The relationships between various kinds of data in a library system can be confusing the first time you have to map data or try to untangle data sets that have gone off track somehow. This overview of how the basic data types interrelate in a nhaisLOCAL Koha system may help sort this out.
Your
library owns things: books, magazines, puzzles, cake pans, snow shoes, movies,
recorded music, etc. In some cases you
probably own multiples of exactly the same thing (several copies of Strega Nona, for example). Each of the
different things you own is represented in your Koha system by a bibliographic
record (generally referred to as a bib record).
Every individual copy of each thing you own is represented by an item
record which is attached to the bib record it is one of. For example, you may have 3 copies of Peyton Place (published in 1956 by
Messner, 372 pages long). You will have 1 bib record in your system for this
(oclc record #00289487) which includes information about the thing – who wrote
it, how many pages it has, where and when it was published, subject headings
that describe what it is about, etc.
Attached
to this example bib record there will be 3 item records (because you have 3 of
the exact same book). Each item record will include a call number (they might
or might not all have the same call number, depending on where you keep the
different copies), and a barcode that uniquely identifies each physical item.
The item record might also have notes that describe something about the
specific copy—that it is water damaged, or that it was signed by the author, or
that it was donated to your library by someone, etc.
The
bibliographic record will have an ITEM TYPE assigned to it (and included as
part of the bib record) that tells you the kind of thing it is: a book, a
movie, a museum pass, etc. These are broad categories of things – Video games,
for example. More detailed information (it is a wii game, or an Xbox game, for
example) is included in the bibliographic record and is not given a separate
ITEM TYPE. You can think of this like the chapters in a cookbook. In The Joy of Cooking you will find recipes
(think of them as bib records) for blueberry pie, pumpkin pie, pecan pie,
etc. These recipes will be in a chapter
(think of it like an item type) called Pies. This same ITEM TYPE will be
included in all the items that are attached to the bib record. There is a
defined list of ITEM TYPES in the nhaisLOCAL system that may be used.
Groups
of ITEMS may be organized conceptually (as opposed to physically) into defined
COLLECTIONS. These might include adult fiction, juvenile non-fiction,
reference, local history, music, etc.
There is a defined list of COLLECTIONS in the nhaisLOCAL system that may be
used to group items. The item record will include information about what
COLLECTION the item is part of. This is
optional, an item need not be part of a COLLECTION, but using COLLECTIONS will
allow you to create reports about these groups of stuff and may help patrons
find similar materials.
Groups
of ITEMS will be organized physically in your library. Each nhaisLOCAL library
defines a list of LOCATIONS that they can then use to explain where in the
building items can be found. This list includes things like Stacks, Reference
Room, In Processing, Children’s Room, Librarian’s Office, Bat Cave, Teen Area,
etc. This is optional, an item need not have a LOCATION attached to it, but
using LOCATIONS will help both staff and patrons find things. The item record
includes a field that indicates what LOCATION the item belongs in. Frequently
this information is also, in an abbreviated form, part of the call number for
the item.
Your
library has all this stuff so that people can use it. Those people are called
patrons in the nhaisLOCAL systems. There
are different groups of patrons (children, adults, out-of-town borrowers) who
can do different things (renew materials, borrow DVDs, etc.). What specific
things an individual person can or cannot do in your library is defined by the
PATRON TYPE they are assigned. Each nhaisLOCAL library defines a
list of PATRON TYPES that they can then use to group their patrons. The
privileges your patrons have are defined in the configuration of each PATRON
TYPE and may vary for different ITEM TYPES. For example, you can specify that a
patron with the PATRON TYPE “adult” can borrow items of the ITEM TYPE “movies”
for 2 weeks, with no renewals allowed. Or 1 week with 8 renewals, or whatever
you want. The rules for the ITEM TYPE ‘in-library equipment” can be totally
different.
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