Koha 2.2 Software Overview and Description of Features 2005-02-06 Paul POULAIN paul AT koha-fr.org Gerry Arthus Translator garthus AT lilrc.org Stephen Hedges Translator shedges AT skemotah.com 2004, 2005 Paul POULAIN This document is related to Koha and is licensed to you under the GNU General Public License version 2 or later (http://www.gnu.org/licenses/gpl.html). Koha-related documents may be reproduced and distributed in whole or in part, in any medium physical or electronic, as long as this copyright notice is retained on all copies. You may create a derivative work and distribute it provided that you: License the derivative work with this same license, or the Linux Documentation Project License (http://www.tldp.org/COPYRIGHT.html). Include a copyright notice and at least a pointer to the license used. Give due credit to previous authors and major contributors. Commercial redistribution is allowed and encouraged; however, the author would like to be notified of any such distributions. No liability for the contents of this document can be accepted. Use the concepts, examples and information at your own risk. There may be errors and inaccuracies, that could be damaging to your system. Proceed with caution, and although this is highly unlikely, the author(s) do not take any responsibility. All copyrights are held by their by their respective owners, unless specifically noted otherwise. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark. Naming of particular products or brands should not be seen as endorsements. 2.2.0 2004-10-20 pp Initial XML markup of an OpenOffice document (in French). 2.2.0p1 2004-10-20 ga Initial draft of translation 2.2.0p2 2005-02-06 sh Refine translation This document is an English translation of an original French document: Koha 2.2: Logiciel documentaire, Description fonctionnelle by Paul POULAIN, free software consulting and development, Koha "Release Manager" for version 2.0 and 2.2.
Introduction
Koha is free software That means: That it is freely usable: there is no cost for the license, you have the freedom to modify the product to adapt it to your needs, etc. That by adopting it, the customer becomes "joint owner " of the product. In particular, the customer can freely install new versions or not, and can take part in new developments by financing them or by carrying them out themself.
Advantages of this solution
Stability and control The use of open source software such as Koha guarantees that you will always have the best software and perfect control of your library management system. Within the framework of using a commercial solution, you are tied to one vendor for service and additional developments, and the support is dependent on the financial health of the vendor and their own stability. Within the framework of free software, the openness and the availability of the code enable you to turn to any provider of open source solutions for additional development. Being independent of any commercial structure, free software evolves in total autonomy. If you wish, it is always possible for you to acquire the knowledge of the software that will enable you to develop it yourself.
Respect for standards Throughout the development of Koha, the developers of the product have taken care to adhere strickly to international standards, and in particular to the following rules: Respect for industry standards: Z39.50, UNIMARC, ISO2709. Respect for technical standards: the OPAC is "valid XHTML ", and respects the standards of accessibility.
Respect for your system architecture Because of its basic technology, Koha can be integrated into your technical platform, whatever it is: Respect for your network server: Koha can be installed on a server running Linux, Unix, or MacOS. Respect for your client workstations: Koha requires only a web browser on the workstation (a graphical browser, or even a text browser for the OPAC). Koha thus functions on PCs running Windows, PCs running Linux, Macs, or even UNIX workstations. Respect for your network architecture: Koha runs over any TCP-IP network. Koha accomodes low-bandwidth connections. It is completely usable on ordinary telephone line connections. This is more true of the librarian interface than of the public interface (OPAC).
A very complete panel of companies and services Expertise in the field of library management software, especially the Koha product, is one of the competencies of the various companies involved in the project, particularly in France: Paul POULAIN Independent consultant in free software, one of the pillars of the Koha development team since mid-2002. He is the principal author of the MARC functions and person in charge of version 2.2 at the international level. Involved for several years in the field of libraries, he has a perfect command of the business constraints which pertain there. Linagora Free Software Service Company, positioned today as the leader of this market, offering unique services based on the design, construction, and implementation of free solutions. DoXulting Created in 2000, an independent company specializing in ingenious documentation. Its business consists of conceiving, implementing, and ensuring follow-up for information management systems This group is able to propose a range of services to you covering all the needs of a library. At the international level, several companies and libraries are also part of this fascinating project: in New Zealand (origin of the product) in the United Kingdom in the USA in Argentina
The best of two worlds is thus associated: The freedom and dynamism of free software; and guarantees provided by professionals in data processing and software documentation.
