Koha 2.2 

Documentary software 

Functional description 

I.	
Introduction 
Koha is a free software. 
That means: 
•	That it is freely usable: no the cost of licence, freedom to modify the product to adapt it  to its needs… 
•	That by adopting it, the customer becomes  "joint owner " of the product. In particular, it can freely install or not new versions, to take part in the development by financing them or by carrying them out itself. 
Assets of this solution 
The perenniality and control of the solution 
The use of a software Open Source such as Koha guarantees the best to you followed and a perfect control of your system of management of library.  
•	Within the framework of the use of a commercial solution, you  are related  to  an editor in term of service and developments additional, and the support is depend on health financial of this actor and his own perenniality, 
•	Within the framework of a free software, the opening and the availability of the code enable you to turn to any integrator of solution Open Source for an additional request for development, 
•	A free software  being independent of any commercial structure, its  evolution is done in total autonomy,  
•	If you wish it, it will be always possible for you to adapt you the knowledge of the software and to ensure of it the development yourself. 
The respect of the standards 
The developers of the product are concerned to stick, throughout the developments,  a strict follow-up of the standards and standards, and in particular of the following rules: 
•	Respect of the standards trades: Z39.50, UNIMARC, iso2709. 
•	Respect of the technical standards: the OPAC is  "valid XHTML ", and respects the standards of accessibility. 
The respect your architecture system 
From its technology, Koha is integrated  into your technical platform whatever it is: 
•	Respect of your back office: Koha is installed on a waiter under Linux, Unix, or MacOS. 
•	Respect of your stations customers: Koha requires only one navigator Internet (graphic, even text for the OPAC). Koha thus functions on PC under Windows, PC under linux, Mac, even workstation UNIX. 
•	Respect of your architecture network: 
•	Koha is integrated in any network TCP-IP 
•	Koha accomode low flows. It is completely usable on connections of the type  "STN ". This so much on the level of the interface librarian than of the public interface (OPAC) 
A panel of companies and services very complete 
The expertise related to the field of the management of libraries, in particular on the Koha product, lies in the panel of competences of the various companies implied in the project, in particular in France: 
•	Paul FOAL,  consultant independent in free software, it is one of the pillars of the team of development of Koha since semi-2002. He is the principal author of the MARC functions, and person in charge for version 2.2 at the international level. Intervening for several years in the medium of the libraries, it has had a perfect command of the constraints trades which are associated there. 
•	Linagora, Service company in Free Software positions today as the leader of this market while declining a single offer of services, based on the council, the construction and the exploitation of free solutions. 
•	DoXulting, created in 2000, doXulting is an independent company specialized in documentary ingeniery. Its trade consists  to conceive, implement and to ensure the follow-up of systems of information management. 
This grouping is capable to propose a panel of services to you covering the whole of the needs for a library. 
At the international level, several companies and libraries  also left fascinating the project: 
•	in News Zealand (origin of the product) 
•	in the United Kingdom 
•	in the USA 
•	in Argentina 

The best of the two worlds is thus associated: 
The freedom and dynamism of a free software 
Guarantees brought by professionals of data processing and documentary engineering. 
Similar references 
Koha  was deployed successfully and is currently used in  the following French establishments: 
•	Public libraries of Reading: 
•	The Community of Communes of Lafrançaise, 
•	Resource centres:  
•	Esiee,  school of Engineer of the Chamber of Commerce and Industry of Paris, 
•	School of the Mines of Nantes, 
•	Higher National school of the Mines of Paris 
•	Commercial school Wesford (Grenoble) 
•	Libraries of research:  
•	Library of the Center Roland Mousnier and the IRCOM, university Paris IV Sorbonne. 
•	Unit of Logic, University of Paris VII Jussieu 
•	Religious libraries: 
•	Abbey of Dombes (Ain), 
•	Diocésaine library of Chambéry, 
In the whole world, many other libraries use it freely (a free software  being able to be installed, the exact number of users is impossible  to know. It is in an unquestionable way superior  with 50). 
II.	
technical platform 
Koha is a tool resting on: 
•	tools under free licence only 
•	a platform 100% Web. 
