Item Types, Shelving Locations, and Collection Codes in Koha

Item Types, Shelving Locations, and Collection Codes

Koha utilizes item types, shelving locations, and collection codes to manage and identify library materials, though the item type is the only required field. Item types are important because the combination of the patron’s category and the item type controls how items circulate. Shelving locations and collection codes are useful tools that help staff with reporting and assist patrons in locating items. Shelving location and collection code do not impact circulation.  Typically, a shelving location specifies the physical area where an item is stored. A collection code provides a further layer of categorization, such as Local History, Non-Fiction, or Fiction. The examples that follow illustrate how libraries apply these classifiers either individually or in combination.

Item Types

Item types play a significant role in determining how items circulate. Each item type and patron category combination can have a unique set of rules that determine holdability, loan periods, renewal options, or checkout limits. An item type usually contains a term or label to describe the item. For example, a library might use the physical format to describe item types. These item types convey a format description, such as books, that informs patrons about the item and makes it easy for staff to assign circulation rules. Item types have additional options that can be configured in Koha administration that determine OPAC visibility, availability, and fine determination.

Collection Code

Libraries may have items that live in the library that could be placed in one category with a collection code. A collection code assigns these items to a broad category, such as Local History, Fiction, or Young Adult. A collection code is not used for any Koha processes, such as circulation. Instead, a collection code conveys information to the patron about library materials. Staff can use collection codes for statistical reporting and organization. A collection code could be a simple, broad description of the materials or a more specific grouping used for organizational purposes.

Simple

In this example, a public library used general descriptions for three audiences in their library: Adult, Children’s, and Young Adult.

Organization

A collection code can be used to identify books of a specific collection, and the shelving location can describe where the books actually live in the library. In this example, the Lone Star List Books is a collection that may live on different shelves, such as a display. Organizing the collection with both a shelving location and collection code will help patrons find materials and also inform them of the broader collection.


Shelving Location

Libraries use shelving locations to specify where items can be found in the library. Libraries can opt to use shelving locations and no collection codes or use shelving locations in combination with collection codes. Shelving locations do not impact any Koha processes, such as circulation. Instead, a shelving location only provides information about the item in the holdings display. A shelving location can be a useful metric for reports. Here are some examples of how libraries might use shelving locations in Koha.

Just Shelving Location

A library can opt to use the shelving location to organize their materials and point the patron to the correct area. This library’s OPAC item holdings display the shelving location and call number to assist the patron in locating the materials in the library.

More Specific

In this example, the library specifies where items live by using descriptive labels for shelving locations.  Larger libraries with distinctive shelving areas may find this helpful for their patrons.

Putting It All Together

If a library chooses to use an item type, collection code, and shelving location, then the item holding in the OPAC could look like the example below.  A patron can see the Item Type Book, and is part of the Board Books Collection, and is located in the 'Juvenile' Shelving Location area.

Here is a comparison of item types, shelving locations, and collection codes:

Field Name
Required?
Affects Circulation
Primary Use
Item Type
Yes
Yes
Rules for loans, renewals, and holds
Shelving Location
No
No
Helping patrons find physical items
Collection Code
No
No
Broad thematic grouping and reporting


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