Importing Records into Koha

Importing Records into Koha

 A library that receives a file of MARC records from a vendor can import them into Koha. This is a simple process done through Koha's Cataloging Module

The file of MARC records should be a file with the file extension of .mrc

Go To Cataloging > Stage Marc Records for Import. From this page, you will choose the file of records from your desktop to import into Koha. The next page has a lot of options on how you would like Koha to process this file. 

Import Settings

  1. Comments: This section will allow you to make a note about this file, which can be seen from the imported set of files.
  2. Record Type: bibliographic or authority records
  3. Character Encoding: UTF-8 is set by default, and is generally the correct choice. However, if you find that you are importing records with incorrect diacritics- this encoding may need to be set to MARC8.
  4. Format: MARC/MARCXML. Again, this generally will be MARC, but if this file is in XML format, this should be adjusted.
  5. Marc Modification Templates: This option will allow a library to apply a template to make changes to the MARC records during the import.
  6. Matching Records: This section is how Koha will know if it is to look for matches in this new import to records already in your system. And if it does find matches, what should it do?
  7. Embedded item record data: This section allows you to choose whether or not to import the item data (found in field 952) in the MARC records (if the file you’re loading is a bibliographic file).
One option is to create an Import Profile for commonly used selections.

Managing Matches

Staff will see a display of all matches in the list of records processed through Stage MARC Records. A staff member with the correct permissions will be able to select any individual record with a match and the action that should be taken before the records are imported.


If you choose 'ignore the match', it will follow the rules you set up for the import. For example, If you choose to 'add record if no match is found', hitting 'ignore' will add the record to the system.

What is the Reservoir in Cataloging?

Records imported using the Stage Marc Records for Import tool remain in the ‘reservoir’ until they are cleaned. Also, any z39.50 searches that a library performs in cataloging will also appear in the reservoir.

A library can still view these records stored in the reservoir under the actions option. Koha also has a column "coming from" to show where this record was originally from. It could have the marc file name or the z39.50 target.



How Long do Records Remain in the Reservoir?

Records will remain in the reservoir, where staged records can first be viewed and searched via cataloging search, until one of two things happens:
  1. A librarian 'cleans' that batch of records, removing them from the reservoir. Once this has happened, the 'clean' button becomes a 'delete' button.
  2. The cleanup_database cron job purges records from the reservoir older than X days old.
For ByWater partners, unless specified otherwise, that default cleanup period is 180 days.

    • Related Articles

    • Cataloging Concerns

      This feature can be set up for either staff or OPAC (or both!) and will allow staff and/or patrons to report issues with catalog records. The reported concerns will be visible in the dashboard on the main page of the staff interface and available ...

    • Monograph Cataloging

      Monograph cataloging is used to catalog a non-serial publication contained in one volume (book) that may be part of a set. Harry Potter could be cataloged as a monograph set with volumes, though monographs are typically academic titles containing ...

    • Analytical Cataloging

      Libraries sometimes make journal articles and articles within monographs and serials accessible to library patrons through analytical cataloging. Analytical cataloging creates separate bibliographic records for these articles, chapters, sections, ...

    • Editing MARC Records

      How Do I Move an Item to the Correct Record? Sometimes, in spite of all best efforts, cataloging errors happen. Here's one scenario that happens occasionally: a patron checks their account and sees a title they don't recognize in their checkouts. It ...

    • How to Prevent Diacritics from Misbehaving in Koha

      What are diacritics? Have you ever noticed a funky symbol in your catalog that looks like a diamond with a question mark in the middle? Here’s an example: Gabriel Garc�ia M�arquez Are you wondering what this symbol means and why it appears in your ...