Implementing Koha in an Indian Academic Library

Implementing Koha by Indian libraries

Challenges and benefits

February 21, 2017

Dr. H. Anil KumarLibrarian, Indian Institute of Management Ahmedabad

Introduction

• Context specific to IIMA• Not satisfied with existing ILMS – mainly

driven by user needs – tracking / monitoring recommendations

• Explored various options from 2007 and zeroed in on OSS

• Finally selected Koha

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Data Migration

• Export Data from LibSys Software• Below steps followed in LibSys Software– Export all Bibliographical Data from Import/Export

feature– Export all Data from Accession Register– Export all Data from Invoice Register

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Data Migration

• Make three excel files from imported data i.e.– LibSys Import/Export file– LibSys Accession Register– LibSys Invoice Register

• Make one master excel file using above three files with MARC tag as heading.

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Data Migration

• Make three excel files from imported data i.e.– LibSys Import/Export file (Sheet-1)– LibSys Accession Register (Sheet-2)– LibSys Invoice Register (Sheet-3)

• Make one master excel file using above three sheets with MARC tag as heading.

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MARC tags for Excel fieldsAcc.No – 952$p | Title – 245$a | Author – 100$a | ISBN – 020$a | Call No – 082$a$b etc.

Data conversion in MARC format

• STEP – 1 = Convert Master excel file into CSV format (Save as CSV)

• STEP – 2 = Convert CSV file in to MARC using MARC Edit software

Download Marc Edit - http://marcedit.reeset.net/downloads

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Data Export to Koha• MARC to Koha• Koha –> Tools -> Staged MARC record Management

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Select MARC file

Staff Interface >> Log-in Page

Staff Interface

OPAC | http://vslopac.iima.ac.in

New books with cover image

OPAC - Online Purchase Suggestion with status

• Accepted• Order Cancelled (with reason)• Ordered by library (dd/mm/yyyy)

Online Suggestion Management – Staff Interface

Online Suggestion Management

Suggest book on the behalf of member

Search the patron name

ACQUISITIONSGOC rates with History

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ACQUISITIONS Exchange Rates (GOC/RBI)

Home › › › Administration › › › Currencies & Exchange Rates

GOC Rates - IIMA Customization with History

GOC & RBI rate with history

Basket name (Alpha Numeric); Mode of Acquisition and Item type

VENDOR

Ensure "created by" is displayed by the order receiving page

VENDOR

Place the new order (Discount, Misc. cost & Item Type, i.e., Books or Serials)

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Select exchange rate (with history) while receiving the order

Search and Select Exchange rate from the history

• Late order Reminder (Print & Mail)• Cancel order (Print & Mail)

Email

Cancel order with HistoryVENDOR

New Order & Cancelled Order(Print & Email Option)

By VENDOR and then by BASKET

Payment Details in Acquisition Module (Internal Accounting)

Payment Details in Acquisition Module…

…Payment Details in Acquisition Module

Circulation Module – Print patron card

• Circulation Module – Patron Card

Pay Fine with Payment Notes

Add receipt number

Add receipt number

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Patron modification (Batch)…

Add patron card numbers

Change the category in one shot, i.e., PGP-1 to PGP-2

Change the expiration date in one shot

Change the status in one shot, i.e., TERM OVER

…Patron modification (Batch)

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SERIALS: Ability to Print & Email New/Renewal order

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Select mode of subscription

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Receive duplicate issues

Duplicate issue received

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Capture comment while serial is claimed Add Comments/Remarks

Serial module with Binding option

Order information link with Serial

Invoice Information

Loose issue >> Binding…

Search the title

Bound together

…Loose issue >> Binding

Search the title

Bound together with status and new barcode for bound volume

Serial Expiration by Vendor

Search the Vendor through drop down menu

• Report Module (SQL Base)– Variety of reports as per our requirements

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Challenges

• There was no vendor support in India• Encouraged a startup – Libsoul then moved

to Infibeam, OSS Labs, and now Informatics• Challenges of living through the roller coaster

ride of a startup

Challenges

• Fear of failure• Leading with doubt – long time taken to

convince all staff• Passion for OSS• Dependence on vendor for customisation• Dependence on PERL programmers• Customization (not recommended)

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Challenges

• Path full of challenges– Vendor changes– Initially was not a viable business in India– Mindset – OSS means – “free”– No peer encouragement– Always on experimentation mode– No Indian context for backend operations– Attraction was ‘user friendliness’– Due to long time in implementation – staff frustation

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Benefits

• Started from the scratch – Better understanding of library operations by staff

leading to reassessment of current practices – Training vendor staff– Creation of manuals– Culture of meetings, minutes, targets, monitoring and

follow-up– Merger of professional and non-professional

knowledge– Coming to the fore - LIS and IT skills of library staff

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Benefits

• Non dependence on IT staff of the Institute• Improvement in the Image of the library• Reduced time in routine operations like

reminders, alerts, etc• Happy customers

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Benefits

• A important reference point for Koha installation in India

• Training and Koha exposure centre• Many IIMA customizations are today part of

Koha today• Proud staff!

Suggestions• In-built payment gateway• Late serial reminder in print and mail format (like books)• In-built SMS alert facility for overdues, issue-renew

confirmation and registration, etc.• Mobile friendly OPAC• Integration with ERMS like CORAL or should have provision

for managing Electronic resources and their usage• In KOHA staff client, Hold confirm tab in Patron Account. By

clicking on that, user would get an email of 'Hold available for Pick-up'.

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Suggestions

• Like purchase suggestion, the system should have ILL or data query request option; so that their request detail can be stored in Koha account and users will able to check the status of ILL and other requests.

• Should have facility of subject guide, can be integrated with SubjectPlus?

• Integration or plugin of online news (for e.g. Business news website of Bloomberg news) in Library OPAC main page

Broader issues• Koha Support in India – need more options• Indian Koha community mailing group• Number of Koha installations in India (<260) … there are

many partial users• A union catalog of all Koha users or a group of institutions

like IIMs, IITs, NITs, etc. – why not a ‘federated search’?• Training of Koha to LIS students, as a part of curricullam • Support from professional organizations / associations• Regular meetings of Koha users• Installation should be easy and user friendly

Thanks

anilkumar@iima.ac.in