KOHA Admin : KOHA changes

Summer 2021

Removal of 'satellite' libraries and merging their patrons and records with main libraries (TV)
E.g removed Wexford Community Services, Wexford Mental Health services. Done for libraries mostly in the South and South east:- Wexford, Waterford, Kilkenny, South Tipperary and Cork Mental Health Libraries.

• Patrons were added to the main library, and in most cases to patron lists with name of former library(e.g. patron list for Wexford community services).
• Item records were added to the main library. They were also added to collections with name of former library (e.g. see advanced search in OPAC for newly added collections)
• Outcome:
  • Shorter list of libraries to choose from when registering
  • Benefits of consolidation (fewer libraries to maintain/monitor in the system)
  • New collections - consideration about whether they should be kept or not.
  • Also various note fields added. Should these remain?
  • Process should be documented for learning points

December 2021

Removal of items last seen 18.3.19 at CUH to the DKS library. (About 8406) Items were suppressed from OPAC with withdrawn status of 11.

Staff did a stock check done at Cork Univeristy Hospital from 20 -24.9.21.

We used the date last seen to determine which items were not on site, that is stored off site or duplicates:

• about 8536 items, all with a date last seen of 18.3.2019.
• These items were given a withdrawn status of 11: 'withdrawn CUH' and suppressed from the OPAC
• and moved to the Digital Knowledge Service Library. This enabled a MARC export to exclude these items from records sent to backstage for test deduplication. In further deduplication, it would be preferred to exclude these records.
• 5 bib records were given a barcode, as they had none. Items require a barcode in order to be suppressed: cuhnobarcode001 -cuhnobarcode005
• there about 130 bib records for serials, all without a barcode. Staff at CUH to add a barcode, as they cannot be suppressed without a barcode. Update Jan 2022: cuhnobarcode006-136 all barcoded and added to DKS library with Withdrawn-CUH status

Note: When exporting report results with barcodes, export in ods format. If exported in csv format, the leading zeros from barcodes are truncated.

Jan 2022

Bibs with no item to be deleted - marc export completed and saved at N:\10 NHLKS DIGITAL KNOWLEDGE SERVICES\LMS\KohaDevelopment\duplicates\marc archive bibs with no items

No. of bibs: 8786 [report 383]

July 2022

• Ebook Collection for East renamed to East eBooks
• New itemtype created eAudiobooks
• New collection created eAudiobooks
• New search category created to search ebooks and eAudiobooks 
• 347 BorrowBox records added with extra 856 link to FAQ on access. 
• Old ClinicalKey records deleted
• ClinicalKey ebooks added from Worldshare

Sep 2022

• 43 PQ Libcentral ebooks added (purchased between Jun-Sep 2022)

Jan 2023

• Duplicates bib records identified by BSLW removed from koha live and staging servers. Done as follows:
  • items moved to bib to be retained by Interleaf
  • bibs with no items remaining deleted by TV
  • enriched records loaded to koha ( without item information and so not affecting item information ) TV
• remaining issues
  • between time when Backstage identified duplicates, items were added to koha: These need to be identified and the items moved to the retaining bib ( this may already be done, but worth checking)
  • A large amount of suppressed records are in the catalogue. If records that were merged had a retained bib that was suppressed, then after all the items were added, it would remain suppressed. These bibs should be unsuppressed ( this may already be done, but worth checking). DONE - see below
  • 1 record did not load, as no match was found.

Feb 2023

National ebooks

• found all Nat ebooks where physical items had been added, and split them.
• exported all National ebooks, deleted them, and re-imported using ebook framework

March 2023

• Imported 5 ProQuest ebooks out of a downloaded set of 14.
  • 9 were already in the catalogue, and the import setting was to ignore bib (not add them) if matching on ISBN
  • 5 were imported using the PQnoITEMS MM template and the ebook framework
  • the 5 were imported without adding an item tag(952). 942 was used to specify the itemtype. See the PQnoITEMS MM template.

