AACR2. The first indicator should generally be a ‘1’, to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be ‘0’.

110

MAIN ENTRY–CORPORATE

Authorized form of the name of the main corporate author. Required for auction catalogs.

Auction catalogs should use a 110 field rather than a 100 field. See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.

111

MAIN ENTRY–MEETING

Authorized form of the name of a meeting which acted as a main offer (e.g. conference proceedings)

See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.

245

TITLE STATEMENT

Transcription of the title statement from the title page (or chief source of information)

Enter the title in subfield ‘a’, the subtitle in subfield ‘b’, and the statement of responsibility in subfield ‘c’. If you are creating a record for a single volume or part of a multi-part item, you should put the part number in subfield ‘n’ and the part title in subfield ‘p.’ For auction catalogs, the date (in ‘MM/DD/YYYY’ format) should be listed in square brackets in subfield ‘f’. See ISBD punctuation sheet. Set the first indicator to ‘0’ if there is no author, otherwise set it to ‘1’. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the second indicator to ‘4’).

246

VARYING FORM OF TITLE

Alternate form of title for searching and filing purposes

If the patron might look for the work under a different title, enter it here. Do not include initial articles. The first indicator should be ‘3’, unless the title is merely a variant spelling, in which case the first indicator should be ‘1’.

250

EDITION STATEMENT

Transcription of the edition statement from the title page (or chief source of information)

Transcribe the edition statement exactly as it appears on the title-page. You may abbreviate if the edition statement is very long.

260

PUBLICATION (IMPRINT)

Publication information.

Put the location of publication in subfield ‘a’, the publisher in subfield ‘b’, and the year (or probable year) in subfield ‘c’. See ISBD punctuation sheet.

264

PRODUCTION, PUBLICATION ETC.

Production, Publication, Distribution, Manufacture, and Copyright Notice.

Put the location of publication in subfield ‘a’, the publisher in subfield ‘b’, and the year (or probable year) in subfield ‘c’. See ISBD punctuation sheet. The label is set dynamically from the second indicator so generally this would be set to ‘1’ for Publisher: .

300

PHYSICAL DESCRIPTION

Physical description

Enter the pagination statement in subfield ‘a’, a brief description of “special” contents such as illustrations or maps in subfield ‘b’ (see AACR2), and the size of the item in subfield ‘c’. See ISBD punctuation sheet.

490

SERIES STATEMENT

Shows the series statement exactly as it appears on the item.

Transcribe the series statement into subfield ‘a’ with the volume number in subfield ‘v’. See ISBD punctuation sheet. Set the first indicator to ‘1’ if you are using an 830. As a general rule, you should do so.

500

GENERAL NOTE

Notes that don’t fit anywhere else.

Enter notes as full sentences, with a separate 500 field for each distinct topic.

501

WITH NOTE

Notes whether the work is bound with the works described by other records.

Put description of relationship in subfield ‘a’.

504

BIBLIOGRAPHY, ETC. NOTE

Indicates whether the work includes a bibliography.

If the work includes a bibliography and index, put the text “Includes bibliographical references (p. XXX-XXX) and index.” in subfield ‘a’. If the work does not include an index, remove that part of the sentence. If the references are scattered throughout the work and not gathered into a distinct sentence, remove the parenthetical statement.

505

FORMATTED CONTENTS

List of contents in a standard format. Unformatted contents can be listed in a 500 (General Note) field.

See ISBD punctuation sheet. Set the first indicator to ‘0’. If you are separately coding authors and titles, set the second indicator to ‘0’. Otherwise, leave the second indicator blank.

518

DATE/TIME OF EVENT NOTE

Used for auction dates.

For auction catalogs, enter the date of the auction in the format ‘January 2, 1984’ in the subfield ‘a’

520

SUMMARY, ETC.

A brief summary or abstract of the book or article.

In general you do not need to write a summary. A summary might be called for, however, with items that cannot be easily reviewed by a patron, such as books with highly acidic paper or CD-ROMs.

546

LANGUAGE NOTE

Note describing the languages used in the work

Only needed for works in multiple languages. See ISBD punctuation sheet.

561

PROVENANCE INFORMATION

Describes the previous ownership of the item.

Used only for rare books.

563

BINDING INFORMATION

Describes the binding of the item.

Used only for rare books.

590

LOCAL NOTE

Local notes. Required for auction catalogs.

Used for auction catalogs to indicate what types of coins are sold in the auction- Roman, Greek, etc.

600

SUBJECT ADDED–PERSONAL

Authorized form of personal names for people discussed in the work

See Authorized headings sheet and AACR2. The first indicator should generally be a ‘1’, to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be ‘0’. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.

610

SUBJECT ADDED–CORPORATE

Authorized form of corporate names for organizations discussed in the work

See Authorized headings sheet and AACR2. Set the first indicator to ‘2’. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.

611

SUBJECT ADDED–MEETING

Authorized form of meeting names for meetings discussed in the work

See Authorized headings sheet and AACR2. Set the first indicator to ‘2’. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.

630

SUBJECT ADDED–UNIFORM TITLE

Authorized form of titles for other works discussed in the work

See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the first indicator to ‘4’). If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.

650

SUBJECT ADDED–TOPICAL

Library of Congress Subject Heading terms describing the subject of the work

See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.

651

SUBJECT ADDED–GEOGRAPHICAL

Library of Congress Subject Heading geographical terms describing the subject of the work

See Authorized headings sheet and AACR2. If you found the name in the LC authority file, set the second indicator to ‘0’. Otherwise set the second indicator to ‘4’.

655

INDEX TERM–GENRE/FORM

Describes what an item is as opposed to what the item is about.