References Koha has been successfully deployed and is currently being used in the following French establishments: Public reading libraries: Communauté de Communes de Lafrançaise Resource centers: ESIEE, school of Engineering of the Chamber of Commerce and Industry of Paris Ecole des Mines de Nantes Ecole Nationale Supérieure des Mines de Paris Ecole de Commerce Wesford (Grenoble) Research libraries: Bibliothèque du Centre Roland Mousnier et de l'IRCOM, University of Paris IV Sorbonne Unité de Logique, University of Paris VII Jussieu Religious libraries: Abbaye des Dombes (Ain) Bibliothèque Diocésaine de Chambéry Worldwide, many other libraries use it freely. (Since free software can be freely installed, the exact number of users is impossible to know. It is unquestionably more than fifty.)
Technical Platform Koha is a tool based on: Software tools released under free licence only A 100% web-based platform
Server software Server operating system: Linux, OpenBSD, FreeBSD, MacOS X, or any other Unix Web server: Apache Programming language: Perl Database: MySQL
Client software Koha requires a recent Internet browser: Mozilla is advised, but not obligatory. (Koha works with Internet Explorer.) Because certain data validity checks are made on the client machine, Javascript must be enabled. The public interface (OPAC) conforms with XHTML1.0 standards: the utility is thus compatible with alternate browsers. In particular, the OPAC can be used by people needing special assistive technology (Braille browsers, voice synthesis, text-based broswers, etc.).
Features
Introduction Koha is an integrated library system (ILS) containing the usual modules of such a utility: Acquisitions Cataloguing Members ("patrons") Circulation Online Public Access Catalog (OPAC) But Koha also contains some original options: Very sophiticated opportunities for ergonomic personalization The Virtual Shelf concept: Virtual Shelves allow, for example, a professor to build a list of books related to a given subject. For researchers, it is possible to define a Shelf to be used as the bibliography for a thesis, etc. There are three types of Virtual Shelves: private, public, and free. The private Shelves are accessible only to their creator. The public ones are managed by their creator only, but can be viewed by anyone. The free Virtual Shelves are created by any user and can be added to by any other users (either OPAC users or librarians). And additional features may be developed through: Libraries placing their own programmers at the disposal of the project. Libraries financing specific developments which become part of the "common pot." Data processing and document engineering professionals who wish to be involved commercially in the services associated with the software, such as Linagora or myself in France. Volunteers who develop features in their spare time.
Delegation of authority The administrator can allot one or more of the following capabilities to each staff member: Super-librarian: access to all functions Circulation: carry out circulation tasks Catalogue: search the catalogue Parameters: administer the system parameters Borrowers: manage the public users (addition, modification, restriction, etc.) Permissions: administer staff access to functions Reserves for others: place reserves on items for any borrower Reserves for oneself: place reserves for oneself Loan: loan items to borrowers Cataloguing: manage the catalogue Charges: manage the fines and fees levied against members Public users (not having access to the librarian interface) may log-in through the OPAC and enjoy the following capabilities: Search the catalogue Place reserves for themselves See details of their own library record
Acquisitions module There are two types of acquisitions modules available in Koha: Simple acquisitions Full acquisitions
Simple acquisitions The simple acquisitions module makes it possible to acquire materials and add them directly to the catalogue. It does not manage budgetary matters, the orders placed with the suppliers, etc.
Full acquisitions The full acquisitions module makes it possible to manage: Budgets and book funds Suppliers Orders, via 'shopping baskets' Orders are submitted for approval before they are sent. Orders can be printed or sorted by order creator, or by book fund then creator. Budget tracking is divided into three parts: Budget available (appropriated) Committed (encumbered) budget: when an order is placed, the corresponding funds are committed. Spent (expended) budget: when an order is delivered, the budgeted funds are marked as spent. (The actual amount of the invoice can be used instead of the initially committed amount.) Koha manages orders in foreign currencies, secondary suppliers, partial deliveries, etc. A supplier can be deactivated. In this case, it is only possible to receive previously placed orders. The budgetary controls in Koha never block the user from ordering, even in the event of going over budget. In this case, the order summary warns of the overage compared to the budget initially appropriated. For each line in an order, two additional free fields are available for statistical or financial tracking (writer of the order, external budgeting, etc.) Each order can be individually "closed" to prevent any further modification. Searches on the order history can be carried out by title, by author, and/or by supplier.