Tools waiter 
•	Operating system waiter:  
•	Linux, OpenBSD, FreeBSD, MacOS X, another Unix 
•	Web server: 
•	Apache 
•	Language of development: 
•	Perl 
•	Base data 
•	mySQL 
Stations customers 
Koha requires a recent navigator Internet: 
•	Mozilla is advised, but not obligatory (Koha functions under Internet To explore) 
•	Certain checks of coherence in the data acquisition are made on the station customer, the Javascript must thus  be activated. 
•	The public interface (OPAC) is in conformity with standard XHTML1.0: the tool is thus compatible with the alternate navigators. 
•	In particular  the OPAC can  be used by the people having a handicap (navigator Braille, voice synthesis, navigator text…) 

III.	
functionalities 
Introduction 
Koha is a SIGB comprising the usual modules of such a tool:
•	Acquisitions 
•	Cataloguing 
•	Readers 
•	Circulation 
•	OPAC for the public access 
But  also of the original options: 
•	very advanced possibilities of ergonomic personalization. 
•	Concept of virtual rack:  the virtual racks allow, for example,  with a professor to define works in connection with a given subject. For the researchers, it is possible to define  racks being used as bibliography for a thesis…  the virtual racks are of 3 types: deprived, public, free.  The private racks are accessible only to their creator. The public ones are managed by their creator only but visible by all.  The free virtual racks are created by a user and can  be supplied by all the users (OPAC or interface librarian) 
The missing functionalities are developed by: 
•	Libraries placing  at the disposal of the project of the developers. 
•	Libraries financing of the specific developments which are transferred in  the "common pot " 
•	Professionals of data processing and documentary engineering who wish to be invested commercially in the services associated with the software, such Linagora or myself in France.  
•	Volunteers who develop functionalities over their spare time. 
Delegations of powers 
The administrator can allot  to each professional user one or more following enablings: 
•	Super-librarian: all accessible functionalities. 
•	Circulation: authorization to carry out the spots of circulation. 
•	Catalogue: research in the catalogue. 
•	Parameters: administration of the parameters systems. 
•	Readers: management of the readers (addition, modification, suppression…). 
•	Permissions: administration of enablings 
•	Reservations for the others: to carry out reservations for any reader. 
•	Reservations for oneself: to pose reservations for oneself. 
•	Loan: to carry out the loans. 
•	Cataloguing: to manage the catalogue.  
•	Debts: to manage the debts of a reader (to box the payments, to seize debts…) 
The readers not having access to the interface librarian can be identified in the OPAC and profit in this case from the following functionalities: 
•	Seek in the catalogue. 
•	To pose reservations for oneself. 
•	To visualize its card reader. 
Modulate Acquisitions 
There are 2 modules of acquisition in Koha: 
•	modulate simplified 
•	complete module 
Modulate simplified 
The simplified module makes it possible to acquire the works and to enter them the catalogue in a direct way. 
It does not manage the budgetary matters, the orders with the suppliers… 
Complete module 
The complete module makes it possible to manage: 
•	budgets and budget headings 
•	suppliers 
•	orders, via baskets of order. The orders are the subject then of a type-approval procedure to the delivery. 
•	The orders can  printed be sorted by  editor or budget heading then  editor. 
Budgetary consumption is cut out in 3 parts: 
•	Budget available 
•	Committed budget: when an order placed, the budget corresponding is committed. 
•	Consumed budget: when an order is delivered, the budgetary amount definitively is marked as spent. The amount of the invoice seized to the reception can  be different from the initially committed amount. 
Koha manages the orders in multi-currencies, the handing-over suppliers, the partial deliveries… 
A supplier can  be decontaminated. In this case, it is only possible to take delivery of place orders. 
The budgetary control in Koha never blocks the user, even in the event of going beyond. In this case, the table of synthesis announces the going beyond compared to the budget initially seized. 
For each line of order, 2 free additional fields are available for a statistical or financial treatment (prescriber of the order, budgetary complement…) 
Each order can  individually  "be enclosed " to prevent any later modification. 
Research in the history of the orders can  be carried out starting from the title, of the author and/or the supplier. 
Suggestions 
A module of suggestion is available in the OPAC of Koha and the module of acquisition.  