Generally used only for auction catalogs, which should have the genre heading “Auction catalogs.” (make sure to find the authorized heading!) If you found the name in the LC authority file, set the second indicator to ‘0’. If you are using a term from a specific thesaurus, set the second indicator to ‘7’ and put the code for the thesaurus in subfield ‘2’. Otherwise set the second indicator to ‘4’.

690

LOCAL SUBJECT ADDED–TOPICAL

Used for headings from any custom subject authority file.

If there is no appropriate LCSH term, you can use a 690 with subject headings you find on other items in the catalog.

691

LOCAL SUBJECT ADDED–GEOGRAPHICAL

Used for headings from any custom subject authority file.

If there is no appropriate LCSH term, you can use a 691 with subject headings you find on other items in the catalog.

700

ADDED ENTRY–PERSONAL

Used for second authors and other persons related to the production of the work.

See Authorized headings sheet and AACR2. The first indicator should generally be a ‘1’, to indicate that the entry is surname first. If the name consists only of a forename, however, the first indicator should be ‘0’.

710

ADDED ENTRY–CORPORATE

Used for corporate bodies related to the production of the work (e.g. publishers).

See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.

711

ADDED ENTRY–MEETING

Used for meetings related to the production of the work (e.g. symposia that contributed to the work).

See Authorized headings sheet and AACR2. Set the first indicator to ‘2’.

730

ADDED ENTRY–UNIFORM TITLE

Used for uniform titles related to the production of the work (e.g. a work that inspired the present work)

See Authorized headings sheet and AACR2. Set the first indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the first indicator to ‘4’).

773

HOST ITEM ENTRY

Describes the larger bibliographic unit that contains the work (e.g. book or journal containing the article being described in the current record)

If the host publication is author main entry, enter the authorized form of the author’s name in subfield ‘a’. Put the title in subfield ‘t’. If the host publication is an independent work, put publication information in subfield ‘d’. When available, ISSN and ISBN should always be used in, in subfields ‘x’ and ‘z’ respectively. Relationship information (e.g. volume number, page number, etc.) goes in subfield ‘g’. Subfield ‘q’ contains an encoded representation of the location of the item: volume, issue, and section numbers are separated by colons, and the first page is entered following a ‘<’ at the end of the subfield. See ISBD punctuation sheet. Set the first indicator to ‘0’. If you want the label “In:” to be generated, leave the second indicator blank. If you want something else displayed before the 773 text, set the second indicator to ‘8’ and add a subfield ‘i’ with the label you want at the beginning of the field (e.g. “$iOffprint from:”).

830

SERIES ENTRY–UNIFORM TITLE

Authorized form of the series name transcribed in the 490 field. Often this will just be the same as the 490.

See Authorized headings sheet and AACR2. Set the second indicator to the number of non-filing characters (i.e. characters in an initial articles plus the space… for “The ” set the second indicator to ‘4’).

852

LOCATION/CALL NUMBER

Provides the section name for pre-barcode books, pamphlets, and some articles and serials.

Do not put anything in this field if you are cataloging a volume which gets only one record and a barcode. If the item does not get a barcode, or you are currently creating a record for an article in a volume, put the section in subfield ‘a’ (see ANS cataloging documentation), and the call number in subfield ‘i’. Set the first indicator to ‘8’.

856

ELECTRONIC ACCESS

Links to material available online.

Put the URL of any electronic copies or summaries, etc. in subfield ‘u’ and a link title in subfield ‘y’. Set the first indicator to ‘4’.

942

ADDED ENTRY ELEMENTS (KOHA)

Used for Koha-specific data.

Set the subfield ‘c’ to the appropriate item type.

Table: Cataloging Guide

Koha-specific fields

Koha uses three fields to store information specific to it.

At the record level, 942 (MARC21) or 942 and 099 (UNIMARC) is used to store information such as record-level item type, record-level call number and classification scheme.

The item (holding) information is stored in 952 (MARC21) or 995 (UNIMARC).

System control numbers for Koha are stored in 999 (MARC21) or 001 and 090 (UNIMARC).

Added entry elements (942 / 099) 942$0 / 099$x - Koha issues (borrowed), all copies

MARC21: 942$0

UNIMARC: 099$x

This field contains the total number of issues/checkouts of all items of this record. It is populated using the update_totalissues.pl cronjob.

Mapped to: biblioitems.totalissues

Indexed in: totalissues

Warning

This field should not be editable nor edited manually.

942$2 - Source of classification or shelving scheme

MARC21: 942$2

UNIMARC: 942$2

This field contains the source of classification used by the record’s call number (942$h and 942$i (MARC21)).

There is a choice of classification sources as they are defined in administration. If no classification scheme is entered, the system will use the value entered in the DefaultClassificationSource preference.

The source of classification will be used, along with the call number itself (942$h and 942$i (MARC21)) to create the normalized call number used when sorting by call number.

Mapped to: biblioitems.cn_source

Indexed in: cn-bib-source

942$6 - Koha normalized classification for sorting

MARC21: 942$6

UNIMARC: 942$6

This field contains the normalized call number used for sorting, based on the record-level call number (942$h and 942$i (MARC21)) and the classification source (942$2).

Mapped to: biblioitems.cn_sort

Indexed in: cn-bib-sort

Warning

This field should not be editable nor edited manually.

942$c - Koha item type

MARC21: 942$c

UNIMARC: 942$c

This field contains the record-level item type.

The record-level item type is used in various places in Koha.

The value from 942$c is copied to 952$y (MARC21) or 995$r (UNIMARC) as the default value when adding a new item to that record

The record-level item type can be used for the circulation rules if the item-level_itypes system preference allows it (this system preference lets you choose between using the record-level or item-level item type for the circulation rules, among other things)

The record-level item type is indexed and used in the search (see also the AdvancedSearchTypes system preference) as well as the facets (this is useful to find records that don’t have items, like records for online resources, ebooks, pdf files, etc.)

