Koha

Integrated library management system

Promote the content, get to know the users and
bring the library to its readers

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Koha

Integrated library management system

Koha is a comprehensive library management solution designed to streamline administrative tasks within libraries while fostering communication and engagement with patrons.

Koha is a comprehensive library management solution designed to streamline administrative tasks within libraries while fostering communication and engagement with patrons.

Koha’s Online Public Access Catalog (OPAC) not only showcases a library’s content but also offers a variety of services to patrons, enabling them to engage with the library remotely. These services include document reservations, loan renewals, and acquisition suggestions, among others.

Compatible with major international library standards

As a fully web-based solution, Koha is compatible with leading international standards in the library sector, such as UNIMARC, MARC21, Z39.50, MARCXML, ISO2709, SRU/SRW, and SIP2, which ensures interoperability with self-checkout systems.

Implemented in thousands of libraries worldwide—ranging from small personal collections to extensive university libraries with millions of items – Koha benefits from a vast community of developers.

This active community guarantees ongoing enhancements to the software in terms of new features, security updates, and bug fixes.

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Advantages

01. No licensing costs

As an open-source software, Koha incurs no licensing fees for users. Additionally, Koha operates on an open-source operating system and database, further contributing to cost reductions in both infrastructure and support software.

02. Compatible with any platform

Koha is 100% web-based. To use the system, users only need a web browser. The software is centrally hosted on a server, eliminating the need to install applications on individual workstations. This universal accessibility allows users to connect to the system from any location and on any device, including desktop computers and tablets.

03. Configurable according to institutional needs

Koha is a highly configurable solution, enabling libraries to define custom loan rules, user profiles, document types, label configurations, and user cards, among other features. Additionally, its graphical interfaces can be customized to align with the institution’s visual identity.

04. Support for library networks

A single Koha instance can accommodate a network comprising dozens or even hundreds of libraries, each operating independently in line with their internal regulations. This capability not only reduces costs but also enhances information management and organization as it enables cross-searching across all libraries.

05. A library closer to its users

Patrons, in addition to being able to search for existing documents in the library, can, from their personal area on the OPAC, make reservations or renew loans. In addition, they can export, print, and save bibliographic records, consult their search history and loan history, check outstanding fines, manage their personal information, manage reading preferences, create lists of documents, among other actions. The software provides a set of features that aim to bring the library to its readers, extending it beyond its physical space.

06. Interoperability

Koha offers communication API based on the OAI-PMH and Z39.50 protocols, allowing for the export and import of records from other information systems (e.g. Europeana, PORBASE – National Bibliographic Database of the National Library of Portugal). The system also supports the import and export of bibliographic records and user data in multiple formats (including ISO 2709, CSV and XML). This feature ensures effortless interoperability with other library management systems and enables the reuse of existing information from external sources.

Characteristics

Frontoffice

Online Public Access Catalogue (OPAC)

The Frontoffice module, also known as OPAC (Online Public Access Catalog), is responsible for establishing the bridge between the library and its readers. This module provides, through the Internet, document search services, as well as document reservation and renewal functionalities to the reader.

It is possible to adapt the design of this module to meet the client’s branding identity (i.e., logos, colours, etc.). In addition, it fits perfectly on mobile devices with smaller screens, e.g., smartphones, tablets, etc.

This module guarantees the inclusion of all citizens in accessing library content, as it is compliant with the Web Content Accessibility Guidelines (WCAG 2.0), which cover a wide range of recommendations to make web content more accessible to a larger number of people with disabilities.

Backoffice

Operations Management

The Backoffice module offers an extensive suite of operations tailored specifically for library technicians. These operations encompass a variety of tasks, from cataloging and indexing materials to reviewing the overall performance of the library and its team members. Consequently, the Backoffice module is organized into distinct functional sub-modules, with the most notable ones including:

  • Cataloguing
  • Management of authorities
  • Journals management
  • Circulation
  • Acquisitions
  • Reporting and statistics
  • User management
  • Tools
  • Administration

Administration

System configuration

Koha is a highly configurable software. In the administration module, users with appropriate privileges have hundreds of options available and the ability to define dozens of system configuration parameters.

As an example, the following configurations are available: definition of libraries to be managed by the software; configuration of document types; definition of user groups and their respective permissions; definition of circulation rules; management of controlled vocabularies; configuration of cataloging forms, etc.

Owing to its high configurability, this product can adapt to the distinct regulations of each institution without requiring further development.

ILL

Interlibrary loan

The Interlibrary Loan module allows readers to request resources that are not available in the library, but that can be requested from peer institutions.

The module supports all the necessary activities for efficient processing of the request, including the automatic emailing of budget requests to one or more libraries, sending the budget to the reader for approval, management of payments, requesting the loan if the budget is accepted, and recording deliveries and returns, etc. Each request goes through a predefined flow that can be tracked by both the library and the reader.

At all stages of the flow of interaction between the user and the library, email notifications are sent to the respective participants.

The module also includes a set of statistics that display the number of documents that were borrowed or requested in certain periods of time.

Training

Training management

The Training Management module empowers libraries to oversee and promote training activities effectively. Readers can browse available training courses, enroll in sessions, and access their participation history.

This module also facilitates the creation of courses, administration of available trainers, and management of training rooms. Upon establishing a training event, users can view the list of registered participants and send notifications to all attendees.

Throughout all user-library interactions, such as registrations or cancellations, the system automatically sends email notifications to the involved parties. Automatic reminders are generated as well, ensuring participants receive advance notice of upcoming training dates. The Training Management module includes an array of annual statistics and reports, encompassing information on various aspects, such as training sessions, user types, trainers, and more.

Libki

Computer reservation in the reading room

This complementary Koha module enables the management of computer reservations and optimal utilization of usage time within the library’s reading room.

The system can be accessed from any computer on the network, and it is possible to manage users, change the remaining time in a particular session, send individual messages to users, close sessions, see which computers are available and which are being used, etc.

In terms of authentication, the module allows uses the same users database as Koha. Thus, users do not need to have additional authentication credentials.

Integration with RFID equipment

Greater control and security of the information units

The use of RFID tags in libraries is becoming a growing trend, as they allow for greater control and security over library items. In pursuit of elevating the efficiency of library circulation, a cutting-edge module has been developed to seamlessly integrate RFID equipment with Koha.

Presently, this module boasts compatibility with state-of-the-art RFID equipment from esteemed manufacturers such as Bibliotheca, TagSys and Nedap. This advanced integration module revolutionises circulation operations by enabling batch processing, rather than the conventional one-document-at-a-time approach. For instance, when executing a loan transaction, users can simply position multiple documents near the RFID antenna, and with a single click, the entire loan process is concluded in one swift action.

Embracing the power of RFID technology, this innovative module optimizes library circulation processes, enhancing efficiency and elevating the overall user experience.

References

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