It can  be activated or not according to choice's of the library. If it is activated, the identified  readers  can  emit suggestions of acquisition. Koha automatically informs by mall the action pursuant taken  to each suggestion (accepted, rejected). If it is accepted, it can  be recovered at the time of an order  to a supplier. When the order placed, then delivered, the petitioning reader is there too informed by mall of the evolution of his suggestion. 
Modulate Catalogage 
Koha manages: 
•	the UNIMARC 
•	recommendation 995. 
•	The thesaurus and lists of authority 
•	the importation of notes to the format iso2709 (tank) and z3950 (customer) for fast cataloguing 
Management UNIMARC 
The module of cataloguing is one of the principal strong points of Koha: 
Several  "frameworks " can  be defined to catalogue differently the monographs, the electronic  resources, the periodicals… 
The grid of cataloguing of a framework (= MARC editor) is divided into 10 different mitres, making it possible to organize the seizure according to the practices of the library: the fields most frequently used can  be put in mitre 0, the fields more rarely used  being available into 1 only clic. This principle is the guarantee of an effective and fast cataloguing. 
Of course, each field and under-field UNIMARC are presented at the user but under an explicit form (title, first mention of responsibility…). The code corresponding is  also visible where necessary or preferably. 
Moreover, each under-field UNIMARC can be seen affecting constraints: 
•	obligatory Under-field. 
•	Under-field répétable. 
•	Data acquisition format: 
•	Free format. There is no constraint. 
•	Under-field  with  "authorized values ". A list presents the possible values for under - field. This type of constraint is used, for example, for the language of the document, the type of work (CDROM, monograph…) 
•	Under-field connected  to a thesaurus / list of authority. In this case, a symbol… makes it possible to the cataloguer to open a new window which makes it possible to make a research in the thesaurus. It is possible to manage an unlimited number of thesaurus / lists of authority (Proper names, Common nouns, Collectivités authors…) 
•	Under-field  with specific management (= plug-in). The treatment carried out by plug-in is unspecified. For example, one plug-in exists for  the editors and the collections. According to the beginning of the ISBN of the work, the editor is automatically found. According to the editor, the list of the collections is automatically proposed to the cataloguer. Version 2.2 proposes plugins for the whole of the fields 1xx of standard UNIMARC 
•	Complementary constraints: 
•	" hidden " field: managed and visible in the MARC editor, but invisible for the OPAC. 
•	Field  "URL ": the field is a bond cliquable in the OPAC. 
•	"synonymous semantic ": this constraint makes it possible to extend a research on this field  other fields which have the same semantic significance. For example, a research on the 200$f (author) could automatically   be extended to fields 700 (authorities authors) and to the 200$g (secondary authors) 
Notes of specimen 
With each bibliographic record can  be attached one or more notes of specimen. 
The dimension can  pre - be calculated: 
•	From Dewey classification of the bibliographic record 
•	From LoC classification 
It can  also  be empty by defect. 
In all the cases, the dimension can at the time of the cataloguing of the specimen. 
The localization of a document can  be defined on 3 different levels: 
•	The appendix 
•	Localization (= the part, the stage, the office…) 
•	The dimension. 
Fast cataloguing 
To accelerate cataloguing, Koha proposes: 
•	the management of a tank, with the format iso2709 
•	a customer z3950 who can use several waiters z3950. 
What makes it possible to recover notes already seized to accelerate cataloguing. The library does not have then any more but to add its bibliographical local data, and its data of specimen. 
The library of Dombes uses a tank of 40 000 notes of religious editors. The library of the Center Roland Mousnier (Paris 4  –Sorbonne) uses the customer z3950 on the waiter of the BNF for the cataloguing of its funds old.  
For the theatre of the dam the following functions will be installation: 
•	Parameter setting of the waiter z3950 of the BNF for the fast cataloguing of the notes of works dating of more than 6 months. For all these notes, cataloguing could be done into 3 clics (except  local elements such as dimension and code bars of specimen): 
•	Seized of the ISBN of the work (or scan using the scanner head code-bars) 
•	Clic on the button  "seeks z3950 ". 
•	posting of the notes. Clic on the desired note. 
•	Possible  correction, then validation. 
•	Addition of  the local elements. 