The record-level item type is used for record-level/”next available” holds

The record-level item type is used for record-level article requests

The record-level item type is displayed in various tables in the staff interface, in the circulation module among other places (it is possible to hide unwanted columns in the ‘Table settings’ section of the Administration module)

Mapped to: biblioitems.itemtype

Indexed in: itemtype (mc-itemtype), itype (mc-itype)

942$e - Edition

MARC21: 942$e

UNIMARC: N/A

This field contains the edition information.

942$h - Classification part

MARC21: 942$h

UNIMARC: N/A

This field contains classification part of the call number. It is used, along with 942$2 and 942$i (MARC21) to create the normalized call number (942$6) used when sorting by call number.

Mapped to: biblioitems.cn_class

Indexed in: cn-class

942$i - Item part

MARC21: 942$i

UNIMARC: N/A

This field contains item part of the call number. It is used, along with 942$2 and 942$h (MARC21) to create the normalized call number (942$6) used when sorting by call number.

Mapped to: biblioitems.cn_item

Indexed in: cn-item

942$k - Call number prefix

MARC21: 942$k

UNIMARC: N/A

This field contains prefix to the call number.

Mapped to: biblioitems.cn_prefix

Indexed in: cn-prefix

942$m - Call number suffix

MARC21: 942$m

UNIMARC: N/A

This field contains suffix to the call number.

Mapped to: biblioitems.cn_suffix

Indexed in: cn-suffix

942$n / 955$n - Suppress in OPAC

MARC21: 942$n

UNIMARC: 955$n

If the OpacSuppression system preference is set to ‘hide’, this field indicates if the record should be hidden from the OPAC.

In this field, ‘1’ means the record will be hidden in the OPAC, and ‘0’ (or empty) means the record will be visible in the OPAC.

You can use the YES_NO authorized value category in this field if you don’t want to remember the numerical values.

Indexed in: suppress

942$s / 099$s - Serial record flag

MARC21: 942$s

UNIMARC: 099$s

This field is used by the serials module to indicate whether or not the record is associated with a serial subscription.

Mapped to: biblio.serial

Warning

This field should not be editable nor edited manually.

Location and item information (952)

Koha uses field 952 to store item (holding) information in MARC21, and field 995 in UNIMARC.

952$0 / 995$0 - Withdrawn status

MARC21: 952$0

UNIMARC: 995$0

Uses

This field is used to set the withdrawn (weeded) status of the item.

You can use the withdrawn status to weed items without deleting the items.

In the search results, the withdrawn item will be marked as unavailable.

Effects on circulation

A withdrawn item will not be able to be checked out.

A withdrawn item will not be able to be checked in unless the BlockReturnOfWithdrawnItems system preference allows it.

Values

The withdrawn status is numerical, ‘0’ (or empty) means ‘not withdrawn’ and any other number means ‘withdrawn’.

By default, the field is associated with the WITHDRAWN authorized value category so you don’t have to remember the numerical values. The default values in the WITHDRAWN authorized value category are

1: Withdrawn

Display

Staff interface

Search results (withdrawn items will be marked as unavailable)

Holdings table in the record’s detail page

‘Items’ tab of the bibliographic record, ‘Withdrawn status’ under ‘Statuses’

OPAC

Search results (withdrawn items will be marked as unavailable)

Holdings table in the record’s detail page

To hide withdrawn items from the OPAC, use the OpacHiddenItems system preference.

Mapped to: items.withdrawn

Indexed in: withdrawn

952$1 / 995$2 - Lost status

MARC21: 952$1

UNIMARC: 995$2

Uses

This field is used to set the lost status of the item.

You can use the lost status to mark items as lost or missing

In the search results, the lost item will be marked as unavailable.

Marking an item lost while it is checked out can charge the replacement cost (952$v (MARC21) or 995$g (UNIMARC)) to the patron (see WhenLostChargeReplacementFee), as well as a processing fee (the processing fee is set at the item type level)

The lost status can be changed automatically after a number of days overdue with the longoverdue.pl cronjob

Effects on circulation

The ability to check out a lost item depends on the IssueLostItem system preference.

The ability to check in a lost item depends on the BlockReturnOfLostItems system preference.

Values

The lost status is numerical, ‘0’ (or empty) means ‘not lost’ and any other number means ‘lost’.

By default, the field is associated with the LOST authorized value category so you don’t have to remember the numerical values. The default values in the LOST authorized value category are

1: Lost

2: Long overdue (lost)

3: Lost and paid for

4: Missing

5: Missing from bundle

Display

Staff interface

Search results (lost items will be marked as unavailable)

Holdings table in the record’s detail page

‘Items’ tab of the bibliographic record, ‘Lost status’ under ‘Statuses’

OPAC

Search results (lost items will be marked as unavailable)

Holdings table in the record’s detail page

It’s possible to configure Koha so that lost items don’t display in the OPAC with the hidelostitems system preference.

Mapped to: items.itemlost

Indexed in: lost

952$2 / 995$4 - Source of classification or shelving scheme

MARC21: 952$2

UNIMARC: 995$4

Uses

This field contains the source of classification used by the record’s call number (952$o (MARC21) or 995$k (UNIMARC)).

The source of classification will be used, along with the call number itself (952$o (MARC21) or 995$k (UNIMARC)) to create the normalized call number (952$6 (MARC21) or 995$s (UNIMARC)) used when sorting by call number.

Values

There is a choice of classification sources as they are defined in administration.

If no classification scheme is entered, the system will use the value entered in the DefaultClassificationSource preference.