<anchor id="suggestions" />Suggestions A suggestion module is available in the Koha OPAC, interfacing with the full acquisition module. It can be activated or not according to wishes of the library. If it is activated, logged-in OPAC users can submit suggestions for acquisition. Koha automatically informs the OPAC user (by e-mall) of the action taken on each suggestion (accepted or rejected by the library staff). If it is accepted, then the suggestion can be retrieved when the staff is preparing orders to suppliers. Once the placed order has been received, the person making the suggestion is informed by e-mall of the change in the status of his/her suggestion.
Cataloguing module Koha manages: MARC records Tag 995 The thesaurus and authority lists Importing records in ISO2709 format (the MARC reservoir) and through Z39.50 (client) for fast cataloguing
MARC Management The cataloguing module is one of the principal strong points of Koha. Several "frameworks " can be defined to do different cataloguing for monographs, electronic resources, periodicals, etc. The cataloguing template of each framework ("MARC editor") is divided into 10 different tabs, making it possible to organize the display of the catalog record according to the practices of the library: The MARC tags most frequently used can be put in tab 0, while the more rarely used fields are still available in only one click. This method guarantees effective and fast cataloguing. Of course, each MARC tag and subfield may be presented to the user, using the explicit tag desciption ("Title," "Personal name," etc.). The corresponding tag number is also visible where necessary or preferable. Moreover, each MARC subfield can be affected by user constraints: Required subfield Repeatable subfield Data type: Free format. There is no constraint on the data that can be entered. Subfield with "authorized values." A list presents the possible values for the subfield. This type of constraint is used, for example, for the language of the document, or the type of work (CDROM, monograph, etc.). Subfield connected to a thesaurus/authority list. In this case, a symbol ("…") makes it possible for the cataloguer to open a new window for searching in the thesaurus. It is possible to manage an unlimited number of thesaurus/authority lists (Proper names, Common nouns, Collective authors, etc.) Subfield with specific management ("plugin"). The behavior of plugins is specified by a library programmer. For example, a plugin exists for the publishers and their series. According to the beginning of the ISBN of the work, the publisher is automatically found. The list of the series associated with the publisher is automatically proposed to the cataloguer. (Version 2.2 provides plugins for all the 1xx fields of standard UNIMARC.) Other constraints: "Hidden " field: managed and visible in the MARC editor, but invisible in the OPAC. "URL " field: the field is a clickable link in the OPAC. "Synonymous semantic": this constraint makes it possible to extend a search on this field over other fields which have the same semantic significance. For example, a search on the UNIMARC 200$f tag ("First Statement of Responsibility" -- i.e. the author) could automatically be extended to fields 700 ("Personal Name - Primary Intellectual Responsibility") and to the 200$g tag ("Subsequent Statement of Responsibility").
Copy records One or more copy records can be attached to each bibliographic record. The call number can be pre-calculated: From the Dewey classification of the bibliographic record From the Library of Congress classification It can also be empty by default. In every case, the call number can be changed at the time of cataloguing the copy. The location of a document can be defined on three different levels: The branch The building/room (the wing, the floor, the office, etc.) The call number
Fast cataloguing To accelerate cataloguing, Koha provides: Management of a MARC record reservoir, in ISO2709 format A Z39.50 client that can access several Z39.50 servers This makes it possible to retrieve existing MARC records to accelerate cataloguing. The library does not have to do anything more than add its local bibliographic data and its copy records. The library of Dombes uses a reservoir of 40,000 pre-existing records of religious publications. The library of the Centre Roland Mousnier (Paris 4 –Sorbonne) uses the Z39.50 client with the server of the Bibliothèque Nationale de France for cataloguing its old holdings. For the Théâtre de la Digue the following functions will be installed: Parameter settings for the Z39.50 server at the Bibliothèque Nationale de France Koha allows simulaneous connections to more than one server. It is thus possible to define several to increase the chances of a successful search. for fast cataloguing of works more than 6 months old. Delay is approximate. It is about the time needed by the BNF to catalogue new works. For all these records, cataloguing can be done in three clicks (except for local elements such as the call numbers and barcodes of copies): Enter the ISBN of the work (or scan using a barcode scanner); Click on the "z3950 Search" button; Click on the desired record from the list of those retrieved; Make any corrections, then click to save the record; Add the local elements.