Management of the thesaurus and authority UNIMARC 
In its version 2.2, Koha manages the lists of authority to format UNIMARC. As for the bibliographic records, several categories of authorities can  be defined, each category having its own parameter setting. 
A note of authority comprises a principal field, which will be the field recopied in the bibliographic record. 
The bond between the note of authority and the bibliographic record is automatically managed by Koha. 
Sight MARC and simplified sight 
The data are available in MARC form, simplified form and form ISBD, as well in the interface librarian as in the OPAC. 
Research 
In the interface librarian research can relate to any MARC field. The advanced  functions (and/or, except, research on 1 word, the beginning, >, <…) are  also available. 
The results can  be sorted according to several criteria and of research can  be automatically made on  "semantic synonyms " (for example, a research on the "author " will also seek among the joint authors) 
In the public interface (OPAC), research is done in a simplified way (research on fields  "in light ", like title, author, not on the MARC fields) 
Koha manages the list of the blank words, which is defined by the library (French words  being provided out of standard). 
The architecture of the base of data makes that all research is done normally in an indexed way, which: 
•	Allow excellent response times. 
•	Allows to make research on all zones UNIMARC used by the library, including the notes (except the notes >  with 255 characters) 
Modulate bulletinage 
In version 2.2, it is possible to record subscriptions  with reviews, and to follow the arrival of the bulletins. 
Koha manages late the bulletins, the gaps, the revivals with the suppliers. 
Koha manages complex classifications, proposes 11 different periodicities (of daily newspaper  to annual), the numbers late and the numbers out of the ordinary. 
 A state of collection can  be defined which will synthesize the missing numbers, received… The state of collection can  be different in the OPAC and the interface librarian. 
Modulate Lecteurs 
The module reader makes it possible to manage the " individual " readers, but  also the institutions and the families. 
It comprises many administrative fields making it possible to manage several addresses, telephones… 
Each reader is affected  with a category. The category of reader allows: 
•	To define the mini-maximum ages of adhesion. 
•	To fix the cost of a reservation (when it is applicable in the library). 
•	To define the rules of circulation (see module circulation) 
The card reader of the interface librarian makes it possible in a glance to see: 
•	The financial standing of the reader. 
•	Reservations of the reader, like his loans in progress. 
•	Its administrative co-ordinates.  
•	To define its enablings (for the readers librarians) and its electronic  co-ordinates. 
•	A note can  be attached  to each reader, who appears during circulation. That can make it possible to specify information  to be given to the reader at the time of his next passage. 
•	A note can  be attached  to each reader who appears on the OPAC as of the identification of the reader. That makes it possible for example to point out the modified schedules of opening, or the works  to be paid before the departureof the school… 
Koha allows an enabling on directory LDAP for the libraries having such a directory. If authentification LDAP is activated, it is possible automatically to defer the information of the directory in the application. 
Modulate Circulation 
Koha is a SIGB managing the libraries divided into: 
•	Several rooms. 
•	Several appendices. 
Each specimen is thus attached  to an appendix and the module circulation allows: 
•	To borrow a work in an unspecified appendix (not only that to which the reader is attached). 
•	To return a work in an unspecified appendix. 
•	To reserve a work in its own appendix or another appendix. The reservation can be done on a specific type of work (monograph, cassette…) or on the first work available. When a reservation is made on a work available in another appendix that that of the reader, this one can require  so that the work be transferred in its appendix from fastening. The librarian of the appendix of the work is informed reservation and can then carry out the transfer (physical and data-processing) 
Loan 
The loan is done by seizure of the reader, then code bars borrowed specimens. 
Seizure of the reader: it can be done from its code-bars, in the case of a chart reader, or starting from its name. If the reader is in an " abnormal " situation (debts, delays…), an alarm in red is posted with the screen. The librarian can then decide to carry out or refuse the loan. He can  also open the card of the reader to box the payment of the debts or to give him all specified useful on its situation (reservations, loans in progress…). 
Seizure of the borrowed work: it is done from its code-bars. The date of return is automatically calculated according to the type of the borrowed work, but can  be forced by the librarian. If the reader borrows several works simultaneously, the librarian can seize them with the chain. He can  also preserve the date forced of return of a loan on the other. 
If the loan is impossible (for example: work not empruntable, or code bars unknown) it cannot by  being forced. 