Display

This is not displayed either in the OPAC or in the staff interface. The information is only available in the item’s editing form.

Mapped to: items.cn_source

Indexed in: classification-source

952$3 / 995$l - Materials specified

MARC21: 952$3

UNIMARC: 995$l (L)

Uses

This field is used to add information about accompanying materials or to specify how many pieces the item has.

Effects on circulation

This information will be displayed when circulation the item so that the circulation staff knows to make sure all the accompanying material is there when checkout out and it’s still there when checking the item back in.

Message in circulation, the message says "Note about the accompanying materials: + 1 folded map"

Values

This is a free text field, but it is possible to associate it to an authorized value category in the MARC framework to make it into a drop-down menu.

Display

Staff interface

This information will appear when checking out or checking in an item

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_materials or otherholdings_materials

‘Items’ tab of the bibliographic record, ‘Materials specified’ under ‘Item information’

OPAC

Holdings table in the record’s detail page (it is hidden by default)

Note

Use ‘Table settings’ if you want to show that column - Module: OPAC - Table id: holdingst - Column: item_materials

Mapped to: items.materials

Indexed in: materials-specified

952$4 / 995$1 - Damaged status

MARC21: 952$4

UNIMARC: 995$1

Uses

This field is used to set the damaged status of the item.

In the search results, the damaged item will be marked as unavailable.

Effects on circulation

The damaged status does not affect the ability to check out or check in an item.

The AllowHoldsOnDamagedItems system preference indicates whether or not damaged items can be put on hold.

Values

The damaged status is numerical, ‘0’ (or empty) means ‘not damaged’ and any other number means ‘damaged’.

By default, the field is associated with the DAMAGED authorized value category so you don’t have to remember the numerical values. The default values in the DAMAGED authorized value category are

1: Damaged

Display

Staff interface

Search results (damaged items will be marked as unavailable)

Holdings table in the record’s detail page

‘Items’ tab of the bibliographic record, ‘Damaged status’ under ‘Statuses’

OPAC

Search results (damaged items will be marked as unavailable)

Holdings table in the record’s detail page

To hide damaged items from the OPAC, use the OpacHiddenItems system preference.

Mapped to: items.damaged

Indexed in: damaged

952$5 / 995$3 - Use restrictions

MARC21: 952$5

UNIMARC: 995$3

Uses

This field is used to set the restricted status of the item.

In the search results, the restricted item will be marked as available.

Effects on circulation

A restricted item will not be able to be checked out.

Values

The restricted status is numerical, ‘1’ means restricted and ‘0’ (or empty) means unrestricted.

Note

Unlike other statuses, the restricted status can only be 0 (not restricted) or 1 (restricted).

By default, the field is associated with the RESTRICTED authorized value category so you don’t have to remember the numerical values. The default values in the RESTRICTED authorized value category are

1: Restricted access

Display

Staff interface

Search results (restricted items will be marked as available)

Holdings table in the record’s detail page

OPAC

Search results (restricted items will be marked as available)

Holdings table in the record’s detail page

Mapped to: items.restricted

Indexed in: restricted

952$6 / 995$s - Koha normalized classification for sorting

MARC21: 952$6

UNIMARC: 995$s

Warning

This field should not be editable nor edited manually.

Uses

This field contains the normalized call number used for sorting, based on the item-level call number (952$o (MARC21) or 995$k (UNIMARC)) and the classification source (952$2 (MARC21) or 995$4 (UNIMARC)).

Display

This information is not displayed anywhere in the OPAC or in the staff interface, it is for Koha’s internal use only.

Mapped to: items.cn_sort

Indexed in: cn-sort

952$7 / 995$o - Not for loan status

MARC21: 952$7

UNIMARC: 995$o

Uses

This field is used to set the not for loan status of the item.

In the search results, the not for loan item will be marked as unavailable or for reference use only (see Reference_NFL_Statuses)

Effects on circulation

Items with a not for loan status cannot be checked out (unless AllowNotForLoanOverride allows it)

Depending on the value, items may or may not be put on hold (see below)

Depending on TrapHoldsOnOrder and SkipHoldTrapOnNotForLoanValue not for loan items may be used to fill holds

The UpdateNotForLoanStatusOnCheckin system preference can be used to automatically change not for loan values upon checkin

The UpdateNotForLoanStatusOnCheckout system preference can be used to automatically change not for loan values when checking out the item

Values

The not for loan status is numerical, ‘0’ (or empty) means available.

Negative values (< 0) mean that the item cannot be checked out, but can be put on hold.

Positive values (> 0) mean that the item cannot be checked out nor be put on hold.

By default, the field is associated with the NOT_LOAN authorized value category so you don’t have to remember the numerical values. The default values in the NOT_LOAN authorized value category are

-1: On order

1: Not for loan

2: Staff collection

3: Added to bundle

Display

Staff interface

Search results (not for loan item will be marked as unavailable or for reference use only (see Reference_NFL_Statuses))

Holdings table in the record’s detail page

‘Items’ tab of the bibliographic record, ‘Withdrawn status’ under ‘Statuses’

OPAC

Search results (not for loan item will be marked as unavailable or for reference use only (see Reference_NFL_Statuses))

Holdings table in the record’s detail page

To hide not for loan items from the OPAC, use the OpacHiddenItems system preference.

Mapped to: items.notforloan

Indexed in: notforloan

952$8 / 995$h - Collection

MARC21: 952$8

UNIMARC: 995$h

Uses

This field is used to set the collection of the item.

Collections in Koha are used to group items in ways other than physically (the physical location can be stored in 952$c (MARC21) or 995$e (UNIMARC)). An example of a collection could be ‘Local authors’.

