Koha’s MARC modification templates comes to the rescue

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A client had defined an item type they called “Hindi graphic books“. They used the notation “H-GR” to denote such an item e.g. an Amar Chitra Katha graphic novel. Their data was stored in a MS-Excel spreadsheet as simple tabular data. We were tasked with moving this data into Koha. So, to start off, we defined a new itemtype in Koha with the code “H-GR” with the description set to “Hindi Graphics”. The new item type correctly showed up on the OPAC advanced search under the “Item type” search filter. We then converted the data in Excel into MARC21 records using MarcEdit’s “Delimited Text Translator” tool and imported the resulting .mrc file into Koha. Import went well. However, when we searched the newly entered entries, we found that in the OPAC results page, the Item type showed up in the search facet area as “H=GR” instead of as it should – “Hindi Graphics”. Uh oh! something was certainly wrong!

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Figure 1: Incorrect item type displayed

Using MarcEdit we could see that this had happened due to an additional space having gotten accidentally padded to the itemtype data during data migration. To the system “H-GR” is NOT EQUAL to “H-GR “. *Every* single record in this particular batch of imported MARC records had their 942$c and 952$y fields affeccted.

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Figure 2: Extra whitespace padding highlighted.

Thankfully for us, Koha ships with the MARC modification template tool, which is basically like a “find and replace” feature on steroids! So in the end we simply defined a rule that allowed us to replace all the affected 942$c in a very simple, single batch mode operation.

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With the template (we named it ‘correctH_GR’) in place (see above), all we now had to do was to the gather together the ids (i.e. biblionumber) of the affected records and then tell Koha to run the template against this batch of biblionumbers, using the Batch record modification tool as shown below.itemtype_error_04

After this the Batch item modification tool was used to update 952$y which is actually stored in items.itype field. And like above, with just one difference that instead of biblionumber we now need the list of barcodes for all the H-GR item type, in order to modify it.

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And finally our original problem is solved!

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PRO-TIP: MARC modification template tool is not only useful for post-facto correction. It can be used even while we are staging MARC records in the first place, offering us to make wide-ranging changes and updates to our incoming MARC record.

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