The idea is to compare how these items appear in the facets, with other ebooks, given that they have no item tag 952.

• Imported 35 BorrowBox bibs - new BB marc file contained 381. Original batch already in catalogue contained 347. Matchea on ISBN were 346 (not added). Need to investigate the 1 anomaly.
• 35 were not matched, and were added as new bibs. Used MMT to allocate to EAUDIO or EBK itemtype.

Created new report to get all eBooks with NATCOL* in 655$b, currently there are 1738. 40 are the most recently added ( BorrowBox and ProQuest), which have no item 952 fields added. These may be added, as it seems to create an issue in Aspen, where the ebooks are not found in a search.

Various eBooks/books were edited when found to be duplicates or containing physical items.

August 2023

8.3. 2023 After consulation with Interleaf and PTFS who advised adding item info to ebook recs

Added item info to 5 PQ and 35 BB records recently added to Koha

September 2023
Reviewing unsuppressed records with no available items, & suppressed bibs with available items (TV):

• Used report to find unsuppressed bibs with no available items. Suppressed these, which came to over 7k records. [details below]
• Used similar report to find suppressed bibs with available items. Working with libraries to verify if these should be unsuppressed (this work is running into October and September): [details below] 

October 2023

3.10.2023 Added Dewey numbers to the 40 added records.

Added pending Dewey numbers, used http://classify.oclc.org/classify2/ and other sources.

24.10.2023 Deleted all TUH items listed in TUH storage in the catalogue by request of the branch. Attached is the .xls file of items deleted.

November 2023

02.11.2023 Changed Wexford 3692 Items to Not for loan.

There were a couple already with the Not for loan mark (reference items that should remain not available for loan) that were excluded from this process. In case this needs to be reversed, the barcodes were: 00825, 024029, 031663, 034169,033794,038490, 038391, 037925, 038564, 038567, 038584, 038585, 038586, 038612, 038600, 038599, 038611, 038796, 039384, 039536. 

29.11.2023 Fixed 88 items without Item type field.

After opening a ticket for a problem with receiving orders, Interleaf identified 88 items with no Item Type (list attached). In previous versions of Koha, this field was not validated, so those items couldn't be checked out nor found with Item Search. These items caused problems when selected items were checked in version 22.11 (our latest update). Interleaf produced a list of these items and tagged them as "Other" to avoid future problems. This adds to another 369 items already tagged as "Other." Those items have been sent to the different branches to check if we can reduce the number of items without a proper Item type field. Sixty-seven eBooks that were tagged as "Other" in the Elibrary collection have been changed to eBooks, raising our number of eBooks tagged as such to 1703.

12.12.2023 65 items had the 'on loan' value of '0000-00-00' in 952$n fields. They were all loaned to a patron under the name of MISSING ITEMS. Those items has now been set to [NULL] so there are now no items on the database where the 'onloan' value is '0000-00-00', which is better for the database. Still, the patron cannot be deleted for it has 120 items loaned.

13.12.2023 Update status for 3814 items in University Hospital Kerry due to renovations in the branch. Items tagged as Withdrawn.

19.3.24 Moved all items from Cork AMHS (NLMC) to test library, except ones with shelf location carraig mor(CM), or carragi more check (CMC). Applied a rule in Circulation rules to make the items at test library not holdable ( that can be over ridden by staff, but hopefully will not allow bib level holds to land on test library )
 

Moved 1703 items to test library and made them not for loan ( probably should not have done that last part)
https://koha.hselibrary.ie/cgi-bin/koha/reports/guided_reports.pl?reports=705&phase=Run%20this%20report

Applied a rule for test library, so all items cannot be checked out or held

558 items remain at the Cork AMHS (NLMC), as they had location(shelf) Carraig Mor, or Carraig Mor check
https://koha.hselibrary.ie/cgi-bin/koha/reports/guided_reports.pl?reports=706&phase=Run%20this%20report