Collections can also be used to limit transfers in multi-branch systems (see the Library transfer limits section of the administration) if BranchTransferLimitsType is set to ‘collection code’

The collection of an item is used in the search (see the AdvancedSearchTypes system preference) as well as the facets.

Values

By default, the field is associated with the CCODE authorized value category. The default values in the CCODE authorized value category are

FIC: Fiction

NFIC: Non-fiction

REF: Reference

Display

Staff interface

Search results

The collections will be part of the facets in the search results

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_ccode or otherholdings_ccode

Checkouts table in the patron’s file

Note

Use ‘Table settings’ if you want to hide that column - Module: Circulation and Patrons - Table id: issues-table - Column: collection

Many other places all throughout Koha

OPAC

Search results, if OpacItemLocation allows it

The collections will be part of the facets in the search results

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_ccode

Many other places throughout the OPAC

Mapped to: items.ccode

Indexed in: collection-code

952$9 / 995$9 - Itemnumber

MARC21: 952$9

UNIMARC: 995$9

Warning

This field should not be editable nor edited manually.

Uses

The itemnumber is the internal number assigned to each item by Koha. It is unique and cannot be reattributed even when the item is deleted.

Display

This information is not displayed anywhere in the OPAC or in the staff interface, it is for Koha’s internal use only.

Mapped to: items.itemnumber

Indexed in: itemnumber

952$a / 995$b - Home library

MARC21: 952$a

UNIMARC: 995$b

Required

Uses

This field indicates the home library of the item.

The home library is important for many things in Koha, including, but not limited to

circulation rules,

transfer limits

The home library of an item is used in the search as well as the facets (see the DisplayLibraryFacets system preference)

Effects on circulation

As previously stated, the circulation rules are based on the item’s library (see the HomeOrHoldingBranch system preference)

Values

Libraries are defined in the libraries section of the administration page.

Display

Staff interface

Search results

Depending on the DisplayLibraryFacets system preference, the home library may be part of the facets in the search results

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_homebranch or otherholdings_homebranch

This information is displayed in the staff interface, in the ‘Items’ tab of the bibliographic record, ‘Home library’ under ‘Item information’

Checkouts table in the patron’s file

Note

Use ‘Table settings’ if you want to hide that column - Module: Circulation and Patrons - Table id: issues-table - Column: homebranch

Many other places all throughout Koha

OPAC

Search results (if OpacItemLocation allows it)

Depending on the DisplayLibraryFacets system preference, the home library may be part of the facets in the search results

Holdings table in the record’s detail page, if OpacLocationBranchToDisplay allows it

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_home_location

Many other places throughout the OPAC

Mapped to: items.homebranch

Indexed in: homelibrary

952$b / 995$c - Current library

MARC21: 952$b

UNIMARC: 995$c

Required

Uses

This field indicates the current library (holding library) of the item.

The current library is important for many things in Koha, including

circulation rules,

transfer limits

The current library of an item is used in the search as well as the facets (see the DisplayLibraryFacets system preference)

Effects on circulation

As previously stated, the circulation rules are based on the item’s library (see the HomeOrHoldingBranch system preference)

Values

Libraries are defined in the libraries section of the administration page.

Display

Staff interface

Search results

Depending on the DisplayLibraryFacets system preference, the holding library may be part of the facets in the search results

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_holdingbranch or otherholdings_holdingbranch

This information is displayed in the staff interface, in the ‘Items’ tab of the bibliographic record, ‘Current library’ under ‘Item information’

Many other places all throughout Koha

OPAC

Search results (if OpacItemLocation allows it)

Depending on the DisplayLibraryFacets system preference, the holding library may be part of the facets in the search results

Holdings table in the record’s detail page, if OpacLocationBranchToDisplay allows it

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_current_location

Many other places throughout the OPAC

Mapped to: items.holdingbranch

Indexed in: holdinglibrary

952$c / 995$e - Shelving location

MARC21: 952$c

UNIMARC: 995$e

Uses

This field indicates the location of the item (physical place in the library).

Shelving locations in Koha are used to group items physically. An example of a shelving location could be ‘Children’s section’.

The location of an item is used in the search (see the AdvancedSearchTypes system preference) as well as the facets.

The UpdateItemLocationOnCheckin system preference can be used to automatically change location values upon checkin

The UpdateItemLocationOnCheckout system preference can be used to automatically change location values upon checkout.

Values

By default, the field is associated with the LOC authorized value category. The default values in the LOC authorized value category are

AV: Audio visual

CART: Book cart

CHILD: Children’s area

FIC: Fiction

GEN: General stacks

NEW: New materials shelf

DISPLAY: On display

PROC: Processing center

REF: Reference

STAFF: Staff office

The default value for new items can be set using the NewItemsDefaultLocation system preference

Display

Staff interface

Search results

The locations will be part of the facets in the search results

Holdings table in the record’s detail page (under the home library)

This information is displayed in the staff interface, in the ‘Items’ tab of the bibliographic record, ‘Home library’ under ‘Item information’

Checkouts table in the patron’s file

Note

Use ‘Table settings’ if you want to hide that column - Module: Circulation and Patrons - Table id: issues-table - Column: location

Many other places all throughout Koha

OPAC

Search results (if OpacItemLocation allows it)

The locations will be part of the facets in the search results

Holdings table in the record’s detail page, the OpacLocationOnDetail system preference indicates in which column this information is located

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC

Table id: holdingst

Column: item_shelving_location (if OpacLocationOnDetail is set to ‘separate column’)

Many other places throughout the OPAC

Mapped to: items.location

Indexed in: location

952$d / 995$5 - Date acquired

MARC21: 952$d

UNIMARC: 995$5

Uses

This field is used to enter the date of acquisition of the item.