Management of UNIMARC thesaurus and authority Koha version 2.2 comes prepared to manage authority lists for UNIMARC format. As with bibliographic records, several authority frameworks can be defined, each framework having its own parameter settings. An authority record comprises one principal field, which will be the field copied to the bibliographic record. The bond between the authority record and the bibliographic record is automatically managed by Koha.
MARC view and simple view Catalogue data can be displayed in MARC format, in simplified form, or in ISBD (International Standard Bibliographic Description) format, in both the librarian interface and the OPAC.
Searching In the librarian interface, searches can be performed on any MARC field. Advanced functions (and/or, except, search on one word, the beginning of the field, greater than, less than, etc) are also available. The results can be sorted according to several criteria, and searches can be automatically performed on "semantic synonyms." (For example, a search on the "author" could also search the additional authors fields.) In the public interface (OPAC), searching is done in a simplified way. (Searches on fields with clear descriptions -- like "title," "author" -- not on the MARC fields.) Koha manages the omission of common words ("stopwords'), based on a list defined by the library. (A French stopword list comes standard.) The architecture of the database dictates that all searches are normally done on an index, which: Allows excellent response times Allows searching on all the MARC fields used by the library, including the notes fields (except notes with more than 255 characters)
Serials module In version 2.2, it is possible to register subscriptions with reviews, and to track the arrival of periodicals. Koha manages late issues, skipped issues, and claims with the suppliers. Koha manages complex classifications, allowing the librarian to work with eleven different publication periods (from daily newspapers to annual publications), with delayed publications, and with publications out of sequence. A state of the collection can be defined which will synthesize the missing publications, received publications, etc. The state of the collection can be displayed differently in the OPAC and in the librarian interface.
Members module The members (borrowers) module makes it possible to manage not only individual borrowers, but also institutions and families. It allows storing of data in many administrative fields, making it possible to manage several addresses, telephones, etc. Each member belongs to a category. The member category defines: The minimum and maximum ages for members of the category The cost of placing a reservation on an item (when it is applicable in the library) The rules of circulation (see Circulation module below) By entering the borrower's library card number into the librarian interface, the librarian can: See the financial standing of the borrower (charges due) See the borrower's reservations, and his/her outstanding loans Set permission flags (for the librarian members) A note can be attached to each borrower record, which appears during circulation. That can make it possible to specify information to be given to the borrower at the time of his next visit. A note can be displayed to individual members when they log-in on the OPAC. That makes it possible, for example, to call attention to modified schedules of operation, or items that must be returned before leaving the school, etc. Koha allows access to an LDAP directory for libraries having such a directory. If LDAP authentification is activated, it is possible to automatically retrieve borrower information from the directory.
Circulation module Koha is a ILS capable of managing libraries divided into: Several rooms (separate collections) Several branches Each item is assigned to a branch, and the circulation module allows: Borrowing a work from any branch (not just the branch where the borrower first registered) Returning an item at any branch Reserving an item for retrieval at any branch. The reservation can be placed for a specific title in a specific format (book, cassette, etc.) or for the first copy that is available in any format. When a reservation is made for a work that is available in another branch, Koha can request that the item be transferred from the holding branch. The librarian at the holding branch is notified of the reservation and can then perform the transfer (physical and data-processing).
Loans Loaning items is done by retrieving the member's record, then reading item barcodes to retrieve the item records: Retreiving the member record: This can be done using a barcode from the library card, if a barcode reader is availble, or by searching for the member by name. If the member is in an "abnormal " situation (i.e., owes fines, has overdues, etc.), an alarm in red is posted on the screen. The librarian can then decide to carry out or refuse the loan. The librarian can also open the member's record to process the payment of fines or to give the member specific details of his/her current status (reservations, outstanding loans, etc.). Retrieving item records: This is done by scanning or typing barcodes. The due date of return is automatically calculated according to the type of borrowed work, but a special due date can be forced by the librarian. If the member borrows several works simultaneously, the librarian can process them in one series. He/She can also preserve a forced due date for all of the items in the series. If the loan is impossible (for example: work is not for loan, or the barcode is unknown), it cannot be forced.
