Cataloging

Workflow

Searching

Finding an existing record

Start your search with the Search the catalog tab of the main search bard.

Keyword searches scan the entire record; start with a Keyword search on ISBN.

Don't give up after one search! Try different search terms and filters. Title & Author Title with the Title filter selected Use Advanced search for a Title & Author or Title & Actor search

SEKnFind search tips

• Check spelling and punctuation
• Try variations:
  • season 1 = season one = first season
  • sorcerer's = sorcerers = sorcerer s
• Try fewer words in long titles
• Add articles (a, an, the) for shorter titles
• Use author/actor names with short titles
• Use common keywords like DVD, Blu-ray, videodisc, sound recording

Matching

The item your cataloging must match the record you're adding it to.

When comparing results to the item in hand, pay attention to:

1. Title
2. Author
3. Publisher
4. Paging / Size / Number of discs
5. ISBNs
6. Copyright date

Adding items

When you find a record that matches your item, add your item.

1. Click New then New item
2. Fill in the required fields
3. Click Add item

Adding records

When you are unable to find a record that matches your item, you should attempt to find a record via Z39.50. If no records are available there, contact the SEKLS cataloging department for assistance.

Z39.50 record import

1. From the search results screen, click Z39.50/SRU search
2. In the window that pops up, enter your search term(s)

   Z39.50 search tips

   • Try ISBN alone
   • Try Title + Author/Actor
   • Try UPCs and other numbers in the 'Keyword' or 'Standard ID' fields
   • Add videodisc or dvd or videorecording or blu in the keyword field for movies
   • Pre-checked targets are faster, but you can also try unchecked targets for more results
   • Check your spelling and punctuation

3. Pick the best record.
   • Review title, author, publication date, ISBN and description.
   • You can click the Card link for more details, and MARC for full details.
4. Import the chosen record by clicking Import
5. Add an itemtype in the 942$c -- the record won't save without one.

Avoid duplicates

If you see this box appear, make sure the existing record won't work for your item by click on the linked title.

If the record matches, add your item to it. If not, return to the yellow box and choose No, save as new record.

Adding records from SHAREit

Grab records from SHAREit

1. Log in to SHAREit.
2. Create a list.
3. Search and add records to the list.
4. Download the list.

Upload records to Koha

1. Click More, Tools, Stage MARC records for import
2. Browse to your .mrc file or drag it from your downloads folder to the browse button
3. Click Upload
4. Match these settings
5. Click Stage for import

Import records

1. Click Manage staged records button.
2. Click Import this batch into the catalog button.
3. Wait.
4. A completion message and links to your new records will appear once the import is complete.

MARC reference

Most records will use these fields and subfields:

Field	Subfield(s)	What’s it for?	Which records need it?
020	a	ISBN	Most
100	a	Author	Most
245	a, b	Title, subtitle	All
246	a	Other title	Some
250	a	Edition statement	Some
260 or 264	a, b, c	Publisher info	All
300	a, b, c	Paging, size, etc.	All
336, 337, 338		RDA identifiers	Most
440/490	a, v	Series info	Some
5XX		Notes	Some
6XX		Subjects	Most
7XX		Additional authors, actors, illustrator, etc.	Some
942	c	Item type	All
942	n	OPAC suppression	Some

Example record:

Field	Subfield	Used for	Example
000 (Leader)	pos 06	Encodes item format	a
000 (Leader)	pos 18	Encodes cataloging type	i for RDA, a for AACR2
020	a	ISBN	0399157336
100	a	Author	Coulter, Catherine
245	a	Title	Bombshell /
246	a	Other title	Bomb shell
250	a	Edition statement	1st edition.
264	a	Publisher - Place	New York :
264	b	Publisher - Name	G.P. Putnam's Sons
264	c	Publisher - Date	2013.
300	a	Description - Extent	392 pages ;
300	c	Description - Dimensions	24 cm.
336, 337, 338		RDA identifiers
490	a	Series - Title	FBI series ;
490	v	Series - Volume	bk. 17
5XX		Notes
6XX		Subjects	Murder -- Investigation
7XX		Additional authors, actors, illustrator, etc.	Coulter, Allen
942	c	Item type	Book

Deleting

Deleting single items

1. Click Edit then Edit items
2. Find your item in the table, click Actions then Delete

Deleting multiple items

1. Click More, Tools, Batch item deletion
2. Scan the barcode of each item into the barcode list box, then click Continue
3. Uncheck any items you wish to keep
4. Click Delete selected items.

Deleting empty records

1. Click Edit, then Delete record
2. Click OK