The acquisition date can be used in the search and the sort function in the search results

When using the Acquisitions module, this should be filled automatically with the acquisition date

Values

This should be a date in the YYYY-MM-DD format (there is a handy date picker to ensure the date is in the correct format)

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_dateaccessioned or otherholdings_dateaccessioned

‘Items’ tab of the bibliographic record, ‘Accession date’ under ‘History’

Mapped to: items.dateaccessioned

Indexed in: date-of-acquisition

952$e / 995$a - Source of acquisition

MARC21: 952$e

UNIMARC: 995$a

Uses

This field is used to enter the vendor where the item was acquired

When using the Acquisitions module, this should be filled automatically with the vendor upon receiving

Values

This is a free text field

If using the Acquisitions field, the value in this field will be the vendor id rather than the vendor’s name

Display

This is not displayed either in the OPAC or in the staff interface. The information is only available in the item’s editing form.

Mapped to: items.booksellerid

Indexed in: acqsource

952$f / 995$8 - Coded location qualifier

MARC21: 952$f

UNIMARC: 995$8

Uses

This field is used to enter a three-character code that identifies the specific issues of the item that are located apart from the main holdings of the same item (same as MARC21 852$f).

Values

This is a free text field

The field in the database is limited to 10 characters

Display

This is not displayed either in the OPAC or in the staff interface. The information is only available in the item’s editing form.

Mapped to: items.coded_location_qualifier

Indexed in: coded-location-qualifier

952$g / 995$p - Cost, normal purchase price

MARC21: 952$g

UNIMARC: 995$p

Uses

This field is used to enter the purchase price of the item

When using the Acquisitions module, this should be filled automatically with the purchase price upon receiving

Values

This is a free text field

The price must be digits, with a period as the decimal, with no currency symbols (e.g. 24.95)

The field in the database limits to two decimal points (e.g. 24.95 is OK but 24.94875 is not)

Display

This is not displayed either in the OPAC or in the staff interface. The information is only available in the item’s editing form.

Mapped to: items.price

Indexed in: price

952$h / 995$v - Serial enumeration / chronology

MARC21: 952$h

UNIMARC: 995$v

Uses

This field is used to enter the issue number of serials or the volume number of series

When using the Serials module, this should be filled automatically with the issue number

Values

This is a free text field

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_enumchron or otherholdings_enumchron

‘Items’ tab of the bibliographic record, ‘Serial enumeration’ under ‘History’

OPAC

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_enumchron

Mapped to: items.enumchron

952$i / 995$j - Inventory number

MARC21: 952$i

UNIMARC: 995$j

Uses

This field is used to enter an inventory number for the item

Note

The inventory number is not Koha’s internal itemnumber (which is stored in 952$9 (MARC21) or 995$9 (UNIMARC))

Values

This is a free text field

The field in the database is limited to 32 characters

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_stocknumber or otherholdings_stocknumber

Mapped to: items.stocknumber

Indexed in: number-local-acquisition

952$j / 995$q - Shelving control number

MARC21: 952$j

UNIMARC: 995$q

Uses

This field is used to enter a shelf number where the item is located

Values

The stack number should be numerical

By default, the field is associated with the STACK authorized value category so you don’t have to remember the numerical values. There are no default values.

Display

This is not displayed either in the OPAC or in the staff interface. The information is only available in the item’s editing form.

Mapped to: items.stack

Indexed in: stack

952$l / 995$w - Total checkouts

MARC21: 952$l (L)

UNIMARC: 995$w

Warning

This field should not be editable nor edited manually.

Uses

This field contains the total number of past and present issues/checkouts of this item

The number of issues is used to sort search results by popularity

The number of issues for each item is used to update the total number of issues for the record (942$0 (MARC21) or 099$x (UNIMARC))

Display

Staff interface

‘Items’ tab of the bibliographic record, ‘Total checkouts’ under ‘History’

Mapped to: items.issues

Indexed in: issues

952$m / 995$x - Total renewals

MARC21: 952$m

UNIMARC: 995$x

Warning

This field should not be editable nor edited manually.

Uses

This field contains the total number of past renewals of this item

Display

Staff interface

‘Items’ tab of the bibliographic record, ‘Current renewals’ under ‘Statuses’

Mapped to: items.renewals

Indexed in: renewals

952$n / 995$t - Total holds

MARC21: 952$n

UNIMARC: 995$t

Warning

This field should not be editable nor edited manually.

Uses

This field contains the total number of past and present holds on this item

The number of holds is used to create a RSS feed for items with the most holds

Display

This is not displayed either in the OPAC or in the staff interface.

Mapped to: items.reserves

Indexed in: reserves

952$o / 995$k - Full call number

MARC21: 952$o

UNIMARC: 995$k

Uses

This field is used to store the item’s call number

The call number of an item can used in the search

Values

The records call number can be copied into the item’s call number, the itemcallnumber system preference indicates which record field to use as the source

Display

Staff interface

Search results

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_itemcallnumber or otherholdings_itemcallnumber

‘Items’ tab of the bibliographic record, ‘Item callnumber’ under ‘Item information’

Checkouts table in the patron’s file

Note

Use ‘Table settings’ if you want to hide that column - Module: Circulation and Patrons - Table id: issues-table - Column: callno

Many other places all throughout Koha

OPAC

Search results, if OpacItemLocation allows it

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_callnumber

Checkouts table in the patron’s online account

Many other places throughout the OPAC

Mapped to: items.itemcallnumber

Indexed in: local-classification

952$p / 995$f - Barcode

MARC21: 952$p

UNIMARC: 995$f

Required for circulation

Uses

This field is used to store the item’s barcode

The barcode of an item can used in the search

Effects on circulation

The barcode is essential for circulating items

Values

This should be a date in the YYYY-MM-DD format (there is a handy date picker to ensure the date is in the correct format)

This is a free text field

The field in the database is limited to 20 characters

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_barcode or otherholdings_barcode

‘Items’ tab of the bibliographic record

Checkouts table in the patron’s file (in the title column)

Mapped to: items.barcode

Indexed in: barcode

952$q / 995$n - Date due

MARC21: 952$q

UNIMARC: 995$n

Warning

This field should not be editable nor edited manually.