<anchor id="circulation" />Issuing rules Circulation rules can be defined very finely by the library: for each member category, item category, and holding branch of the item, the duration of the loan and the maximum number of works loanable can be defined. Because "wild-cards" are available, it is possible to set Koha's parameters to meet special needs such as "5 books maximum, 3 CDs maximum, and 6 items in all." For the most demanding libraries, local rules of circulation can be defined by modifying the Koha source code: all the code that relates to the testing of loans against circulation rules has been gathered into a single, well-documented module.
Returns Returning items ("checking-in") is extremely easy: Simply scan the barcodes of the items being returned. If the member returning the item has an "abnormal" status (owes fines, the item is overdue, etc.), this information appears next to the information about the returned item. If the item has been reserved by a member, the librarian is informed and can validate the reservation, which then leaves the item with an "unavailable" status for other members.
Transfers The transfer process makes it possible to transfer an item from one branch to another, in the event of a reservation on the item at another branch, for example.
OPAC Koha provides a full-functioned Online Public Access Catalog (OPAC):
Search OPAC users can carry out searches starting from ten fields (title, author, publisher, etc.). As in the librarian interface, they can order the results according to several criteria.
Change of language "on the fly" OPAC users (whether or not they are logged-in members) can change the language of the OPAC for themselves. This change disappears when the web browser is closed; the OPAC returns to the default language the next time the browser is launched.
Reserves OPAC users who are logged-in members can place reservations on library items. If the item is currently present in the library, it cannot be loaned to other borrowers any more (unless the librarian forces the loan). If the item is already on loan, a message will appear on the circulation screen when the item is returned. This allows the librarian to put the item aside for the reserving member.
Virtual shelves The Virtual Shelves are an original feature of Koha. Each logged-in member can create one or more Virtual Shelves on which he/she can "arrange" items permanently. Three types of shelves are available: Private shelf: Only the creator can view it and modify its contents. Public shelf: Any logged-in member can view it, but only the creator can modify its contents. "Free" shelf: Any logged-in member can view it or modify it. This feature can be useful, for example, for a professor wishing to direct the research of his/her pupils on a given subject. Or a public library might use it to suggest items on topics for a specific cultural activity.
Bibilio basket Logged-in members can select records from an OPAC search and retrieve them by e-mall, either in human-readable form or in an ISO2709-format file. An ISO2709 file can be processed using bibliographic software like EndNote.
Suggestions See "Acquisitions module" above for a description.
Other features
Online help Koha now comes with an online help feature, which currently covers all aspects of the parameter setting functions and the OPAC, and which will gradually be supplemented for the other functions.
Import/Export BDP The importing/exporting of records provided by the Bibliothèque Départementale de Prêt is done by using two distinct utilities: Utility for importing the records Utility for removal of a batch of records These utilities are run from a terminal command line, The reason for this choice is technical: with a web interface, the import process is automatically stopped by the system if it takes too long. An import is thus impossible over the web. with documentation provided. They therefore require the capability to use either ssh or telnet access.
Printing barcodes Koha now makes it possible to print barcodes, either individually or by the batch, starting from a copy record (reprinting of a damaged or removed barcode) or starting from a numerical sequence (initial cataloguing).
Personalization, ergonomics The architecture of Koha divides the software into three different layers: The database layer, which manages access to the DBMS (database management system) The processing layer, which manages the processes required by the user The formatting layer, which contains templates for the HTML presentation The visible interface of the software is thus entirely customizable. Several "themes" are available for the OPAC, as diverse as those from the CRM (http://catalogue.crm.paris4.sorbonne.fr) or from Nelsonville (http://koha.athenscounty.lib.oh.us), and are simple to implement. The librarian interface uses cascading style sheets (CSS). It is more coherent and easier to follow than was the case in version 2.0.
Automated installing/uninstalling Libraries wishing to test Koha will appreciate three technical innovations: The ability to select files to be imported into the database during installation, to decrease the parameter setting workload. For example, it would be possible to import the bibliographic framework for books, the framework for periodicals, for the authority records, etc. Complementary files could be provided as libraries share their data and their parameter settings. The ability to uninstall the application very quickly (subject to knowing the "root" password for MySQL). The ability to "play" an installation scenario automatically. This option will interest libraries involved in the Koha project and wishing to test unstable versions.