Steps to manage collections using Authorized values in Koha

 Steps to manage collections using Authorized values in Koha

1. Enable Authorized Values: First, ensure that the Authorized Values framework is enabled in your Koha system. You can do this by accessing the system preferences and making sure that the "Use Authorized Values Framework" option is set to "Enable".

2. Create Authorized Values for Collections: Go to the Authorized Values section in the Koha administration interface. Create a new Authorized Values category specifically for collections, such as "Collection Types" or "Subjects". Within this category, add entries for each type of collection you want to track, such as "Mechanical Engineering", "Civil Engineering", "Computer Science", "Biography", "Autobiography", "Travelogue", etc.

3. Assign Authorized Values to Items: Instruct staff members to use the Authorized Values when adding or editing item records. When adding a new item or editing an existing one, they should select the appropriate collection type from the dropdown menu provided by the Authorized Values framework. This ensures consistency and accuracy in recording collection information.

4. Generate Collection-wise Reports: To generate collection-wise reports, navigate to the reporting section of Koha. Use the reporting tools to create custom reports that filter items based on their assigned collection types. You can generate reports for each collection type individually or create aggregate reports that encompass multiple collection types.

5. Schedule Report Submission: Set up a schedule for generating and submitting collection-wise reports to accreditation agencies or other stakeholders. You can automate this process within Koha by scheduling report-generation tasks to run at regular intervals or by assigning responsibility to specific staff members.

6. Training and Awareness: Conduct training sessions for library staff to familiarize them with the use of Authorized Values for managing collections. Emphasize the importance of accurate data entry and the benefits of using standardized collection types for reporting purposes. Additionally, provide documentation or resources that explain how to use Authorized Values effectively.

By following these steps, libraries can effectively manage collections using Authorized Values in Koha, ensuring consistency, accuracy, and ease of reporting for accreditation purposes.

Add collections to Authorized Values

Go to Koha > Administration > Authorized Values and select CODE

Select the New authorized value for the CCODE button.

Add a new Collection Code

1. Enter a shortcode for the new collection. Preferably in capital letters.

2. Enter the description

3. Enter the description for OPAC

4. Select the library branch code.

5. Save the new collection

The same way creates other collections.

Add collection to record

Create a catalogue record, Koha > Cataloguing

Add Biblio information (e.g. author, title, call number, etc.)

Save the Biblio information from the catalogue.

The collection code appears in the Item Information part of the catalogue.

Select the appropriate collection code matches the record and save the record.

Generate collection-wise report

Item-wise search is available at Koha > Advanced Search > Go to item search (This feature is available with the Koha version 18.05.x onwards).

Select collection code and generate a report.

The collection-based report generates and can view on the browser. The report can download as spreadsheet formats.