Uses

When the item is checked out, the due date is stored in this field (YYYY-MM-DD)

This field is used in the ‘Limit to currently available items’ in the facets

Display

The due date appears in a lot of pages in the circulation module, but it is the due date that comes from the issues, not the item

Mapped to: items.onloan

Indexed in: onloan

952$r / 995$y - Date last seen

MARC21: 952$r

UNIMARC: 995$y

Warning

This field should not be editable nor edited manually.

Uses

When the item is checked out or in, inventoried, or during any other transaction that affects the item, the date and time is stored in this field (YYYY-MM-DD HH:MM:SS)

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_lastseen or otherholdings_lastseen

‘Items’ tab of the bibliographic record, ‘Last seen’ under ‘History’

Mapped to: items.datelastseen

Indexed in: datelastseen

952$s / 995$m - Date last checked out

MARC21: 952$s

UNIMARC: 995$m

Warning

This field should not be editable nor edited manually.

Uses

When the item is checked out, the date is stored in this field (YYYY-MM-DD)

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_datelastborrowed or otherholdings_datelastborrowed

‘Items’ tab of the bibliographic record, ‘Last borrowed’ under ‘History’

Mapped to: items.datelastborrowed

Indexed in: datelastborrowed

952$t / 995$6 - Copy number

MARC21: 952$t

UNIMARC: 995$6

Uses

This field is used to enter the copy number of the item

Values

This is a free text field

The field in the database is limited to 32 characters

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_copynumber or otherholdings_copynumber

‘Items’ tab of the bibliographic record, ‘Copy number’ under ‘History’

OPAC

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_copy

Mapped to: items.copynumber

Indexed in: copynumber

952$u / 995$7 - URI

MARC21: 952$u

UNIMARC: 995$7

Uses

This field is used to enter a URL or URN specific to the item

It is not necessary to enter a URL here if there is already a URL in 856$u at the record-level, unless the URL for the specific item differs from the one in 856$u (for example, if you have an online periodical, you can put the URL to the periodical in 856$u and the URL to the specific issue in 952$u)

Values

It should be a full URL starting with http:// or https://

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_uri or otherholdings_uri

OPAC

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_url

Mapped to: items.uri

Indexed in: uri

952$v / 995$g - Cost, replacement price

MARC21: 952$v

UNIMARC: 995$g

Uses

This field is used to enter the replacement cost that will be charged to the patron who loses the item

When using the Acquisitions module, this should be filled automatically with the replacement price upon receiving

Values

This is a free text field

The price must be digits, with a period as the decimal, with no currency symbols (e.g. 24.95)

The field in the database limits to two decimal points (e.g. 24.95 is OK but 24.94875 is not)

Display

Staff interface

Checkouts table in the patron’s file (in the price column)

Note

Use ‘Table settings’ if you want to hide that column - Module: Circulation and Patrons - Table id: issues-table - Column: price

‘Items’ tab of the bibliographic record, ‘Replacement price’ under ‘Item information’

Mapped to: items.replacementprice

Indexed in: replacementprice

952$w / 995$i - Price effective from

MARC21: 952$w

UNIMARC: 995$i

Uses

This field is used to enter the date of the replacement price of the item

When using the Acquisitions module, this should be filled automatically with the acquisition date upon receiving

If left empty, it will default to the acquisition date (952$d (MARC21) or 995$5 (UNIMARC))

Values

This should be a date in the YYYY-MM-DD format

Display

This is not displayed either in the OPAC or in the staff interface. The information is only available in the item’s editing form.

Mapped to: items.replacementpricedate

Indexed in: replacementpricedate

952$x / 995$z - Non-public note

MARC21: 952$x

UNIMARC: 995$z

Uses

This field is used to enter internal notes about the item

Values

This is a free text field

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog

Table id: holdings_table and/or otherholdings_table

Column: holdings_itemnotes_nonpublic or otherholdings_itemnotes_nonpublic

‘Items’ tab of the bibliographic record, ‘Non-public note’ under ‘History’

Mapped to: items.itemnotes_nonpublic

952$y / 995$r - Koha item type

MARC21: 952$y

UNIMARC: 995$r

Required

Uses

This field contains the item-level item type.

The item-level item type is used in various places in Koha.

The item-level item type is generally used for the circulation rules unless the item-level_itypes system preference is set to use the record-level item type (this system preference lets you choose between using the record-level or item-level item type for the circulation rules, among other things)

The item-level item type is indexed and used in the search (see also the AdvancedSearchTypes system preference) as well as the facets

Effects on circulation

The item type is used as the basis for circulation rules, it will affect the number of items a patron can take out at the same time, number of holds, etc.)