Rules of circulation:
the rules of circulation can  be defined very finely not the library: for each category of reader, category of document and appendix of the document, the duration of loan and the maximum number of works empruntables can  be defined. 
Better, the jokers are available, it is thus possible to parameterize Koha to meet ready need  following the "for 5 books maximum, 3 CD maximum, and 6 documents in all ". 
For the most demanding libraries, local rules of circulation can  be defined by modifying the source code of the application: all that relates to the test of  "pretability "  was modularisé and is gathered in only one very documented function. 
Return 
The return is done in an extremely simple way: it is enough to scanner the code bars work which is returned. If the reader is in an " abnormal " situation (debts, delays…), information appears opposite the information of the returned work. 
If the work is reserved, the librarian is then informed and can validate the reservation, which causes to leave the inalienable work. 
Transfer 
The transfer makes it possible to transfer a work from an appendix  another, in the event of reservation for example. 
OPAC 
The functionalities of the OPAC are complete: 
Seek 
The readers can carry out research starting from ten fields (Title, author,  editor…) As in the interface librarian, they can order the results according to several criteria. 
Change of language  "to the flight " 
The readers (identified or not) can only modify the language of the interface of the OPAC for them. This modification disappears with closing from the navigator who returns to the language by defect during next launching. 
Reservation 
The readers identified in the OPAC can carry out reservations. 
If the document is present in the library, it cannot  be prété any more (except if the librarian forces the loan) 
If the document is prété, a message will apparaitra on the interface of circulation at the time of the return. It makes it possible to the librarian to put the document of with dimensions 
Virtual racks 
 The virtual racks are an original mechanism of Koha. Each identified reader can create one or more  virtual racks in which it can  "arrange " in a permanent way of the documents. 
3 types of racks are available: 
•	Private rack: only the creator can visualize it and modify his contents 
•	Public rack: all the identified readers can visualize it, but only the creator can modify his contents. 
•	" free " rack: all the identified readers can visualize it and modify it. 
The principle can  be useful for example  for a professor wishing to direct research of its  pupils towards a given subject. Or  with a public library wishing to propose files  with topics for a specific cultural action. 
Basket of notes 
The identified readers can select notes at the time of their research and recover them by mall in readable form or file iso2709. The notes iso2709 can  be recovered in a bibliographical software like EndNote. 
Suggestions 
See module acquisitions in the interface librarian. 
Others 
On line help 
Koha is now delivered with an on line help, complete on parts parameter setting and OPAC, and which will be supplemented gradually for the other modules. 
Import Export BDP 
The functions of import/export of the notes provided by the BDP is done using 2 distinct tools:  
•	tool of importation of the notes 
•	tool for removal of a batch of notes. 
These tools are in line of order, a documentation is provided. It thus requires an access ssh or telnet. 
Impression of the codes bars 
Koha now makes it possible to print the codes bars with the unit or by batch, starting from the notes of specimen (reprinting of code bars torn off or abimé) or starting from a sequential classification (the first cataloguing) 
Personalization, ergonomics 
The architecture of Koha cuts out the software in 3 different layers: 
•	the layer bases data, which manages accesses DBMS 
•	the treatment layer, which manages the treatments required by the user 
•	the layer formatted, which contains models HTML of presentation. 
The interface of the software is thus entirely personnalisable. 
Several  "topics " are available, and of the OPAC as different as those from the CRM ( http://catalogue.crm.paris4.sorbonne.fr) or of Nelsonville ( http://koha.athenscounty.lib.oh.us) is realizable simply. 
The interface librarian uses the style sheets (CSS). It more coherent and is led than in version 2.0 
Industrialization of the installation/desinstallation 
The libraries wishing to test Koha will appreciate three technical innovations: 
•	The possibility of selecting files  to be imported in the base as of the installation to decrease the workload for the parameter setting. For example, it will be possible to import the framework for the monographs, the framework for the periodicals, of the notes of authority… Complementary files could  be provided as the libraries share their data and their parameter settings. 
•	The possibility of désinstaller the application very quickly (subject knowing the password  "root " of mySQL) 
•	The possibility  "of playing " a scenario of automatic installation of manner. This option will interest the libraries implied in Koha and wishing to test the unstable versions.