Values

The values are managed in item types

Display

Staff interface

Search results

The itemtypes will be part of the facets in the search results

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_itype or otherholdings_itype

‘Items’ tab of the bibliographic record, ‘Item type’ under ‘Item information’

Checkouts table in the patron’s file

Note

Use ‘Table settings’ if you want to hide that column - Module: Circulation and Patrons - Table id: issues-table - Column: item_type

Many other places all throughout Koha

OPAC

The item types will be part of the facets in the search results

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_itemtype

Many other places throughout the OPAC

Mapped to: items.itype

Indexed in: itemtype (mc-itemtype), itype (mc-itype)

952$z / 995$u - Public note

MARC21: 952$z

UNIMARC: 995$u

Uses

This field is used to enter notes about the item

Values

This is a free text field

Display

Staff interface

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: Catalog - Table id: holdings_table and/or otherholdings_table - Column: holdings_itemnotes or otherholdings_itemnotes

‘Items’ tab of the bibliographic record, ‘Public note’ under ‘History’

OPAC

Holdings table in the record’s detail page

Note

Use ‘Table settings’ if you want to hide that column - Module: OPAC - Table id: holdingst - Column: item_notes

Mapped to: items.itemnotes

Indexed in: note

System control numbers (999)

Koha stores its system control numbers in the 999 field in MARC21 and in the 001 and 090 field in UNIMARC.

Note

The itemnumber is stored in 952$9 (MARC21) or 995$9 (UNIMARC) (see above).

999$c / 001 - Biblionumber

The biblionumber is the internal number assigned to each record by Koha. It is unique and cannot be reattributed even when the record is deleted.

MARC21: 999$c

UNIMARC: 001

Mapped to: biblio.biblionumber

Indexed in: local-number (sn, biblionumber)

Warning

This field should not be editable nor edited manually.

999$d / 090$a - Biblioitemnumber

The biblioitemnumber is the internal number assigned to each record by Koha. It is unique and cannot be reattributed even when the record is deleted.

MARC21: 999$d

UNIMARC: 090$a

Mapped to: biblioitems.biblioitemnumber

Indexed in: biblioitemnumber

Warning

This field should not be editable nor edited manually.

Koha XSLT material type icons

When you have any of the XSLT system preferences (OPACXSLTDetailsDisplay, OPACXSLTResultsDisplay, XSLTDetailsDisplay, and/or XSLTResultsDisplay) along with the DisplayOPACiconsXSLT and DisplayIconsXSLT preferences turned on you will see material type icons on the related screen.

Important

These images are coming from values found in your leader, if your leader is not cataloged properly it might be best to turn off the DisplayOPACiconsXSLT preference (which can be done while leaving the other XSLT preferences turned on).

image1081

Book [BK]

leader6 = a (and one of the leader7 values below)

leader7 = a

leader7 = c

leader7 = d

leader7 = m

leader6 = t

image1082

Computer File [CF]

leader6 = m

image1083

Continuing Resource [CR]

leader7 = b

leader7 = i

leader7 = s

image1084

Map [MP]

leader6 = e

leader6 = f

image1085

Mixed [MX]

leader6 = p

image1086

Sound [MU]

leader6 = c

leader6 = d

leader6 = i

leader6 = j

image1087

Visual Material [VM]

leader6 = g

leader6 = k

leader6 = r

image1088

Kit

leader6 = o

Handling On Order Items and Holds

If you tend to import your MARC records when you have ordered the book (as opposed to when you receive the books), and allow patrons to place holds on those books, you may need to add item records to the *.mrc file before importing.

The easiest way to import your latest order is to first run your records through MARCEdit. Download your MARC records, saving them to your desktop or some other location you use/will remember. If you have MARCEdit already installed you should simply have to double click on your MARC records, and they will automatically open in MARCEdit.

Important

This tutorial was written with MARCEdit version 5.2.3769.41641 on Windows XP, instructions may be different if your version or operating system is different.

Your original file will automatically be in the input; ensure MarcBreaker is chosen, and then click “Execute”

image719

You will be presented with a summary of the records processed at the bottom of the screen

image720

Click ‘Edit Records’ to continue on to adding item records

Your screen will be replaced with a larger screen containing the MARC records

image721

Click on Tools > Add/Edit Field

image722

Enter in the Koha specific item info

image723

In the Field box, type 942

In the Field Data box, type \\$c and the item type code (\\$cBOOK in this example)

Check the ‘Insert last’ option

Click ‘Add Field’

Enter in the item record data

image724

In the Field box, type 952

In the Field Data box, type $7ORDERED_STATUS$aPERM_LOC$bCURR_LOC$cSHELVING_LOCATION$eSOURCE_OF_ACQ$yITEM_TYPE

ex. $7-1$aCPL$bCPL$cNEW$eBrodart$yBOOK

In a default install of Koha -1 is the value for the Ordered status

You may want to look at other subfields you would like data in – for example, changing the collection code to put all the items in the same collection (8), automatically fill in the acquisition date (d), or put in a public note (z).

Be sure you use the $ to separate subfields; adding each subfield on a separate line will cause that many items to be imported with your MARC record (in the example above, four items, each with one of those subfields corrected)

Make sure you look at the Administration > Authorized Values in Koha to put the correct code into the field

Check the ‘Insert last’ option

Click ‘Add Field’

Close the field editor window

Click on File > Compile into MARC

image725

Choose where to save your file

Now you want to go into your Koha system and follow the instructions for importing MARC records.

Once the item has come in, you will need to go to the item record and individually change the item to have the correct barcode, and manually change the status from Ordered to the blank line in the Not for Loan field.

Note

If you purchase your cataloged item records, you may want to request your vendor put in the information you need into the MARC records for you; that way, you could import the edited-by-the-vendor file, overwriting the current record, automatically replacing the data with what you need.

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Cataloging guides Bibliographic record cataloging cheat sheet This section is for MARC21. Tag Label Description Instructions 000 LEADER Describes the record (i.e. surrogate) – is it a record for a monograph? A serial? Click in this field to fill it in. Then set “Bibliographic level” to ‘a’ for articles or ‘s’ for serials. Otherwise, leave everything as is. The value in position 6 influences the type of material in 008. 001 CONTROL NUMBER Accession number. Enter the ...